Invoicing elements

• Invoicing element (field SFINUM)

Use this field to enter the number that identifies the invoicing element. This number ranges from 1 to 999
and corresponds to headings calculated in the valuation phase of documents (orders, invoices, etc.).
These headings can include:

• Aggregations of other headings
• Values from the document (ex-tax bases, aggregations of columns)
• Tables linked to the document (BP, carrier price list)

Invoicing elements designated as the SST document discount for a company, edits are prohibited to the following fields:

• Tax rule=fixed rate
• Tax level selection=blank
• Calculation base=Before tax calculation
• SST tax code=not blank

• Description (field DESAXX)

This long description is used as a title in screens and reports.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

• Click Translation from the Actions icon in the corresponding field.
• In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

The connection language must be defined as a default language for the folder.

• Short description (field SHOAXX)

This short title is used as a title in the screens and reports.
It can be translated and it is recorded in the user's connection language.
If this title needs to be transleted in an other language, the On line translation function can be accessed from this fields by right click.
By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user. It can be translated into an other language using the On line translation function (by right click).
In the on line translation window of the active field you can add a language code and the translation in the corresponding language.

• Product reference (field ITMREF)

This field indicates the product reference identifying a sales or purchase invocing element in the datawarehouse and used by the Business Intelligence functions.
This fields is only used in a context of Business Intelligence. It is liable to the ABI activity code and is used to process the invoicing elements as product lines.

• Processing mode (field PROCOD)

This field is used to specify whether the invoicing element is active or not.
The activity of the element is represented by two values: Modifiable or Non-modifiable.

• Inactive: indicates that the element is not in use.
  The fields associated to the position of the element cannot be accessed in the function used to position the elements. If an element already created is made inactive only the fields with a null position will not be accessible in the table used to organize the invoicing elements among them.
  The other values remain accessible, this means that they can be modified and thus free the position by giving them a null value,
   For an element to become inactive, it is imperative that all associated positions are null, if not, the element will not be deactivated for the positions assigned to the respective documents (it could even be calculated on the invoice if it remains accessible in the Discounts and charges grid of the invoice).
• Modifiable: indicates that the element set up can be modified at all invoicing levels for which it has been set up (from the customer record to the invoice).
• Non-modifiable: indicates that the element will be used at the invoice footer without any possibility to modify the value that it represent.
  This element does not appear in the 'Discount and charges' table, but it will be calculated in the Invoice valuation tab.
  It is possible, for example, to use this option for aggregate footers (summary of several footers) that do not have the option to have a value entered.
  If an element already created is made non-modifiable only the fields with a null position will not be accessible in the table used to position the invoicing elements among them. The other values remain accessible, this means that they can be modified and thus freeing the position by giving them a null value.
   For an element to become non-modifiable, it is imperative that all associated positions are null. If not, the element will remain accessible for the positions allocated in the respective documents.

 The invoicing elements that are used at the document line level (at the time of the structure code parameterization) must have the value Modifiable.

• Rebate on VAT (field MISRULSTD)

Help common to purchase and sales invoicing elements.

This information is used at invoice level, only when the DEPMGTMOD - Early discounts management mode parameter is set to 'Tax discounts' or 'Discount on tax (exempt)/Global' (for this last value: update 8.0.0 and higher).

When this box is checked, the invoicing element can be associated to a discount code In this case, the discount is carried out on the VAT, without affecting the tax excluding amounts.

The discount on tax operates like an early discount.
On the sales invoice, this invoicing element neither appears in the invoicing element grid (invoicing tab), nor in the invoice valuation grid. Only the bases subject to the taxes of VAT type are decreased.

The discount calculation is carried out in the tax grid and in the invoicing element grid where it decreases the base subject to all the main taxes.

In the case of a document which is entered tax excluded, only the tax is impacted by this type of invoicing element. When the document is entered tax-included, the tax included amount is also impacted by the discount on tax.

