The supplier BP invoice entry function is used to manage the supplier invoicing process outside of the 'typical' sales cycle.
Therefore, this function cannot be used to manage the order or the receipt note for the stock receipt (etc.). When issuing the invoice, the data required for accounting is recorded.
As for customer tracking (open item statements, payment management etc.), the processing is similarly carried out for invoices that come from the complete cycle or that come simply from the entry of a BP invoice.
Notes:
If the company is set up for intercompany invoices, a reference to a target company, site, and the dimensions for each line can be entered.
If the target company does not match the source company, the general ledger accounts associated with the target company will be used along with the target company dimensions.
The following occurs if the target company entered on the line is not equal to the source company:
When the invoice is posted, separate journals are generated in the source and target companies using the designated debit and credit accounts from Intercompany account mapping.
Refer to documentation Implementation
When the invoice is entered in tax-inc. mode and an additional or special tax code is present (entered or automatically loaded from the account), the amounts of the three tax levels must be entered manually.
Deleting intercompany invoices is allowed only if the SIVSUP - Invoice/journal deletion parameter (TC chapter, INV group) is set to "Yes" for all companies (source and target).
Posting customer BP invoices involves three tabs containing the characteristics of each part of the invoice body.
Presentation
First, the key accounting information of the invoice must be entered:
The information in the tabs is then used to define:
Once this data has been recorded, the [Post] button is used to:
It is possible to associate statistical codes to each line of the invoice (and therefore the posting) to facilitate the gathering of statistics. A contextual menu provides this option once the line is entered.
It is possible to stage the line amount (or the ex-tax amount) in analytical or general accounting according to a specific calendar. This functionality is accessible using the right click menu once the line is entered. To be operational, this functionality must be activated (activity code KIT - Italian localization and the general parameter ITAPRE - Analytical apportionment) and the automatic journal KIK2 (BP supplier analytical apportionment) must exist.
Applying an account structure can be proposed by default after entering the ex tax invoice amount. The structure used is the one defined in the supplier record, Financial tab.
A right click menu provides this option at the very start of the invoice line entry.
The account structure is used to pre-define the group of accounting and analytical postings of a journal, and to pre-load them directly on entry. See the documentation on Account structures for further information.
As for the amounts, from the assignment coefficients defined in the structure, they are automatically calculated from the tax-excl. amount of the invoice.
It is possible to transform an invoice directly into a credit memo. This option is available using the Tool bar \ Function \ Invoice --> Credit memo. X3 then requests the confirmation of the 'Creation of an credit memo invoice' and proposes:
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Fields
The following fields are present on this tab :
Block number 1
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This site, which must be a financial one, determines the site and the company for the entry posting. |
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This is the code of the assignment company of the entity. |
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Company description. |
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Invoice type code referencing the invoice category as well as the entry structure used upon accounting validation of the invoice. |
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If the number is left blank, it will be automatically assigned upon validation. |
Block number 2
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This date determines the accounting date of the generated journal. |
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In this field, enter or select the supplier for the invoice using the Lookup tool. To search using the auto select option, enter several characters of the supplier name or code and press the Tab or Enter key. The selection window opens with a list of suppliers based on those characters. The results include active and inactive records. Auto selection is available if the AUTOSEL – Auto selection parameter (SUP chapter, INT group) is set to Yes. |
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Field used to indicate an invoicing address code for the invoicing supplier. |
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Business Partner trade name. This field is modifiable. |
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Enter the code for the BP (customer or supplier) control account initialized by default with the accounting code for the BP invoice. The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR). No BP/Company tab on the BP record.When the customer or supplier code is specified, the Control account defined on the Financial tab on the first line of the accounting code is used. P BP/Company tab present on the BP record.For a document, the site and the customer or supplier code are the first information entered. The BP record is searched on the BP/Company tab to see if an exception line has been created for the entry site company and, if required, finds the customer or supplier accounting code. The account of the first line of the accounting code is then used. When the exception line is absent for the entry site company, the Financial tab of the BP record is referenced to identify its code. |
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One company (source) pays health insurance for itself and another company (target). A portion of the invoice is an expense of the source company and a portion of that invoice is due to the source company from the target company. When the invoice is entered in the system, the invoice lines in source Company A is as follows:
Company | Site | Legal | Amount | Description |
B | B1 | INSURANCE | 300.00 | Using account in Company B |
A | A1 | INSURANCE | 700.00 | Using account in Company A |
The invoice is entered in the source. When the invoice is posted in Company A, the resulting journal entries are as follows:
Company A
Site | Legal | Debit | Credit | Description |
A1 | INSURANCE | 700.00 |
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A1 | DUE FROM COMPANY B | 300.00 |
| Debit source GL account |
A1 | ACCOUNTS PAYABLE |
| 1000.00 |
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Company B
Site | Legal | Debit | Credit | Description |
B1 | INSURANCE | 300.00 |
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B1 | DUE TO COMPANY A |
| 300.00 | Credit target GL account |
When the line associated with the intercompany transaction is taxable, the calculated tax should be based on the target company.
