Customer e-invoice generation

Use this function to generate e-invoices. You can use filters to select records saved to the EINVOUT - Customer electronic invoices table.

You can also use this function to:

• Take a data snapshot of invoice data in ESINV* tables.

• Remove pending invoices from the e-invoicing process.

• Generate the XML/UBL file from the ESINV* tables based on mapping rules.

Generate invoices

When you generate invoices, you can create a data snapshot of those invoices and generate the UBL file that is sent to Sage Network.

1. Select a generation mode.
   1. When you select Manual, you can select different actions to determine which invoices display on the results screen.
   2. When you select Automatic, the results screen does not display. Pending invoices are added to the data snapshot, the UBL file is generated from the data snapshot, and sent to Sage Network.
2. Next, select the type or types of actions to perform when generating e-invoices. The options available depend on the generation mode.
   1. Manual: You have multiple options. If you select Out of scope and leave all other checkboxes clear, you can review a list of invoices that are excluded from the e-invoicing process. This gives you the option to take the invoices back in scope. You can select UBL only to generate e-invoices that were previously added to the data snapshot. Or, select Data snapshot only to add e-invoices to the data snap without generating the UBL file.
   2. Automatic: You have fewer options. Notably, you do not see the results screen, only a log file if you keep the option selected. Also, you need to select Data snaphot and/or UBL. Both cannot be cleared.
   After you add an invoice to the data snapshot, it cannot be removed.
3. Select a combination of filters to define the records you want to generate or view.
4. Only the legislation and the invoice date range are required.

5. After selecting filters, select OK.

Working with results

If you selected Manual, a new screen opens. If you selected Automatic, you only see the log file if that option was selected.

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

The invoice status determines which actions you can take.

Pending: These invoices are posted, but are not yet part of the e-invoicing process. You can change the status to Out of scope so that these invoices are not included in the e-invoicing workflow. You can add to the data snapshot and then add to the UBL file and send.

Data snapshot: The data for this invoice is saved to an ESINV* table and cannot be modified. You can be back to the main screen and generate the UBL file and send to Sage Network.

Out of scope: These invoices are excluded from the e-invoicing workflow. You can Deactivate Out of scope to change the status back to Pending.

Sent: These invoices were successfully sent via the UBL file to Sage Network.

Failed: These invoices were not sent to Sage Network.

Line actions

For each line, you access a variety of information specific to that invoice.

Sales invoice: Access the sales invoice. If the status is Data snapshot, you cannot modify the invoice.

Accounting document: Access the journal entry if the invoice was posted.

Customer: Access the customer record for the customer on this invoice.

Business partner: Access the business partner record for the customer on this invoice.

Screen management

Mode block

Manual (field MANMODGEN)

Select this checkbox for the most options when working with invoices. For example, you use this option to see invoices with a specific status such as out of scope or data snapshot.

Automatic (field AUTOMODGEN)

Select this checkbox to automatically add all invoices within your criteria to the data snapshot and/or UBL file. The results screen does not display, but you can see the log file if that option is selected.

Action type block

Data snapshot (field DATSNP)

Select this option to freeze invoice data in the EISINV* table. Invoices added to the data snapshot cannot be modified.

UBL (field UBL)

Select this option to generate the UBL file from the ESINV* table based on the mapping setup.

Out of scope (field OUTSCP)

Select to exclude invoices that are pending from the e-invoicing workflow. You can revert this action.

All statuses (field ALLSTA)

In Manual mode, you can view invoices in all statuses.

Status (field STA)

In Manual mode and with all other checkboxes cleared, you can select a single status: Pending Data snapshot Out of scope Sent

Log file (field LOGFILE)

Select this checkbox to view a log file that details results.

Filters block

All companies (field ALLCPY)

Select this checkbox to include all companies.

Company (field CPY)

If the All companies checkbox is clear, you can enter a single company.

Legislation (field LEG)

The legislation needs to be FRA at this time.

All sites (field ALLFCY)

Select this checkbox to include all sites.

Site (field FCY)

If the All sites checkbox is clear, you can enter a single site.

Invoice date from/Invoice date to (fields DATSTR/DATEND)

Enter a date range to filter for invoices within that range.

From invoice/To invoice (fields INSVTR/INVEND)

Enter a range of invoices to filter for invoices within that range.

All customers (field ALLBPC)

Select this checkbox to include all customers.

From customer/To customer (fields BPCSTR/BPCEND)

If the All customers checkbox is clear, you can enter a range of customers.

Public sector (field BPPFLG)

Select this checkbox to include this type of company. You need to select at least 1 of the public sector related checkboxes.

Not public sector (field BPCFLG)

Select this checkbox to include this type of company.

All invoice types (field ALLSIVTYP)

Select this checkbox to include all invoice types.

Invoice type (field SIVTYP)

If the All invoice types checkbox is clear, you can select an invoice type.

All control accounts (field ALLCTRGRP)

Select this checkbox to include all control accounts. It is selected by default if the All companies checkbox is selected. When selected, the Control group and Control fields are not available.

Control group (field GROUPE)

If you are filtering for a single company or if the All control accounts field is clear, you can enter or select a control group. If you enter a group, you cannot enter a control account in the next field.

Control (field COLLEC)

If you are filtering for a single company or if the All control accounts field is clear, you can enter or select a control account.

All currencies (field ALLCUR)

Select this checkbox to include all currencies. If you select all, you cannot enter a currency group.

Currency group (field GRPCUR)

Enter or select a currency group.

Currency (field CUR)

Enter a currency.

All BP tax rules (field ALLVACBPR)

Select this checkbox to include all BP tax rules.

Tax rule (field VACBPR)

Enter or select a BP tax rule

All delivery countries (field ALLDLVCRY)

Select this checkbox to include all countries you deliver to.

Delivery country (field DLVCRY)

Select this checkbox to include a single destination country.

A/P-A/R module (field FINMOD)

Select this checkbox to include invoices from A/P-A/R module. If not, then you need to select Sales module.

Sales module (field SALMOD)

Select this checkbox to include sales invoices. In not, then you need to select A/P-A/R module.

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.