No tax rule, accounting code or analytical dimension can affect this invoicing element because only the total invoice amount and the VAT accounts are impacted.

• Subject to discount (field DEPFLG)

This field makes it possible to specify whether the invoicing element is subject to an early discount and taken into account in the calculation of the discountable basis.

 Notes:

• An invoicing element of the type "Decrease" will always be subject to an early discount and taken into account in the calculation of the discountable basis: indeed, the basis must not become greater than the amount of the invoice.
• This setup is not applied when the company parameter DEPMGTMOD - Early discounts management mode (TC chapter, INV group) has the following values:
• Discount on tax
• Distribution by VAT (account level)
• Discount on tax (exempt)/Global (update 8.0.0 and higher)

In this case, all the invoicing elements are systematically considered as subject to an early discount.

• Value type (field AMTCOD)

This field is used to specify whether the invoicing element is expressed in percentage or in amount.
 When the 'Amount' radio button is checked, the Shown in field is activated: it is then possible to specify whether the invoicing element is entered ex-tax or tax-incl.

• Sign (field INCDCR)

The sense of this column (decrease or increase) is defined. An increase corresponds to a charge, a decrease corresponds to a discount.
The amounts or percentages will always be entered as positive numbers.

• Original customer (field BPCORI)

This field is used to specify the customer determining the value of the invoicing element (order customer or bill-to customer).

• Default value (field DEFVAL)

This is the default value, expressed in folder currency. This value, specified upon setup, corresponds to the default value initialized in the customer record, the order, the delivery and/or the invoice.

• Currency (field DEFVALCUR)

• Shown in (field VALTYP)

This drop-down list is used to specify whether this invoicing element is entered on each document as 'Ex-tax' or 'Tax-incl'.
 The 'Amount' box must checked in the Type of value zone to activate this list.

• Calculation basis (field CLCBAS)

Use this field to define whether this element must be applied to the excluding-tax or tax-including amount.
This information is particularly useful when the element is of the  Rate type. Indeed, this information indicates if taxes must be calculated before (ex-tax) or after (tax incl.) the application of the rate.
When the element is of the  Rate type, use the Action and Processing fields to define an application basis other than the excluding-tax or tax-including amount.  

• Action (field ACTCLCBAS)

Use this field when you need to use a calculation basis other than the excluding-tax or tax-including amount. One or several invoicing elements can be included in the calculation basis, when applying a discount to another invoicing element for example.
Enter here the code of the action used to calculate this new basis.
You must also:

• enter in the Processing field, the name of the processing that includes the action
• and define the calculation order for each invoicing element.
   This field can only be accessed for the entered invoicing elements.This field is not available for invoicing elements loaded based on a price list.

• Processing (field PRGCLCBAS)

Specify the name of the processing including the action used to calculate a new calculation basis.

 This field can only be accessed when the Action field is entered.This field only applies to the entered invoicing elements.This field is not available for invoicing elements loaded based on a price list.

• Calculation order (field CLCORD)

The indicated value specifies the element calculation order. It allows the use of an other element previously calculated.

The element calculation order will be as follows:

• calculation of the elements on an ex-tax basis sorted according to this order flag,
• calculation of the taxes,
• calculation of the elements on a tax incl. basis sorted according to this order flag,

There is no coherence control on the assigned order. An element calculated on a tax incl. basis with an order lower than an element calculated on an ex-tax basis will be calculated after the latter in the order of the tax-incl invoicing element.

• Tax level selection (field CLCVACITM)

Enter or select the tax level.

This tax level and the threshold information are used to determine the application conditions of an invoicing element.

• The tax level is used to identify the tax basis to be taken into account in the threshold calculation.
• The tax basis is a function of the tax code defined on the document.
• The tax code is assessed according to the tax rule of the document and tax level of the given element.

If the tax basis falls within the ranges of the threshold, the invoicing element will be applied to all invoice lines.