When the invoice is entered in the system, the invoice lines in source Company A is as follows:
Company | Site | Legal | Amount | Tax on line | Amount |
B | B1 | INSURANCE | 300.00 | 30.00 | 330.00 |
A | A1 | INSURANCE | 700.00 | 70.00 | 770.00 |
The invoice is entered in the source. When the invoice is posted in Company A, the resulting journal entries are as follows:
Company A
Site | Legal | Debit | Credit | Description |
A1 | INSURANCE | 700.00 |
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A1 | DUE FROM COMPANY B | 330.00 |
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A1 | Tax (line 2) | 70.00 |
| Source Company COA for Tax accounting code |
A1 | ACCOUNTS PAYABLE |
| 1,100.00 |
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Company B
Site | Legal | Debit | Credit | Description |
B1 | Tax (line 1) | 30.00 |
| Target Company COA for Tax accounting code |
B1 | INSURANCE | 300.00 |
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B1 | DUE TO COMPANY A |
| 330.00 |
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Presentation
Some fields in the header are used to complete the invoice:
The remaining fields are used to characterize the payment conditions for the invoice:
Once the invoice has been saved, you can click the Open items action to view the open items and the payment stage.
The Status field indicates the status of the invoice with respect to the accounting validation. The Pending status can be selected in order to disable the access to the Validation action and to the invoice selection in the global process.
The status must be set to Pending for the invoice to be posted manually or globally. This modification is carried out either manually, on a case-by-case basis, or in a more global manner via the appropriate processing.
See the documentation on Invoices on hold for further information.
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Fields
The following fields are present on this tab :
Detail
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This date is the source invoice's. |
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This field is used to record the number or the reference of the source invoice. |
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This field indicates the invoicing currency. All amounts are entered in this currency. |
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This amount is only a control amount that will be compared the line total during the recording. This amount is mandatory when the HEAAMTBPS – Supplier inv. header amt. ctrl parameter (TRS chapter, INV group) is set to Ex-tax and Tax -incl. amounts to be entered. |
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Tis invoice is the one to which the credit memo is allocated. |
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After invoice validation, the project reference the invoice is allocated to can no longer be modified. |
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Block number 2
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No help linked to this field. |
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Enter the VAT management type associated with the supplier invoice. This field is automatically entered if a tax rule is specified in the record of the supplier of the current invoice. This is used, among other things, to obtain a print conditioned by the type of legislation. |
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These two radio buttons, initialized from the BP, are used to define whether the amounts on the invoice lines are entered as tax excluding or including. Choosing Ex-tax or Tax-incl. is only possible upon invoice creation.
