Invoices - Implementation
Prerequisites
Activity codes
The following activity codes (sorted by type) may have an impact on the way the function operates :
Dependent activity codes
These codes are never entered in folder management, because their value is calculated :
DKS (Electronic signature), KAG (Argentinean localization), RE1 (Sales rep 1), RE2 (Sales rep 2), SI1 (Product statistical group 1), SI2 (Product statistical group 2), SI3 (Product statistical group 3), SI4 (Product statistical group 4), SI5 (Product statistical group 5), SLO (Management by sub-lots), SP1 (Sales charge / discount 1), SP2 (Sales charge / discount 2), SP3 (Sales charge / discount 3), SP4 (Sales charge / discount 4), SP5 (Sales charge / discount 5), SP6 (Sales charge / discount 6), SP7 (Sales charge / discount 7), SP8 (Sales charge / discount 8), SP9 (Sales charge / discount 9), VATTN (VAT declaration no.).
Functional
CTSW :
Control system
DEB :
EU exchange declaration
ECC :
Product version management
EDIX3 :
Paperless document exchange
ELINV :
Electronic invoice
EMP :
Location management
FCT :
Factoring management
LOT :
Lot management
LTA :
Local taxing
PAL :
Stock identifiers
PJM :
Project management
SDD :
SDD management
SEPP :
Credit card integration
SER :
Serial number management
SMI :
Integrale migration
SVC :
Cost and revenue accruals
WRH :
Warehouse management
Sizing
ANA :
No. of analytical dimensions
BOD :
Number of BOM components
REP :
Sales reps
SFI :
Max. no. entered inv. elts
SFIV :
Max. no. valued inv. elts
SFL :
No. invoice elts distributed
SIH :
Number of sales invoice lines
SPR :
Maximum sales charges/discount
STC :
Sales statistical groups
STI :
Product statistical groups
SVA :
Max no. taxes by document
Localization
KBE :
Belgian localization
KPO :
Portuguese Localization
KSP :
Spanish localization
KSW :
Swiss localization
KUK :
Localization united kingdom
KUS :
Localization USA
General parameters
The following general parameters may change the way the function is working :
Accounting
ACESIMTRC (defined at level User) : Simulated entry generation
LETAUTCNO (defined at level Company) : Auto match inv ->credit note
Common Data
CTLOPPCOD (defined at level Folder) : Project code control
CTLPERINV (defined at level Company) : Invoice date control Period
DENINVSDD (defined at level Company) : SDD payment type
DEPMGTMOD (defined at level Company) : Discount management mode
EXDSALINV (defined at level Legislation) : Exceptions in sales invoice
FRADGI (defined at level Company) : French fiscal regulation
INVCAN (defined at level Legislation) : Cancellation invoice
NOTATI (defined at level Site) : Price / Amount +tax / -tax
OSTCTL (defined at level Company) : Cus. author. credit ctrl level
OSTDRAFT (defined at level Company) : Customer credit notes P/R amt.
