Supplier e-invoice mapping

Use this function to map data from inbound supplier invoices to your current data. You can select e-invoices using several criteria and define which mapping rules apply. Invoices are collected from the Purchase and AP modules through the (Undefined variable: Sage_X3.Sage Network).

This process is not yet available, but you can simulate the process. Refer to the Introducing the e-invoicing framework how to guide for details on this and other important topics.

After running the process, a log file details the results such as success, errors, and warnings. You can run the process manually or set up a recurring task.

In the Supplier e-invoice generation function, you can view or update records that are partially mapped or have an error.

You need to map invoice data in the XML file to data in (Undefined variable: Sage_X3.SageX3) so that you can generate invoices and credit memos. This includes site, data, supplier, transaction type, currency, total amount, and origin (purchase or AP module). For example, mapping determines the BP code from the supplier name or tax ID in the XML file.

After incoming data is mapped, the purchasing or supplier invoice can be generated in (Undefined variable: Sage_X3.SageX3) using the Supplier e-invoicing generation function (EINVINBGEN). You can also address partially mapped files and errors in that function.

Mapping information

Rules

Mapping rules rely on the following information that is required to create the e-invoice.

See the Mapping rules field help for managing duplicates during the mapping process.

Property Determination

Company

(Undefined variable: Sage_X3.SageX3) code from the company name, the tax ID and the EU VAT no. in the XML file.
Settings are available to manage duplicates.

Site

(Undefined variable: Sage_X3.SageX3) code the site name, the tax ID, or the EU VAT no. in the XML file.
Settings are available to manage duplicates.

Supplier

From the supplier name, the tax ID, or the EU VAT no. in the XML file.
Settings are available to manage duplicates.

Module

From settings associated with the supplier.

Date

Date record was created in the temporary table.

Currency

Retrieved from the ISO code in the XML file.

Invoice type

From the supplier invoice type.

BP invoice date

Directly parsed from the XML file.

BP invoice no.

Directly parsed from the XML file.

Order no.

Directly parsed from the XML file header.

Tax excl. amount

Directly parsed from the XML file.

Tax amount

Directly parsed from the XML file.

Tax incl. amount

Directly parsed from the XML file.

Sequence

Data from the XML file is matched to fields in (Undefined variable: Sage_X3.SageX3) accordingly:

  1. Purchase order (CUSORDREF)

  2. Company (CPY)

  3. Site (FCY)

  4. Supplier code (BPSNUM) and Invoicing module (Purchase inv/ BP supplier inv/Manual) (INVORIMOD)

  5. Currency (CUR)

  6. Invoice type (PIVTYP) and Invoice category (INVTYP)

  7. Updating detail fields (EINVWKD table / Document line)

  8. Status: Mapped or Incomplete mapping (STA)

Screen management

Entry screen

Use these fields to determine which invoices to import from (Undefined variable: Sage_X3.Sage Network) and which mapping rules to apply.

In this block, you define which invoices to map.

Legislation (LEG)
Enter or select the legislation for mapping.
Import date from (IMPDATSTR)
Enter or select a start date to include data imported from (Undefined variable: Sage_X3.Sage Network) as of this date.
To (IMPDATEND)
Enter or select an end date to include data imported from (Undefined variable: Sage_X3.Sage Network) up to and including this date.
Invoice date from (BPRDATSTR)
Enter or select a start date to find invoices as of this date.
To (BPRDATEND)
Enter or select an end date to find invoices up to and including this date.
All statuses (ALLSTA)
Select this checkbox to include invoices that need to be mapped or with incomplete mapping.
Status (STA)

If the All statues checkbox is not selected, you can select one of the following:

  • To be mapped: Inbound documents never mapped
  • Incomplete mapping: Inbound documents processed at least once, but mapping could not be fully mapped

In this block, you define the mapping rules to apply to the invoices found based on your criteria.

Company duplicates (CPYDUPMRK)

If you select this checkbox, all records are processed, including duplicates. If more than one XML source file is available to map with a (Undefined variable: Sage_X3.SageX3) value, the company partial mapping is considered.

If not selected, records are processed until the first matching record is found. If more than one XML source file is available to map with a (Undefined variable: Sage_X3.SageX3) value, the company partial mapping is considered.
Company partial matching (CPYPARMTC)

This selection determines how duplicates are managed:

No: Partial mapping is not accepted. All source XML values must have an exact 1 to 1 match with values in (Undefined variable: Sage_X3.SageX3).

Yes: Partial mapping is accepted. Values in (Undefined variable: Sage_X3.SageX3) are automatically updated without warning.

Warning: Partial mapping is accepted. Values in (Undefined variable: Sage_X3.SageX3) are updated and include a warning.
Site duplicates (FCYDUPMRK)

If you select this checkbox, all records are processed, including duplicates.

If not selected, records are processed until the first matching record is found.
Supplier duplicates (BPSDUPMRK)

If you select this checkbox, all records are processed, including duplicates. If more than one XML source file is available to map with a (Undefined variable: Sage_X3.SageX3) value, then supplier partial mapping is considered.

If not selected, records are processed until the first matching record is found. If more than one XML source file is available to map with a (Undefined variable: Sage_X3.SageX3) value, then supplier partial mapping is considered.
Supplier partial matching (BPSPARMTC)

This selection determines how duplicates are managed:

No: Partial mapping is not accepted. All source XML values must have an exact 1 to 1 match with values in (Undefined variable: Sage_X3.SageX3).

Yes: Partial mapping is accepted. Values in (Undefined variable: Sage_X3.SageX3) are automatically updated without warning.

Warning: Partial mapping is accepted. Values in (Undefined variable: Sage_X3.SageX3) are updated and include a warning.

Log file

The file displays when current process completes. For each record processed, the file indicates:

  • Values not found, such as no company or no supplier found
  • Status, such as mapped, incomplete mapping, or mapping error followed by a reason
  • Duplicate values including details such as BP duplicates followed by the BP codes
  • Inconsistent values

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.