Supplier e-invoice generation

You can generate e-invoices after you map inbound invoices. Only mapped records that match your filters are processed. You can also use this screen to view or update records that are partially mapped or have an error.

Generate invoices

  1. Select a combination of filters to define the records you want to generate or view.
  2. Only the legislation and the invoice date range are required.
To easily reuse the same combination of checkboxes, select Memo before generating invoices. This action saves your settings. To reuse these settings, select Recall and enter the unique name for your memo. You can still customize your selection when recalling a memo code.
  1. After selecting filters, you need to enter the accounting date that is applied to generated invoices. The current date is entered by default.

  2. Select Invoice generation and OK to generate invoices based on your selection criteria.

    Or, if you just want to review invoices that were mapped and their statuses, you can leave the Invoice generation checkbox clear and select OK.

Working with results

When the process is finished, a new screen opens that displays the list of invoices that were processed at least once by the mapping process.

The Details grid on this page displays the list of invoices that were processed at least once through mapping. If you did not select the All mapping statuses checkbox, the list only displays the status you selected.

In the grid, invoices are organized by company, site, and then by supplier. In the first column, you can expand or collapse these categories as needed.

You can only select an invoice to create if all required values are present. If not, you need to fix the missing values. Values can be entered manually and change the mapping status to Mapped.

You can work line by line using the actions described below. After addressing any errors or inconsistencies, you can select specific lines or select Include all to either Create e-invoices or to Map all.

Line actions

If there was a mapping error, the source document number is orange and the option to access the e-invoice number is not available.

Popup view: This screen displays all line details and includes some columns not displayed in the grid such as messages and related comments.

Attachment: You view and upload attachments such as documents or images and add comments. This information only displays on this screen.

Messages: This screen displays messages, such as errors or warnings, as a result of the mapping and/or e-invoice generation. You can enter comments for mapping or generation messages. This information does not display in the grid. See more about errors and messages.

Detail view: This screen groups fields by category, such as company data, supplier data, and so on. It details the XML data received and the mapped Sage X3 values shown in green. The grid does not include all these fields.

Extraction: Select this action to view the original document on the line.

Errors and messages

 

Duplicates

It is possible to receive an inbound invoice with the same supplier document number as an invoice that already exists in Sage X3. In that case, you cannot generate the e-invoice for this record and an error message displays on the Messages screen.

Period closing warnings

An invoice that is pending can have a different status after mapping and the generation process. When you try to close the period or periods in the main general ledger that contains this invoice, you get a warning message in the closing log file.

Delete an invoice

If the PIVSUP - Delete invoices parameter (TC chapter, INV group) is Yes, deleting an invoice generates a warning that it was generated in this function.

Company not mapped

If you could not map a company, the record displays in the Details grid but the company and site lines are empty in the first column.

Screen management

Entry screen

In this block, use these filters to select documents to update and/or to generate e-invoices.

All companies (field ALLCPY)
Select this checkbox to filter for all companies.
Company (field CPY)
Enter or select a company code to filter for records for that company only.
Legislation (field LEG)
If you selected All companies, the legislation is required; you can only generate invoices for one legislation at a time.
All sites (field ALLFCY)
Select this checkbox to filter for all sites for the company or companies.
Site (field FCY)
Enter or select a site if the All sites checkbox is not selected.
All suppliers (field ALLBPR)
Select this checkbox to filter for all suppliers.
Supplier (field BPR)
Enter or select a supplier if the All suppliers checkbox is not selected.
From invoice date / To Invoice date
Enter a date range to limit invoices to within these dates.
All currencies (field ALLCUR)
Select this checkbox to include all currencies.

Currency (field CUR)

Enter or select a currency if the All currencies checkbox is not selected.
All mapping statuses (field ALLSTA)
Select this checkbox to include invoices that are mapped, partially mapped, generated, or have an error.
Mapping status (field STA)

Select a single status to limit invoices to that status:

  • Incomplete mapping

  • Mapped

  • Generated

  • Error

All modules (field ALLTYP)
Select this checkbox to include purchasing and BP supplier invoices and invoices created manually.
Module (field TYP)

Limit invoices to one module if the All modules checkbox is not selected.

  • Purchasing invoice

  • BP supplier invoice

  • Manual

Intercompany (field BETCPY)
Select this checkbox to include intercompany invoices.
All invoice types (field ALLPIVTYP)
Select this checkbox to include all supplier invoice types.
Invoice type (field PIVTYP)
Select a supplier invoice type if the All invoice types checkbox is not selected.
Refused invoices (field LCREFSTA)
Selecting this option clears the All internal statuses option.
All internal statuses (field ALLINSTA)
Selecting this option clears the Refused invoices option.
Internal status (field INVGEN)
If All internal statuses is not selected, you select a single status: Pending or Processed.

In this block, you generate the e-invoices.

Invoice generation (field INVGEN)
Select this checkbox to generate e-invoices for mapped invoices that match your filters.
Accounting date (field ACCDAT)
Enter the accounting date to be applied to all e-invoices for this generation.
Some fields only display when you select a line and select Popup view from the Actions icon.
Source document (field BPRVCR)
The original document number.
Company (field CPY)
Display only; cannot be modified.
Site (field FCY)
The site code for the transaction.
Supplier (field BPSNUM)
The supplier code.
Module (field INVORIMOD)
The origin module.
Purchase order (field CUSORDREF)
The purchase order number for the invoice on the line.
Invoice type (field PIVTYP)
The type of supplier invoice.
Mapping status (field STA)
The mapping status for the document. If incomplete or unsuccessful, you can manually enter values.
Source date (field BPRDAT)
Display only; cannot be modified.
Currency (field CUR)
Display only; cannot be modified.
Amount + tax (field AMTATI)
Display only; cannot be modified.
Amount - tax (field AMTNOT)
Display only; cannot be modified.
Tax amount (field TOTTAXAMT)
Display only; cannot be modified.
Generation date (field GENDAT)
This is the date you selected on the Entry screen. It cannot be modified.
Invoice number (field VCRNUM)
Display only; cannot be modified.
Invoice status (field VCRSTA)
The invoice status.
Intercompany (field BETCPY)
 
Import date (field IMPDAT)
Display only; cannot be modified.
Change date (field UPPDAT)
Display only; cannot be modified.
Generation error (field ERRMSG)
On the Messages screen, this field details the type of error.
Mapping warning (field MAPWRN)
On the Messages screen, this field details the type of warning.
Warning comment (field WRNCOM)
 
Mapping error (field MAPPERR)
On the Messages screen, this field details the type of error.

Specific buttons

Memo Select this action to save the current settings to reuse later using a unique memo code. The memo code is linked to your user profile, not to the function or the screen.
Recall Enter or select the unique memo code you created to apply the settings saved with that code.
Delete memo This action deletes a saved memo code and cannot be undone.