PJTSNGDOC (defined at level Company) : Single-project document
SALDSPVOU (defined at level Company) : Volume unit to affect
SALDSPWEU (defined at level Company) : Weight units to affect
SDDMGT (defined at level Company) : SDD management
SDDPRN (defined at level Company) : Printing SDD information
SIVNULL (defined at level Site) : Lines set to zero prohibited
SIVSUP (defined at level Site) : Delete invoices
VATRND (defined at level Company) : Sales tax rounding
VENENDDAT (defined at level User) : Sales end date
VENSTRDAT (defined at level User) : Sales start date
Acc Payable/Acc Receivable
DENINVPAY (defined at level Company) : Check payment type
Sales
APPSOH (defined at level Company) : Order signature management
CRENOTTHR (defined at level Company) : Control threshold
CTLCRENOT (defined at level User) : Credit memo invoice control
CTLTAX (defined at level Company) : Tax code control
DACMANSAL (defined at level Site) : Default price reason - manual
FOCPRI (defined at level Site) : Free product valuation
GAUKIK3 (defined at level Company) : Customer service spreading
GRPNBRFOC (defined at level Site) : Grouped prices : free
GRPPRI (defined at level Site) : Group price management
LINREP (defined at level Site) : Sales rep on detail
OSTLND (defined at level Company) : Loan in order total
OSTORD (defined at level Company) : On order in order total
SALREN (defined at level Site) : Require price reasons
SALRND (defined at level Site) : Round unit price
SALTEXINV (defined at level Site) : Invoice text position
SALTEXLIN (defined at level Site) : Product text tracking
SCDTUNL (defined at level User) : Authorization to unlock order
SDACLOK (defined at level User) : Non block ctrl price,profit,qt
SIHVALLIG (defined at level Company) : Line invoice valuation
SPRIMOD (defined at level User) : Modify prices/discounts
UPDCUR (defined at level Site) : Modify currency
UPDPRISAL (defined at level Site) : Default price reason - base
WRNEXETAX (defined at level Company) : EXETAX use warning
The purchase user parameters VENSTRDAT - Sales start date (chapter TC, group CLO) and VENENDDAT - Sales end date (chapter TC, group CLO) make it possible to define, by user, the date ranges for entering invoices, credit memos and complementary invoices.
Sequence numbers
No sequence number is used by this function.
The counters of invoices, credit memos and additional invoices must be selected as Chronological control since counters managed on a chronological basis can be used for these types of documents. These sequence numbers guarantee that a document which has been entered cannot have a date prior to that of the previous document. The counter number of the previous document has to be strictly less than the counter number of the new document.
For a company to use electronic signature, the SAFT sequence number must be specified as a sequence number subjected to electronic signature.
To assign the VCS sequence number to the sales invoices, it is necessary to add the VCS number to the sequence number assignments (Common data module) and to set field Manual to NO. The VCS number is never entered but automatically validated upon creation of the sales invoice.
Accounting interface
Default dimensions
The default dimensions sections assignment is performed through the following codes :
(defined at level Company)
SIH (All companies ) : Sales Invoice Header
SID (All companies ) : Sales Invoice line
Authorizations
This function is object managed. The creation, modification, and deletion operations can be activated or deactivated for a given user. Filters by roles can also be associated with this function.
As data is linked to a site, a filter per site can be activated.
The following options can be activated or deactivated for each user :
Post
Open items
Payment
Stock txn modification
Issuing
Entry Transactions
This function is managed with entry transactions which can be set up :
GESSLI : Invoice transaction
GESSLA : Credit memo transaction
A standard transaction is suggested when installing the software. A setup function is used to modify this standard transaction or create new personalized transactions. This setup essentially exists to specify some functional characteristics of the transaction and display as well as the default loading for certain fields.
Miscellaneous prerequisites
Miscellaneous tables
The following miscellaneous tables are used by the function. They must be populated if necessary :
Miscellaneous table number 8 : Credit memo reasons
Miscellaneous table number 9 : Stock movement groups
Tables to be completed
The following tables are used by the function. Their content must be updated if necessary :
| Table |
Table description |
|---|---|
|
TABSIVTYP [TSV] |
|
|
GTYPACCENT [GTE] |
|
|
PRICSTRUCT [PRS] |
|
|
SFOOTINV [SFI] |
|
|
TABVAC [TVC] |
|
|
TABVAT [TVT] |
|
|
TABPAYTERM [TPT] |
|
|
TABDEPAGIO [TDA] |
|
|
TABCUR [TCU] |
Invoice type
The definition of the invoice type (see the Invoice type documentation) is used to specify if the document has the invoice, credit memo or proforma type.
It is at this level that the automatic journal (used to generate an accounting entry during posting - see the Automatic journal documentation) is specified. It is possible to have an automatic journal for each document type. The SIHI automatic journal delivered as standard is used to automatically make the difference between the different document types. At this stage, a journal type and a specific accounting journal code can also be specified.
