Automatic Service Invoice Generation
This function is used for the mass automatic generation of invoices that originate in the service requests created using the service requests function.
A service request can also be manually invoiced via the selection list presented in the invoice management. To be available for invoicing, a service request must not have been already invoiced. It must be closed and invoiceable (at least one consumption line for the service request must be invoiceable). No grouping will be carried out on the invoicing of service requests. An invoice always concerns only a single service request.
The generated invoices can be viewed using the Invoices function. They can then be validated one by one using this function or en masse using the Invoice validation function.
Prerequisites
Refer to documentation Implementation
Screen management
A single screen is necessary to carry out this type of process. It is used to enter the different information necessary for the selection of the service requests to be invoiced.
Two general parameters influence the aggregation of the consumption lines to be invoiced:
INVSREMOD (Service request invoicing method) is used to aggregate the consumption lines by product and by identical dimension type if this setup has the value With aggregation.
INVSREUOM (Service request invoicing unit) is used to aggregate on a sales invoice the consumption lines after the conversion to the product sales unit if this setup has the value In sales unit. If this is not the case, the consumption lines will be invoiced by consumption unit.
Specific points concerning the grouping of service request consumption lines:
The consumption lines will not be grouped from the moment that a text exists on a consumption line. This text will in addition be picked up on the invoice line.
The consumption lines having different analytical dimensions will never be grouped together. The analytical dimensions will be picked up on the invoice line.
All the information used at the creation of an invoice (payment conditions, invoicing elements, price of the consumptions..) is inherited from the invoice information from the service request.
Entry screen
Presentation
The invoices are automatically created based on the selections applied in the screen. The different selection criteria are:
Selection criteria
Sales site
The automatic invoice creation is made for a single sales site at a time (mandatory information). It is therefore necessary to specify the site chosen for the process. By default, it is the sales site associated with operator.
Invoicing up to
It is possible to specify a date range used to select the service requests to be invoiced. By default this date is initialized to the current date.
Invoice type
The chosen invoice type will be written on the invoices. It is used to determine a sequence number counter and an automatic journal used in the invoice posting. The type proposed by default comes from the SIVTYP - User invoice type parameter. You can modify it if necessary by choosing an invoice type from the list of invoice types that have been defined. This information is mandatory.
Invoice dates
Two possible choices are given to assign an invoicing date to the generated invoices:
Reference date
If this option is selected (default choice) as the reference date proposed by default (but remaining modifiable and corresponding to the current date) it will be used to assign the same invoicing date to all the generated invoices.
Closing date for the request
If this option is selected, the invoice date of the generated invoices will be equal to the closing date for the service request associated with each invoice.
Start-end range
Bill-to customer range
It is also possible to limit the selection to one or more bill-to customers by entering this selection range.
Service request number range
It is possible to limit the selection of a group of service requests to a range of their numbers (service request sequence numbers).
Printing the invoices
You can print the generated invoices. To do so, you need to specify the document to be used (by default, it is the document code associated with the object), the print server, if it exits, and the printer assigned to the printing.
You can only access this option when the Invoice option has previously been selected.
After the execution of this function, a log file is displayed:
- summarizing all the operations carried out.
- presenting the invoice numbers created and the service requests that were used in the creation of these invoices.
When the payment terms are SDD-type, the reference of the mandate is mandatory on the invoice. But if no 'Validated' main Mandate has been identified for the [Company ; Pay-by BP] pair, no default mandate reference is initialized on the invoice. This is highlighted by a message in the log file. The invoice is still created but its validation is prohibited as long as the reference of the mandate has not been entered manually on the invoice.
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Fields
The following fields are present on this tab :
Selection criteria
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The automatic creation of invoices is made from a single sales site at a time. |
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This date, if it is assigned, is used to select only the contracts that are valid at this date (the contract end date must be prior to or equal to this date), having an open item to be invoiced and where the next invoice issue date is also prior to this date. |
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The customer invoice type is used for the Sales and BP Customer invoices. It identifies a category of invoice (invoice, credit memo etc.) along with a posting structure for the posting of the invoices. On invoice entry, only an invoice type with a legislation and company group consistent with those of the company linked to the sales site can be entered. The invoice type is associated to a type of journal for which a counter (manual or automatic) is specified. |
Date of invoices
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Select the invoicing date used for each generated invoice:
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Enter the date used on each created invoice.
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Start - end range
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Use these ranges to filter the selection to only obtain a single bill-to customer or those bill-to customers having a reference contained within these ranges. |
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Permet une sélection sur le numéro de contrat. |
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Printing
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Select this box to print the document (pick ticket, packing slip or invoice) after delivery or invoice creation. In that case, you need to specify:
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Enter the standard document code to be printed. |
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Enter the document or report destination. |
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This field is used to define the print server. |
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Default printer. |
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Batch task
This function can be run in batch mode. The standard task FUNAUTINVS is provided for that purpose.
Local menus
In addition to the generic error messages, the following messages can appear during the entry :
Function not authorized
The user profile has no rights for this function, irrespective of the site.
You do not have the access rights for this site
The user profile does not authorize the use of this function for this site.
Incorrect Date
The invoice date entered does not correspond to any period or fiscal year. The entry is refused.
Fiscal Year Not Open
The fiscal year to which the invoice date belongs is not open. The entry is refused.
Period Not Open
The period to which the invoice date belongs is not open. The entry is refused.
Closed Period
The period to which the invoice date belongs is closed. The entry is refused.
The end range is prior to the start range
This message appears on the entry of the service request number and the bill-to customer selection criteria.
Modification in process on another workstation"
This message appears if a service request is locked by another user.
Customer BP not authorized for a control account
This message is displayed if the BP control account is not authorized for the control account associated with the bill-to customer (by means of its accounting code). The invoice is not created.
Problem in recovering the sequence number
This message is displayed if it has not been possible to assign an invoice number.
No service requests processed
This message appears upon process completion if no service requests has been invoiced.