If the parameter DEPMGTMOD - Discount management mode (TC chapter, INV group) is set to Rebate on VAT, the amount type is Ex-tax by default, regardless of the value of parameter PURPRITYP - Amount type (TRS chapter, INV group). You cannot select Tax incl.. |
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Field subject to activity code: KPO - Portuguese localization |
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Field subject to activity code: KPO - Portuguese localization |
Open items
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Indicate whether the tax rule is subject to autoliquidation. |
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This field indicates if the entry generated by the invoice is to be taken into account in the declaration of fees or not. |
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No help linked to this field. |
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This field is used to pre-enter the field "payment approval" of the generated open items. |
Payment
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This date is the source invoice's. |
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This is the date from which the payment schedule is calculated. |
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This field indicates the payment conditions that will be applied in order to determine the invoice schedule. The latter can be manually modified later on. |
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Code used by default for the current BP to identify a series of early discount and late charge rates (up to 12) to be applied to a payment according to a number of days in advance or days late with respect to the open item date. |
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You can manually enter up to three comments. Note: You can add content from the first comment to the Comment field on the Lines tab by entering // in that field on the Lines tab. |
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The 1099 form type indicates that a supplier is reportable to the Internal Revenue Service for payments made. Valid values are None. Misc, Dividend or Interest. This value defaults from the supplier to the invoice, but can be changed. |
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Default box number with respect to which payments must be printed on the 1099 record. Box numbers vary according the 1099 record at use. This value defaults from the supplier to the invoice, but can be changed. Inactive 1099 boxes are not available for selection. |
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Invoice amount subject to a 1099 declaration. This amount is automatically calculated based on the sum of the invoice ex-tax amounts for the detail lines having the 1099 field set to Yes. |
Grid Analytical
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The dimensions entered here will be used as default values for invoice lines. |
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Presentation
The grid in the second tab is used to characterize each of the invoice lines from an accounting point of view:
If the account is subject to dimensional accounting, it is necessary to define its nature. At general accounts level, it is possible to define a nature linked automatically to an account. The nature field cannot then be modified. See the documentation on General accounts for further information.
On the other hand, if a nature screen has been defined, it is possible to choose a different analytical nature conforming to the screen.
If the accounting amount is not distributed over several analytical dimensions, the 'Allocation' field cannot be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension types.
Default dimensions can be defined at the level of the nature, but those defined by the default dimension processing have priority. See the documentation on the default dimensions.
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Fields
The following fields are present on this tab :
CAI assignment
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Grid Details
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The site of each line can be different from the header site. In this case, the generated journal will be balanced site by site using inter-site link accounts. Specificities linked to intercompany invoices (GESBICI and GESBISI functions protected by the activity code INTCO - Intercompany transactions):
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No help linked to this field. |
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The choice of accounting allocation is determined by:
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This field is used to specify if an invoice line is subject to discount.
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Enter in this field the ex-tax amount of the recorded operation. |
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The 1099 flag is used to indicate whether a line is submitted to a 1099 declaration. If the supplier must be subjected to a 1099 declaration, the default value of this line will then be positioned to Yes. If a line for this supplier is not subject to 1099, then this flag can be changed to No and the line will not be included in reportable 1099 amount. |
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When the account on the line is liable for tax, the tax field is accessible for entry. It is initialized with the tax code associated with the account or with the tax code associated with the rule. |
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Enter a tax amount if the standard calculation for the tax amount on the line does not apply. If the tax code changes, these amounts are reinitialized. |
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No help linked to this field. |
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Depending on the journal setup, a different accounting process can be performed based on the purchase type. |
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Deduction at source code. |
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You can manually enter a comment or add content from another field using the following characters:
For an invoice generated automatically after validating the sales of fixed assets, this field contains the reference of the sold fixed asset and cannot be modified. |
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This field is displayed only if the following conditions are met:
This field is initialized:
It can still be modified if it is set up to accept entries at entry transaction level and if the invoice is not validated. |
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Upon setting up an analytical nature (Common data/Accounting Tables/Analytical/Natures), whether there is work unit entry is defined, then a default value is attributed to it by specifying its default value (in reporting currency). |
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After invoice validation, the project reference the invoice line is allocated to can no longer be modified. |
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Defined here are the allocation methods for the line amount on the different dimensions of each dimension type. These methods are defined as follows:
Example: on a basis of 100, a coefficient of 10 will be read as 10 %. But, on a basis of 50, a coefficient of 10 will be equivalent to 20 %.