Sequence number assignment
- A specific sequence number for the automatic numbering of the created entries (see Sequence number definition) can be defined at the level of the Document types. If no sequence number is specified at the level of the journal type, it is the sequence number specified at the level of the sequence number assignment option used (see the Sequence number assignment).
- If the document type is not specified in the invoice type, the sequence number used is the one indicated at the level of the document type defined in the automatic journal used.
- If the document type is not specified for the invoice type and the document type of the automatic journal does not have a sequence number defined, the program uses the sequence number defined in the sequence number assignment table.
Structure code
This code is used to determine the sales conditions managed at the level of each line of the order, of the invoice... in the form of the different Discounts and Charges fields. This structure code is unique and does not depend on the customer. A default structure code is supplied during the installation and it is possible to create the structure code adapted to the local requirements. (see the Price list structure documentation).
Fiscal year and Period
The invoice date is controlled with respect to the periods and fiscal years tables: the fiscal year and the period must be open.
TPT activity code
This activity code concerns the payment of the VAT. It is used to set up the payment condition in order to decide on which open items the VAT is paid.
Compliance with the French fiscal rules
If the user wants to be conform to DGI, the CTLPERINV - Control period invoice date parameter must have the value 'Yes’.
In this case, the creation of the invoice is prohibited if there is at least one document (invoice, credit memo, debit or credit note of one of the modules Purchaseand A/P - A/R accounting) which date is strictly greater than the end date of the period on which the current document is entered.
Electronic signature
An invoice can be validated only if the previous invoices have been signed.
Tables used
The following tables are implemented by the function :
| Table |
Table description |
|---|---|
|
BPARTNER [BPR] |
|
|
BPCUSTMVT [MVC] |
Customer transactions |
|
BPCUSTOMER [BPC] |
|
|
BPDLVCUST [BPD] |
|
|
CONTSERV [CON] |
|
|
CPTANALIN [CAL] |
Analytical accounting lines |
|
FACILITY [FCY] |
|
|
GACCCODE [CAC] |
|
|
GACCOUNT [GAC] |
|
|
GTYPACCENT [GTE] |
|
|
HDKTASKINV [HDI] |
Consumptions to be invoiced |
|
ITMBPC [ITU] |
|
|
ITMCATEG [ITG] |
|
|
ITMFACILIT [ITF] |
|
|
ITMMASTER [ITM] |
|
|
ITMMVT [ITV] |
Product-site totals |
|
ITMSALES [ITS] |
|
|
ITMWRH [ITW] |
|
|
ORDERS [ORD] |
WIP |
|
PRICSTRUCT [PRS] |
|
|
SALESREP [REP] |
|
|
SCHGD [SGD] |
Stock change line |
|
SCHGH [SGH] |
Stock change header |
|
SDELIVERY [SDH] |
|
|
SDELIVERYD [SDD] |
Delivery detail |
|
SERREQUEST [SRE] |
|
|
SFOOTINV [SFI] |
|
|
SINVOICE [SIH] |
Sales invoices |
|
SINVOICED [SID] |
Sales invoice detail |
|
SINVOICEV [SIV] |
Costing sales invoice |
|
SORDER [SOH] |
|
|
SORDERP [SOP] |
Sales orders - price |
|
SORDERQ [SOQ] |
Sales orders - quantities |
|
SPRICLINK [SPK] |
Sales price list search |
|
SPRICLIST [SPL] |
Customer price lists |
|
SRETURND [SRD] |
Sales return detail |
|
STOALL [STA] |
Allocations |
|
STOCK [STO] |
Stock |
|
STOJOU [STJ] |
Stock journal |
|
STOLOT [STL] |
Lot numbers |
|
STOSER [STS] |
Serial numbers |
|
SVCRFOOT [SVF] |
Sales document - footer el. |
|
SVCRVAT [SVV] |
Sales document - tax |
|
TABCUR [TCU] |
|
|
TABPRTMOD [TPM] |
|
|
TABSIVTYP [TSV] |
|
|
TABUNIT [TUN] |
|
|
WAREHOUSE [WRH] |