Particular case:
If the tax level is not specified but a threshold range is, the excluding tax amount of the document is taken as the tax basis.

• Minimum threshold (field TSDMIN)

In folder currency the minimum and maximum thresholds are used to specify the ranges below and/or above which the invoicing element will not be applied to the invoice footer.
The totals entered will be compared with the Ex-Tax total of the selected lines of the document.

• Currency (field TSDMINCUR)

• Maximum threshold (field TSDMAX)

In folder currency the minimum and maximum thresholds are used to specify the ranges below and/or above which the invoicing element will not be applied to the invoice footer.
The totals entered will be compared with the Ex-Tax total of the selected lines of the document.

• Accounting code (field ACCCOD)

The accounting code is a default value used in the setting up of accounting journals. It refers to a table in which a certain number of elements can be found (collectives, accounts or parts of accounts) that can be used to determine the accounting journals that will be posted.

• Distribution key (field DSP)

The allocation processing key entered in this field is used to load the associated dimension types. It is made up of one to ten alphanumerical characters.
The analytical distribution keysare used to automatically distribute the amount of a financials posting line on several analytical lines. This distribution is carried out according to weighting coefficients.

• Tax rule (field VATRUL)

This field is used to specify the tax calculation rule to apply to the invoicing element.
 The tax rate is generally determined by crossing the tax rule associated with a customer (which can be modified on document entry) and the tax level associated with a product (specified on the document line).
 See the documentation on the Tax rates for further information.

Five rules are available for calculation of taxes on invoicing elements:

• Product rate: this rule basically consists in applying to the invoice footer, the same tax level as that of the products defined on the document lines. The product tax level crossed with the tax rule defined for the customer gives the tax rate that will be applied to the footer element.
  When different tax levels exist in the document lines, the tax calculation is made in proportion to the totals of the different bases liable to tax. When it concerns an element in quantity whose calculation base is expressed tax excluded (for example a discount in quantity), the value is split in proportion to the subject bases for the lines. This is regardless of whether the invoicing element is expressed excluding or including tax, or whether the document it applies to includes ex-tax or including tax lines.
  Particular case:  when the calculation basis of an invoicing element includes tax, the tax calculation is not determined. The complete invoicing element (tax included) will be applied to the account associated with this invoicing element. In all cases, the tax code present on the accounting document line associated with the invoicing element account will be equal to the undetermined tax code contained in the CPT\EXETAX general parameter.

• Fixed rate: a single and only tax rate will be applied on the footer element. The tax level must then be specified. This level will be used to determine the rate to apply according to the rule specified on the invoice.
• Maximum rate: after aggregating the liable amounts of each main tax, the tax with the largest total will be applied to the element.
• Minimum rate: after aggregating the liable amounts of each main tax, the tax with the smallest total will be applied to the element.
• Distribution: the value of this invoicing element is split at the time of the calculation into as many elements as there are main taxes on the invoice revenues. The value of each receipt element is determined in proportion to the ex-tax amounts of the lines.
  In the valuation table, the amount liable to tax is not integrated with the amounts liable to product tax. It is therefore necessary to subject the receipt elements to the corresponding fixed rates.
  If, at the time of the distribution calculation, there is not collector element for a tax, the value not allocated is integrated into the amount liable to product tax.

It is also possible to specify whether an invoicing element must be integrated into the calculation basis of the additional or special taxes.

The CTLTAX - Control of tax codes parameter (VEN chapter, VAT group) allows you to check that the tax codes are correctly determined on the sales documents lines and invoicing elements.

Invoicing elements having a 'Product', 'Maximum rate' or 'Minimum rate' tax rule are subject to the various line taxes: if a tax code is inconsistent on document lines, it will be on invoicing elements.

