Invoices - Implementation

Prerequisites

Activity codes

The following activity codes (sorted by type) may have an impact on the way the function operates :

Dependent activity codes

These codes are never entered in folder management, because their value is calculated :

 DKS (Electronic signature), KAG (Argentinean localization), RE1 (Sales rep 1), RE2 (Sales rep 2), SI1 (Product statistical group 1), SI2 (Product statistical group 2), SI3 (Product statistical group 3), SI4 (Product statistical group 4), SI5 (Product statistical group 5), SLO (Management by sub-lots), SP1 (Sales charge / discount 1), SP2 (Sales charge / discount 2), SP3 (Sales charge / discount 3), SP4 (Sales charge / discount 4), SP5 (Sales charge / discount 5), SP6 (Sales charge / discount 6), SP7 (Sales charge / discount 7), SP8 (Sales charge / discount 8), SP9 (Sales charge / discount 9), VATTN (VAT declaration no.).

Functional

 DEB : EU exchange declaration

 ECC : Product version management

 EDIX3 : Paperless document exchange

 ELINV : Electronic invoice

 EMP : Location management

 FCT : Factoring management

 LOT : Lot management

 LPN : Internal container management

 LTA : Local taxing

 PAL : Stock identifiers

 PJM : Project management

 PREPM : Prepayment invoice management

 SDD : SDD management

 SEPP : Credit card integration

 SER : Serial number management

 SMI : Integrale migration

 SVC : Periodic accruals

 WRH : Warehouse management

Sizing

 ANA : No. of analytical dimensions

 BOD : Number of BOM components

 REP : Sales reps

 SFI : Max. no. entered inv. elts

 SFIV : Max. no. valued inv. elts

 SFL : No. invoice elts distributed

 SIH : Number of sales invoice lines

 SPR : Maximum sales charges/discount

 STC : Sales statistical groups

 STI : Product statistical groups

 SVA : Max no. taxes by document

Localization

 KBE : Belgian localization

 KPO : Portuguese Localization

 KSP : Spanish localization

 KSW : Swiss localization

 KUK : Localization united kingdom

 KUS : Localization USA

General parameters

The following general parameters may change the way the function is working :

Accounting

 ACESIMTRC (defined at level User) : Simulated entry generation

 LETAUTCNO (defined at level Company) : Auto match inv ->credit note

Customer Support

 DATREFCON (defined at level Company) : Service contract invoice date

Localisations

 SIIABTYP (defined at level Site) : SII credit memo type

Common Data

 CTLOPPCOD (defined at level Folder) : Project code control

 CTLPERINV (defined at level Company) : Invoice date control Period

 DENINVSDD (defined at level Company) : SDD payment type

 DEPMGTMOD (defined at level Company) : Discount management mode

 EXDSALINV (defined at level Legislation) : Exceptions in sales invoice

 FRADGI (defined at level Company) : French fiscal regulation

 GAUKIK3 (defined at level Company) : Revenue accruals sales inv.

 INVCAN (defined at level Legislation) : Cancellation invoice

 NOTATI (defined at level Site) : Price / Amount +tax / -tax

 OSTCTL (defined at level Company) : Cus. author. credit ctrl level

 OSTDRAFT (defined at level Company) : Customer credit notes P/R amt.

 PJTSNGDOC (defined at level Company) : Single-project document

 SALDSPVOU (defined at level Company) : Volume unit to affect

 SALDSPWEU (defined at level Company) : Weight units to affect

 SDDMGT (defined at level Company) : SDD management

 SDDPRN (defined at level Company) : Printing SDD information

 SIVNULL (defined at level Site) : Lines set to zero prohibited

 SIVSUP (defined at level Site) : Delete invoices

 VATRND (defined at level Company) : Sales tax rounding

 VENENDDAT (defined at level User) : Sales end date

 VENSTRDAT (defined at level User) : Sales start date

Acc Payable/Acc Receivable

 DENINVPAY (defined at level Company) : Check payment type

Sales

 APPSOH (defined at level Company) : Order signature management

 CRENOTTHR (defined at level Company) : Control threshold

 CTLCRENOT (defined at level User) : Credit memo invoice control

 CTLTAX (defined at level Company) : Tax code control

 DACMANSAL (defined at level Site) : Default price reason - manual

 FOCPRI (defined at level Site) : Free product valuation

 GRPNBRFOC (defined at level Site) : Grouped prices : free

 GRPPRI (defined at level Site) : Group price management

 LINREP (defined at level Site) : Sales rep on detail

 OSTLND (defined at level Company) : Loan in order total

 OSTORD (defined at level Company) : On order in order total

 SALREN (defined at level Site) : Require price reasons

 SALRND (defined at level Site) : Round unit price

 SALTEXINV (defined at level Site) : Invoice text position

 SALTEXLIN (defined at level Site) : Product text tracking

 SCDTUNL (defined at level User) : Authorization to unlock order

 SDACLOK (defined at level User) : Non block ctrl price,profit,qt

 SIHVALLIG (defined at level Company) : Line invoice valuation

 SPRIMOD (defined at level User) : Modify prices/discounts

 UPDCUR (defined at level Site) : Modify currency

 UPDPRISAL (defined at level Site) : Default price reason - base

 WRNEXETAX (defined at level Company) : EXETAX use warning

The user parameters VENSTRDAT - Sales start date (chapter TC, group CLO) and VENENDDAT - Sales end date (chapter TC, group CLO) make it possible to define, by user, the date ranges for entering invoices, credit memos and complementary invoices.

