Use this function to automatically mass generate invoices from the service requests created in the Service requests function.

To be available for invoicing, a service request must not be already invoiced. It must be closed and invoiceable (at least one consumption line for the service request must be invoiceable).
There is no grouping on the invoicing of service requests. An invoice always concerns only a single service request.

The generated invoices can be viewed using the Invoices function. You can then validate them one by one using this function or mass validate them from the Invoice validation function.

A service request can also be manually invoiced via the selection list presented in the invoice management.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

Use this screen to enter the information required for selecting the service requests to be invoiced.

Two general parameters influence the aggregation of the consumption lines to be invoiced:

INVSREMOD - Service request invoicing method is used to aggregate the consumption lines by product and by identical dimension type if this setup has the value With aggregation.

INVSREUOM - Service request invoicing unit is used to aggregate on a sales invoice the consumption lines after the conversion to the product sales unit if this setup has the value In sales unit. If this is not the case, the consumption lines will be invoiced by consumption unit.

Specific points concerning the grouping of service request consumption lines:

The consumption lines will not be grouped from the moment that a text exists on a consumption line. This text will in addition be picked up on the invoice line.

The consumption lines having different analytical dimensions will never be grouped together. The analytical dimensions will be picked up on the invoice line.

All the information used at the creation of an invoice (payment conditions, invoicing elements, price of the consumptions..) is inherited from the invoice information from the service request.

Entry screen

Enter the selection criteria required for automatically generating invoices.

You can then print the generated invoices.

1/ Select the Invoice check box.

2/ Enter:

    • The report used (by default, the report code linked to the object)
    • The potential print server
    • The printer that will process the task.

When closing this function, a log file is displayed that:

  • Summarizes all the operations carried out
  • Lists the invoice numbers created and the service requests involved in the creation of these invoices.

When the payment terms are SDD-type, the reference of the mandate is mandatory on the invoice. However, if no 'Validated' main Mandate has been identified for the [Company ; Pay-by BP] pair, no default mandate reference can be initialized on the invoice.
This is highlighted by a message in the log file. The invoice is still created but its validation is prohibited as long as the reference of the mandate has not been entered manually on the invoice.

Selection criteria

Company (field CPY)
Sales site (field SALFCY)

The automatic creation of invoices is made from a single sales site at a time.
You must specify the site chosen for the process.
By default, the sales site associated with your user profile is used.

Invoices until (field NEXSHIINV)

Enter a date to only select the contracts that meet the following criteria:

  • The contract is valid at this date (the contract end date must be prior or equal to this date)
  • The contract includes an open item to be invoiced
  • The date for sending the next invoice is also prior to this date.

By default, the date in this field is initialized to today’s date.
Invoice type (field SIVTYP)

This information is compulsory.

The invoice type suggested by default is linked to the SIVTYP - User invoice type parameter. You can modify it if necessary by choosing an invoice type from the list of invoice types that have been defined.
The customer invoice type:

  • is used for the Sales and BP Customer invoices;
  • identifies a category of invoice (invoice, credit memo etc.) along with a posting structure for the posting of the invoices;
  • is associated with a type of journal for which a counter (manual or automatic) is specified.
    SEEINFO Notes:
    • If no counter is specified in the journal type and no journal number is manually specified on invoice entry the program will attribute a journal number according to the counter set up in the Counter assignment table.
    • When no journal type is associated to the invoice type the journal type specified on the automatic journal is used (as well as the associated counter).

On invoice entry, only an invoice type with a legislation and company group consistent with those of the company linked to the sales site can be entered.
SEEREFERTTO For further information, click here.

Date of invoices

Reference date (field INVDATFLG)

Select the invoicing date used for each generated invoice:

  • Reference date.
    The invoicing date is the entered reference date. By default the reference date is initialized to the current date. It is available for modification. The entered date must fall into an open period (a control is carried out).
  • Closing date for the request.
    The invoicing date is equal to the closing date for the service request associated with each invoice.
field INVDATINV

Enter the date used on each created invoice.
This date is set to the current date and is submitted to an existence check in the period table and the fiscal year table. The fiscal year and the period must be open.

This date is also used to filter the selected invoicing open items.
Refer to the Scheduled invoices until field help for further details.

Start - end range

From bill-to customer (field BPCINVDEB)

Use these ranges to filter the selection on a single bill-to customer or on the bill-to customers whose reference is contained within these ranges.

To bill-to customer (field BPCINVFIN)
From request no. (field SRENUMDEB)

In these two fields, specify the start and end ranges for the service request numbers.
You use these ranges to filter on the service requests whose numbers are included within this particular range.
To request no. (field SRENUMFIN)

Printing

Invoice (field PRNFLG)

Select this check box to print the document (pick ticket, packing slip or invoice) after delivery or invoice creation.

In that case, you need to specify:

  • The document: it defaults to the report code linked to the object being used
  • The print server, if any
  • The printer, if any
Document (field PRNNAM)

Enter the standard document code to be printed.
Destination (field PRNDEN)

Enter the document or report destination.
The destination must exist in the Destinations table, which is where its characteristics are defined (issue type, printer, server etc.).
Server (field PRNSRV)

This field is used to define the print server.
This setup is sent at the print request from a Crystal Reports report.
Printer (field PRNIMP)

Default printer.

Batch task

This function can be run in batch mode. The standard task FUNAUTINVS is provided for that purpose.

Specific Buttons

Memo

Click this action to save the current settings to a Memo code to be reused later. The memo is linked to your user profile, not to the function or the screen.

The STD memo code is associated with the screen and is loaded immediately when you open the function.

For more information on the advanced use of the Memo action, refer to the documentation on the General ergonomics of SAFE X3 software.

Recall

Click this action to enter a Memo code to load the settings associated with the code.

Delete Memo

Click this action to delete a Memo code.

Local menus

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

Function not authorized

The user profile has no rights for this function, irrespective of the site.

You do not have the access rights for this site

The user profile is not authorized to use this function for this site.

Incorrect Date

The invoice date entered does not correspond to any period or fiscal year. The entry is refused.

Fiscal Year Not Open

The fiscal year to which the invoice date belongs is not open. The entry is refused.

Period Not Open

The period to which the invoice date belongs is not open. The entry is refused.

Closed Period

The period to which the invoice date belongs is closed. The entry is refused.

The end range is prior to the start range

This message appears on the entry of the service request number and the bill-to customer selection criteria.

Modification in process on another workstation"

This message appears if a service request is locked by another user.

Customer BP not authorized for a control account

This message is displayed if the BP control account is not authorized for the control account associated with the bill-to customer (by means of its accounting code). The invoice is not created.

Problem in recovering the sequence number

This message is displayed if it has not been possible to assign an invoice number.

No service requests processed

This message appears upon process completion if no service requests has been invoiced.

Tables used

SEEREFERTTO Refer to documentation Implementation