• Element tax level (field VACITM)

When the tax calculation rule is a fixed rate, the tax level to be used for this invoicing element is specified in this field.
Each country being ruled by its own tax rates, the tax level alone does not enable the rate to be applied to be determined. The tax is generally determined by crossing the tax rule associated with a BP and the tax level associated with a product.
 The tax level only correponds to the list of the different rates applied within a same rule.

• SST tax code (field SSTCOD)

Indicate the default value of the tax code Sage Sales Tax (SST). This tax code is recognized by the Avalara system and is used to identify line types for fiscal purposes.
All document costs are sent to SST in the form of document lines. For instance transport costs, handling costs and on-line product costs. This field is only available when the LTA activity code is activated.

• Special levy basis (field EXCTAXRUL)

Field used to specify whether the element must be included in the calculation basis of the levy. The allocation of an invoicing element to the basis used for the levy calculation is only performed when the basic rule of the invoicing element is "Product price" or "Distribution".

 The invoicing elements generated from the discounts or charges of document lines (relative to the Price list structure setup) are not included in the calculation basis of the levy.

• Special tax basis (field SPETAXRUL)

This field is used to specify whether this element must be included or not in the calculation basis of the special tax. The allocation of an invoicing element in the basis used for the special tax calculation is performed only when the basis rule of the invoicing element is "Product price" or "Distribution".

The invoicing elements generated from discounts and charges taken from document lines (relative to the setup of the price list structure) are not included in the calculation basis of the special tax.

• Dimension type (field DIE)

This field is used to enter or select any dimension view set up in the database.

• Dimension (field CCE)

An analytical dimension is an element of the analytical chart of accounts on which accounting entries can be posted.
Each analytical dimension type represents a specific division of the company into a set of analytical payment attributes. An analytical dimension is thus an analytical payment attribute within a dimension type.
It is also necessary to define the analytical dimensions for a specific invoicing element. These analytical dimensions will be used as default analytical posting on the sales documents.

• Line distribution (field DSPLIN)

These parameters are used to specify whether the calculated amounts at the footer can be distributed on the different document lines in proportion to the amounts, quantities, weights or volumes.
The distributed elements do not impact the line net price for the document line. On the other hand, these distributed invoicing elements will impact the product statistics, the accounts, the analytical dimensions for the invoice lines (and thus the revenue) generated in accounting as a function of the automatic journal associated with the invoice type.
 For a single invoice, a maximum of nine invoicing elements distributed on the lines can be used.

• Intrastat taken into account (field CLCDEB)

this parameter is used to specify whether the invoicing element must be taken into account in the calculation of the value taken into account in the Customs document file.
When this element must be taken into account the user must specify whether it is taken into account in the calculation of the tax value (it will also appear in the statistical value) or it only impacts the statistical value.

• Grouping no. (field INVFOOGRU)

It is possible to group together several invoicing elements under a single header.
in this case, the footers of these elements will be used under the guise of the Tax collector footer. During the setup of the footers to group together, the footer number in which they will be valued must be specified. The tax rules are specified in the Tax collector footer.

• Split of (field INVFOOBRD)

It is possible to breakdown a footer into a sub-group of footers.
Different tax rates must be defined for each of the elements of the sub-goup. Upon setup of the sub-group elements, the footer number that they represent must be specified. The Tax rule of an invoicing element that is subject to being split must be Distribution.
Example
If a commercial discount must be distributed by principal tax, as many receipt elements as principal taxes must be created.

• Source (field ORIVCR)

This field specifies the source document of the invoicing element.
The associated grid is used to define the transfer and grouping rules of invoicing elements when:

• a document is split into multiple documents,
• multiple documents are grouped in another document.

Case of a return (source document) on a credit memo (target document):

Only returns linked to a delivery are concerned (direct returns are excluded since invoicing elements are not taken into account for direct returns). The system then takes into account the invoicing elements of the delivery or deliveries from which the return originated.