Other parameters:

• DMAXPAY: Maximum period (companies)
• DMAXPAYP: Maximum period (Public sector)
• DMAXAGR: Maximum contractual period
• DATREFCON: Contract invoice date
• SIIABTYP: SII credit memo type
• SIVTYP: User invoice type

Sequence numbers

No sequence number is used by this function.

The counters of invoices, credit memos and additional invoices must be selected as Chronological control since counters managed on a chronological basis can be used for these types of documents. These sequence numbers guarantee that a document which has been entered cannot have a date prior to that of the previous document. The counter number of the previous document has to be strictly less than the counter number of the new document.

For a company to use electronic signature, the SAFT sequence number must be specified as a sequence number subjected to electronic signature.

To assign the VCS sequence number to the sales invoices, it is necessary to add the VCS number to the sequence number assignments (Common data module) and to set field Manual to NO. The VCS number is never entered but automatically validated upon creation of the sales invoice.

Accounting interface

Default dimensions

The default dimensions sections assignment is performed through the following codes :

(defined at level Company)

 SIH (All companies ) : Sales Invoice Header

 SID (All companies ) : Sales Invoice line

Authorizations

This function is object managed. The creation, modification, anddeletion operations can be activated or deactivated for a given user.Filters by rolescan also be associated with this function.

As data is linked to a site, a filter per site can be activated.

The following options can be activated or deactivated for each user :

 Post

 Open items

 Payment

 Stock txn modification

 Issuing

Entry Transactions

This function is managed with entry transactions which can be set up : 

 GESSLI : Invoice transaction

 GESSLA : Credit memo transaction

A standard transaction is suggested when installing the software. A setup function is used to modify this standard transaction or create new personalized transactions. This setup essentially exists to specify some functional characteristics of the transaction and display as well as the default loading for certain fields.

Miscellaneous prerequisites

Miscellaneous tables

The following miscellaneous tables are used by the function. They must be populated if necessary :

 Miscellaneous table number 8 : Credit memo reasons

 Miscellaneous table number 9 : Stock movement groups

Tables to be completed

The following tables are used by the function. Their content must be updated if necessary :

Invoice type

The definition of the invoice type (see the Invoice type documentation) is used to specify if the document has the invoice, credit memo or proforma type.
It is at this level that the automatic journal (used to generate an accounting entry during posting - see the Automatic journal documentation) is specified. It is possible to have an automatic journal for each document type. The SIHI automatic journal delivered as standard is used to automatically make the difference between the different document types. At this stage, a journal type and a specific accounting journal code can also be specified.

Sequence number assignment

• A specific sequence number for the automatic numbering of the created entries (see Sequence number definition) can be defined at the level of the Document types. If no sequence number is specified at the level of the journal type, it is the sequence number specified at the level of the sequence number assignment option used (see the Sequence number assignment).
• If the document type is not specified in the invoice type, the sequence number used is the one indicated at the level of the document type defined in the automatic journal used.
• If the document type is not specified for the invoice type and the document type of the automatic journal does not have a sequence number defined, the program uses the sequence number defined in the sequence number assignment table.

Structure code

This code is used to determine the sales conditions managed at the level of each line of the order, of the invoice... in the form of the different Discounts and Charges fields. This structure code is unique and does not depend on the customer. A default structure code is supplied during the installation and it is possible to create the structure code adapted to the local requirements. (see the Price list structure documentation).

Fiscal year and Period

The invoice date is controlled with respect to the periods and fiscal years tables: the fiscal year and the period must be open.

TPT activity code

This activity code concerns the payment of the VAT. It is used to set up the payment condition in order to decide on which open items the VAT is paid.

CTLPERINV - Period invoice date control parameter

When theCTLPERINV - Invoice date control Period parameter(TC chapter, INV group) is set to 'Yes’,the creation of the invoice is prohibited when there is at least one document (invoice, credit memo, debit or credit note of the Sales or A/P - A/R accounting modules) whose date is strictly higher than the end date of the period where the current document is being entered.

Electronic signature

An invoice can be validated only if the previous invoices have been signed.

Tables used

The following tables are implemented by the function :