Invoice number definition

This function defines the Invoice number that is used along with the business partner (BP) number as the main criteria for matching imported bank statements to invoices.

Typically, these non-structured numbers are in the bank statement file as part of the reason for the payment. Therefore, for an efficient search during import and matching, you need to define the structure of these numbers so that the process can recognize parts of the payment reason as an invoice number.

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Prerequisites

Refer to the documentation on Implementation.

Actions

Select Create to define a new invoice number or click the Edit icon to modify an existing number.

Header

Company (field CPY)

Enter the company for this definition.

Site (field FCY)

Enter the site if this definition applies to a single site for this company.

File format (field FILFMT)

Enter or select an existing file format defined in the Bank import format.

Description (field DES)

Enter a description (optional).

Invoice no. always numeric (field INVALLNUM)

Select this checkbox if invoice numbers use numbers exclusively. In this case, the search ignores alphanumeric strings for invoice numbers found in the payment information field.

If you select this option, you do not need to enter a prefix.

Lines grid

Prefix invoice number (field PFXINV)

Enter the invoice prefix for this BP. You can create several lines for different prefixes if needed.

Examples:

If your invoices begin with a fixed “yearly prefix,” (i.e., 2016-01211, 2015-12299), create two lines with 2016- and 2015- as prefixes. In this example, you need to create an additional line with 2017- when you start invoicing for 2017.

Each time you assign a new prefix, you need to create a new line for that prefix.

If invoice numbers are purely sequential, (i.e., 1 … 99999), create 9 lines with the prefix 1, 2, 3, and so on, and a length range between 1 and 5 to recognize the invoice numbers. If you selected the Invoice no. always numeric checkbox, just enter one line with no prefix and a length range between 1 and 5.

Search criteria (field PFXTYP)

Make a selection to define where the invoice number is searched: document numbers or source document numbers.

From number length (field LENINVSTR)

Enter a range for the possible total length of the number including the Prefix.

Examples:

If invoice numbers resemble “2016-01211,” enter 10 for number length range.

If invoice numbers vary between 10000 and 999999, enter a number length range between 5 and 6.

A search key is created for each possible length and used during the searching and matching process. Assigning large number length ranges can increase the time required for the automatic matching process.

To number length (field LENINVENT)

Enter a range for the possible total length of the number including the prefix.

A search key is created for each possible length and used during the searching and matching process.

Error messages

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

The only error messages are the generic ones.

Tables used

The following tables are implemented by the function:

Table

Table description

BSIINVDIO [BSIIND]

Invoice number definition