Case of a service contract (source document) on an invoice (target document):

When an invoice is created, from the Contract invoice generation function (FUNAUTINVC) or manually by picking service contracts open items, the system takes into account the invoicing elements of the source service contract.

Case of a standard order (source document) on an invoice (target document):

This rule only applies to products of the Service or Generic type having a Sold and not Deliverable flow.
This rule must be linked and identical to the rule applied to the flows moving from the standard order to the delivery.
 When the grouping rule is based on the pro rata of weights or volumes, this rule is not considered for this order-invoice flow (non-deliverable products excluded).

• Destination (field DESVCR)

This field specifies the destination document of the invoicing element.

• Split rule (field BRDRUL)

This rule is used to set up the transfer of invoicing elements from the source document to the target document, when the source document is partially selected on the target document.

First order, first delivery, first invoice, first credit memo

The invoicing element is completely transferred to the first target document.

Specificity linked to transfer rules : Normal order on delivery and Normal order on invoice.
These two rules are linked and identical. This specificity answers to the need to use a single rule when orders both apply to deliverable and non-deliverable service products: it will be possible to have deliveries and/or invoices directly linked to the order. In this case, the invoicing element will betransferred to the first created document: either the first delivery or the first invoice.

All orders, all deliveries, all invoices, all credit memos

The invoicing element is transferred to all the target documents.

Pro rata of quantities

A prorata is applied to the invoicing element, with respect to the quantity present on the target document.

Pro rata of amounts

A pro rata is applied to the invoicing element, with respect to the amount present on the target document. This choice is not available for invoicing elements in percentage.

Pro rata of weights

A pro rata is applied to the invoicing element, with respect to the theoretical weight of the products present on the target document.

Pro rata of volumes

A pro rata is applied to the invoicing element, with respect to the theoretical volume present on the target document.

Calculation formulas

In case of a prorata, calculation formulas vary depending on whether the invoicing element is expressed in amount or percentage.

For an element in amount, the formula is the following (example for the pro rata on weights):

Invoicing element amount = invoicing element amount of the source document * (weights transferred from source to new document / total weight of source document)

For an element in percentage, the formula is the following:

Percentage = invoicing element amount of the source document * (weights transfered from source to new document / total weight of source document) / ex-tax amount transfered from source to new document * 100

Specificities linked to open orders

In this context, invoicing elements are only taken into account upon delivery. The splitting rule applied is 'All documents' no matter the parameters of the invoicing element.

• Grouping (field GRUFLG)

This flag is used to specify if the source documents are grouped on the same target document, with respect to the the value of the invoicing element.

Yes

The documents are always grouped.

No if different

Two source documents having a different value on an invoicing element are not grouped.

 Only the value 'Yes' can be picked for invoicing elements in amounts.

If a return contains deliveries with a different rate for an invoicing element set up with the value 'No if different', then return lines cannot be grouped on a single credit memo.This only applies to invoicing elements expressed in percentage.

• Grouping rule (field GRURUL)

This rule is used to specify how the invoicing elements of the source document are grouped in the target document. The choices vary depending on whether the invoicing element is expressed in amount or percentage.

For an element expressed in amount

First quote, first delivery, first invoice, first order, first credit memo, first return, first service contract

Only the value of the first document is taken into account.

Quote amounts total, order amounts total, delivery amounts total, invoice amounts total, return amounts total, service contract amounts total

 The value of all the documents is totaled.

Minimum amount

Only the smallest amount is taken into account.

Maximum amount

Only the largest amount is taken into account.

For an element expressed in percentage

First quote, first delivery, first invoice, first order, first credit memo, first return, first service contract 

Only the value of the first document is taken into account.

Minimum percentage

Only the smallest percentage is taken into account.

Maximum percentage

Only the largest percentage is taken into account.

Average percentage

The percentage is recalculated by estimating the average in percentage of the retained invoicing elements. For partially selected documents, the split rule is applies to the percentage of the retained document before it can be taken into account.