Invoice Validation

Screen management

Entry screen

 

 

Conditions for the automatic creation of an expense

For a purchase invoice line, an expense 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 Expense creation must be activated and an accounting nature must be specified for this account).
• In addition, if the line contains a product, this product must be capitalized (the Fixed asset check box must be activated in the Product setups). If the product is not capitalized, the expense is created after validation of a warning message.

An expense is also created for each invoicing element for which no invoice line distribution has been requested. This setup is carried out at the level of the Invoice type. However, when a distribution is requested, no expense is created for the invoicing element. In this case, the amount of each created expense is increased or reduced by the distributed part of the invoicing element according to the distribution terms defined at the invoicing element level.

Populating of the expense fields

The LAYOUTFAS expense table is loaded from the following tables:
- Invoice header: PINVOICE
- Invoice line: PINVOICED
- Accounting and analytical postings: CPTANALIN

LAYOUTFAS		Table	Field	Rule
Company	CPY	PINVOICE	CPY
The site	FCY	PINVOICED	FCYLIN	Site of the invoice line if it is a financial site
		PINVOICE	FCY	Site of invoice header (always financial) if FCYLIN is not financial. The site of the line is kept in GEOFCY (geographical location)
Reference	CODLOF	PINVOICE	NUM
Line number	LINLOF			Incremental number
Invoice reference	BPRVCR	PINVOICE	BPRVCR
Product ranges	ITMREF	PINVOICE	ITMREF
Supplier,	BPR	PINVOICE	BPR
Document	JOU	PINVOICE	JOU
Exchange rate type	CURTYP	PINVOICE	CURTYP
Currency	CUR	PINVOICE	CUR
Invoice date	DATVCR	PINVOICE	BPRDAT
Allocation date	DATIMP	PINVOICE	ACCDAT
Invoice type	TYPVCR	PINVOICE	INVTYP
Geographic site	GEOFCY	PINVOICED	FCYLIN
Currency rate	RATCUR	PINVOICE	RATMLT(0)
Description 1	DES	PINVOICE	<invoice type> + BPRNAM	When no product description
		PINVOICED	ITMDES1	When product description not empty
Description 2	DES2	PINVOICE	INVNUM	When it is a credit memo
Granted	FLGGRA			1.
Grant amount	FLGAMTGRA			1.
Link asset	FLGLIKAAS			1.
Main expense	FLGLOFMAI			1.
Addition source	CPMCREORI			1.
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	PINVOICED	POHNUM
Product ranges	ITMREF	PINVOICED	ITMREF
Unit	UOM	PINVOICED	UOM
Quantity	QTE	PINVOICED	QTYUOM
Invoiced VAT rate	RATVAT	TABRATVAT	VATRAT
Collected VAT rate	RATVATREC	TABRATVAT	DEDRAT
Ex-tax amount	AMTNOTCUR	PINVOICED	AMTNOTLIN        AMTNOTLIN + Distributed amount (DISCRGAMT1  DISCRGAMT2, ...)	According to the setup used at the level of the Invoice type: - If no distribution of invoicing elements - If distribution of invoicing elements on the invoice lines
VAT amount	AMTVATCUR	PINVOICED	AMTTAXLIN1
Collected VAT amount	AMTVATRCUR	PINVOICED	DEDTAXLIN1
Allocation	DSP	CPTANALIN	DSP
Analytical dimensions	CCE(0..20)	CPTANALIN	CCE(0..20)
Fixed asset group	ACGGRP	ITMMASTER	ACGGRP
Detail line source	LIGORI	PINVOICED	PIDLIN
Validated	FLGVAL			1.
Creation operator	CREUSR			GUSER
Creation date	CREDAT			Date$
Entry origin	CREORI			4.

 Notes:

• When the product has a fixed asset group, the Section associations are carried out upon expense creation.
• When the company is submitted to the French legislation and that the VAT collection rate does not equal 100% and that the setup VATAUTVAL - VAT Automatic validation is set to No, the user must validate the VAT coefficients on the expense so that this latter become capitalized. The validation is carried out by activating the Validated check box available and visible only on the expense as long as the validation has not been carried out.

Batch task

This function can be run in batch mode. The standard task FUNPIH is provided for that purpose.

Specific Actions

Error messages

In addition to the generic error messages, the following messages can appear during the entry :

Non-referenced triggering table

Incorrect number of arguments

Incorrect key

Error on field validation

Incorrect link on ...

Sequence number counter exceeded

No exchange rate

Transaction canceled

No line

Unbalanced journal

Unbalanced distribution

When all these error messages appear, the invoice will not be validated. These messages are mostly the result of a setup error at automatic journal level. Check the setup of the PIHI and PIHC automatic journals.

"Social and IAS accounts can be considered as fixed assets and the product cannot be considered as a fixed asset"

This validation error message is generated because of the following conditions:
- the Fixed assets module is managed
The accounts are tracked
The line has a product but the product is not capitalized.
See above the Conditions for the automatic creation of an expense.

"No expense will be created for the line
Social and IAS accounts cannot be considered as fixed assets and the product can be considered as a fixed asset"

This validation error message is generated because of the following conditions:
- the Fixed assets module is managed
The product is capitalized
- the accounts are not tracked.
See above the Conditions for the automatic creation of an expense.

"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 expense.

Tables used

Refer to documentation Implementation