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The setup determines whether the analytical dimensions can be modified. These are initialized in compliance with the default dimension setup.
In creation mode, as in modification mode, if an order line has been entered and the project code is modified, analytical dimensions are not reset. |
Totals
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The discountable base is only displayed if the two following conditions are met:
The discountable basis depends on:
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Account
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Action icon
This button is used to access the account inquiry, and by default the account of the current line.
This button is used to associate statistical codes to each line of the invoice (and therefore the posting) to facilitate the gathering of statistics.
This button is used to stage the line amount (or the ex-tax amount) in analytical and general accounting according to a specific calendar. To be operational, this functionality must be activated (activity code KIT and the general setup ITAPRE) and the automatic journal KIK2 (Spreading of Supplier BP services) must exist.
This button is used to assign an account structure for the line. The account structure is used to pre-define the group of accounting and analytical postings of a journal, and to pre-load them directly on entry. See the documentation on Account structures for further information.
As for the amounts, from the assignment coefficients defined in the structure, they are automatically calculated from the tax-excl. amount of the invoice.
Click this action in order to open a window displaying the note(s) associated with this supplier.
This window may open automatically depending on the setup defined when creating the notes.
Notes are limited to a screen inquiry and cannot be printed.
For further information, see the documentation on Notes.
The Intercompany dimensions window will automatically appear if different dimensions are found between the source and target company, or by selecting Dimensions from the right-click menu on the line.
If the source and target companies use the same ledger and exactly the same dimension type and number, the Intercompany dimensions window is not used.
This window is used to enter the target company’s dimension type values when the dimension types are different between the source and target company.
Only the dimension types associated with the displayed/entered ledgers can be entered. If the ledger is not displayed, then the dimensions for the target company cannot be entered.
Up to 20 dimension types can be displayed in the Intercompany dimensions window.
An error will occur if dimensions are required for the analytical ledger and the source company does not include an analytical ledger, but the target company does.
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By default, the following reports are associated with this function :
SIMFACFOU : Simulation supplier invoices
FACTRSF : Supplier invoice list
This can be changed using a different setup.
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The following fields are included on the window opened through this button : Grid Open item edit
Block number 2
Close This button is used to display or modify the open items associated with the current supplier invoice. |
This button is used to:
Conditions for the automatic creation of an expenditureFor a supplier BP invoice line, an expenditure is created when the following conditions are met:
Feeding of the expenditure fields The LAYOUTFAS expenditure table is loaded from the following tables:
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This function is used to access the accounting journal generated further to the posting of the current supplier BP invoice.
If using the intercompany feature, all general ledger entries generated after posting the intercompany invoices are also displayed and the document can be viewed.
When a supplier invoice plans a staging of the service provisions (at line level, right-click on Service provision period entered), the analytical journals thus generated can be accessed in display [according to the automatic journal referenced in the GAUKIK2 - Supplier invoice parameter: services (TRS chapter, ACC group)].
Accounting cancellations for intercompany invoices are allowed only if the POSTINVSUP - Invoices account. deletion parameter is set to Yes for all companies (source and target).
When the cancellation is done, all of the journal entries linked to the canceled intercompany invoice must be deleted/suppressed.
This function is used to directly transform an invoice into a credit memo. The X3 software then requests the confirmation of the 'Creation of a credit memo invoice' and proposes:
Presentation
This function can only be accessed if the SPAVAT Spanish VAT parameter (LOC chapter, SPA group) is active.
Information can be modified regardless of the invoice status and even after validation of this invoice.
The entry of customs information is not mandatory.
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Fields
The following fields are present on this tab :
SCD reference
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This field is displayed only if the following conditions are met:
It makes it possible to enter the date on which the operation is carried out through customs.
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This field is displayed only if the following conditions are met:
It makes it possible to enter the name of the customs agency through whom the operation is carried out.
