Supplier Invoice Posting
This function is used to perform the mass posting of the supplier invoices that have already been entered in "Supplier Invoicing", if they have not been each posted when they were entered, in order to generate the accounting documents corresponding to these invoices.
When the Fixed assets module is managed in the folder, the invoice validation generates, when all the conditions are there, the automatic creation of an expenditure for each BP supplier purchase invoice line (the expenditure creation terms are detailed below).
The invoices transmitted by the "Distribution" module have already been posted in this module.
Prerequisite
Refer to documentation Implementation
Screen management
Entry screen
Presentation
This processing performs a mass validation of supplier BP invoices.
Once the validation processing has been started:
- a journal is created for each validated invoice.
- an expenditure is automatically created if the Fixed assets module is managed. The creation is carried out as follows.
A dialogue window is displayed to select the invoices that are going to be posted, according to the following criteria:
- the company, the site
- the user
- the type of involved journals
- a date range
- a number range
Mention if a log file is requested. This trace file draws up the list of the posted invoices.
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Fields
The following fields are present on this tab :
Criteria
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Generation
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Conditions for the automatic creation of an expenditure
For a supplier BP invoice line, an expenditure is created when the following conditions are met:
- Accounting postings are specified for the line.
- The Legal account and the IAS account are tracked (in the definition of the Accounts table: the check boxes Fixed asset tracking and Expenditure creation must be activated and an accounting nature must be specified for this account).
Feeding of the expenditure fields
The LAYOUTFAS expenditure table is loaded from the following tables:
LAYOUTFAS | Table | Field | Rule | |
Company | CPY | PINVOICE | CPY |
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Site | FCY | PINVOICE | FCY |
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Reference | CODLOF | PINVOICE | NUM |
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Line number | LINLOF |
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| Incremental number |
Invoice reference | BPRVCR | PINVOICE | BPRVCR |
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Product | ITMREF | PINVOICE | ITMREF |
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Supplier | BPR | PINVOICE | BPR |
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Document | JOU | PINVOICE | JOU |
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Exchange rate type | CURTYP | PINVOICE | CURTYP |
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Currency | CUR | PINVOICE | CUR |
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the invoice date | DATVCR | PINVOICE | BPRDAT |
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Allocation date | DATIMP | PINVOICE | ACCDAT |
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Invoice type | TYPVCR | PINVOICE | INVTYP |
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Geographic site | GEOFCY | PINVOICE | FCY |
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Currency rate | RATCUR | PINVOICE | RATMLT(0) |
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Description 1 | DES | PINVOICE | <invoice type> + BPRNAM | |
Description 2 | DES2 | PINVOICE | INVNUM | When it is a credit memo |
Granted | FLGGRA |
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Subsidy amount | FLGAMTGRA |
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| 1. |
Link asset | FLGLIKAAS |
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Main expense | FLGLOFMAI |
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Addition source | CPMCREORI |
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CoA account | GAC | GACCOUNT | GAC | GAC = legal account |
Original CoA account | GACORI | GACCOUNT | GAC | GAC = legal account |
CoA nature | GACACN | GACCOUNT | GACACN | GAC = legal account |
IAS account | IASACC | GACCOUNT | GAC | GAC = IAS account |
Original IAS account | IASACCORI | GACCOUNT | GAC | GAC = IAS account |
IAS nature | IASACN | GACCOUNT | GACACN | GAC = IAS account |
Order reference | ORDBUY | PINVOICE | INVNUM |
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Unit | UOM | BPSINVLIG | UOM |
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Quantity | QTY | BPSINVLIG | QTYUOM |
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Invoiced VAT rate | RATVAT | TABRATVAT | VATRAT |
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Collected VAT rate | RATVATREC | TABRATVAT | DEDRAT |
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Ex-tax amount | AMTNOTCUR | BPSINVLIG | AMTNOTLIN |
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VAT amount | AMTVATCUR | BPSINVLIG | AMTTAXLIN1 |
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Collected VAT amount | AMTVATRCUR | BPSINVLIG | DEDTAXLIN1 |
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Allocation | DSP | BPSINVLIG | DSP |
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Analytical dimensions | CCE(0..20) | BPSINVLIGA | CCE(0..20) |
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Detail line source | LIGORI | BPSINVLIG | PIDLIN |
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Validated | FLGVAL |
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| 1. |
Creation operator | CREUSR |
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| GUSER |
Creation date | CREDAT |
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| Date$ |
Entry origin | CREORI |
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| 4. |
Note:
- When the company is subject to the French legislation, the recovery VAT rate is not 100 per cent and the parameter VATAUTVAL - Automatic VAT validation (AAS chapter, VAT group) is set to No, you need to validate the VAT rates on the expense for it to be capitalized.The validation is performed by activating the Validated check box, which is only available and displayed on the expense as long as the validation has not been carried out.
When an invoice line is submitted to a manual analytical distribution (the $ character is displayed in the "Distribution" field), this does not create one expense only for this invoice line, but as many expenses as there are manual distribution lines for this invoice line.
Batch task
This function can be run in batch mode. The standard task BPSINV is provided for that purpose.
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
"No expense will be created for the line
Social account not tracked and IAS account tracked (or) Social account tracked and IAS account not tracked"
This validation error message is generated because of the following conditions:
- the Fixed assets module is managed
- an account is tracked and the other is not.
See above the Conditions for the automatic creation of an expenditure.