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This field is displayed only if the following conditions are met:
It makes it possible to enter the supplier of the original invoice received by customs.
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DER code
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Click this action to access the Journal traceability function and view or browse through the hierarchy of documents at the origin of, or coming from, the relevant document.
This function does not work for 'Supplier BP invoices': If you select this entry type and enter the entry number, you will view the information from this entry only, regardless of the direction of the search.
To access the generated entries, use the actions available in the Zoom menu.
In addition to the generic error messages, the following messages can appear during the entry :
The site selected for the invoice record is not defined as a financial site. Therefore it cannot receive accounting entries.
The posting date for the invoice is incorrect because it does not fall in an open period range for the company.
The invoice posting date is incorrect because it falls in a fiscal year that is not yet created or it does not correspond to an actual date. This same message also appears if the start/end dates for the duration of the service (see the Lines tab) are inconsistent.
The choice of the control account for the invoice posting is incorrect because it must be of Customer type rather than Supplier, Sales Rep, etc.
Similarly, at the invoice line level, the BP and the control account must be of a compatible type.
This is a simple warning message that the credit memo being entered has not been linked to an invoice. Indeed, it is not mandatory to link a credit memo to an invoice, no matching is generated upon credit memo validation.
The invoice identified as the source of the credit memo is invalid because the characteristics of these two elements must be identical as far as the currency is concerned.
The credit memo cannot be linked to an invoice where the bill-to customer is different.
The credit note cannot be linked to an invoice whose control account is different.
The site to which the credit memo posting invoice is attached does not correspond to the site of the credit memo.
The choice of the credit memo posting invoice is not correct as long as the invoice is not validated in accounting.
The analysis having been defined as mandatory for dimension type X and since the account structure called and executed does not contain any analysis for this dimension type, the invoice lines are pre-loaded without the analysis even though they should contain it.
The site linked to the account is not compatible with the invoice posting site.
The account selected for the invoice line posting must not be defined as Exceptional. It can be Revenue, Expenses, BP, etc.
As soon as the invoice line relates to a BP, it is necessary to define the auxiliary BP and the associated control account.
The account/nature/distribution key/dimension validity dates are incompatible with the invoice posting date.
In the Tax 1 and Tax 2 fields in the VAT entry screen for the line, only the Additional or Special type tax codes can be used.
Conversely, in the VAT field of this entry screen, as well as in the VAT field of the invoice line, the only VAT codes that are authorized are those of the VAT type.
The site linked to the nature is not compatible with the invoice posting site.
The site linked to the analytical distribution is not compatible with the invoice posting site.
The analytical distribution (amount) that has been entered cannot be validated because the total of the distributed amounts does not correspond to the invoice line amount.
The choice of analytical allocation key is incorrect because one of the dimensions contained in it is linked to a site different to the invoice's.
The analytical dimension used is not accepted because the combination of this dimension with the analytical nature of the line has been defined as prohibited.
The analytical dimension entered is not compatible with the other dimension entered. The combination of these two dimensions has been defined as prohibited.
The posting on dimension type X having been defined as mandatory, the field must be entered.
Some of the fields must be entered for the invoice posting to be carried out: the site, the customer code, the invoicing currency, the pay-by BP.
This non blocking warning message simply warns the user that the Tax inch. amount entered in the invoice header is less than ex-tax amount. Both amounts can be modified as long as the journal is not performed.
This warning message is displayed upon validation when the following conditions are met:
- the Fixed assets module is managed.
- an account is tracked and the other is not.
When you select Yes, the expense is not created but no error is generated. When 'no' is chosen the validation stops and an error occurs.
This message is displayed when the legislation of the entry type linked to the invoice type does not match the invoice legislation.
This message is displayed when the following conditions are met: the KAU - Australia activity code is enabled, the AUSABNWRN - Warn supplier without ABN parameter (LOC chapter, AUS group) is set to Yes and the selected supplier is not linked to an ABN code (this code is entered on the Supplier record in the SIRET code field).