Scheduled invoice generation

Use this function to automatically mass generate the invoices from orders for a given site, when the invoicing process is based on a invoicing schedule. The orders are from the Normal category and meet the following criteria:

The generated invoices can be viewed using the Invoices function. You can validate them one by one using this function or in bulk using the Invoice validation function.
For more information on how to manage progress billing and milestone billing, refer to the Project management (PJM) how to guide. Click the link that applies to your Sage X3 solution:

Prerequisites

Refer to documentation Implementation

Screen management

Entry screen

In this screen, define the following information used to automatically generate the scheduled invoices:

After this function has been run, the generated log file:

Field descriptions

Selection criteria

Company (field CPY)

Enter the company for the report.
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.

Invoice date (field INVDAT)

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.
Invoice type (field SIVTYP)

Specify the invoice type used during the sales invoice generation. This information is mandatory.
The default type originates from the SIVTYP - User invoice type parameter (VEN chapter, INV group). 

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.
    Note 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.

For further information, click here.

Block number 2

Scheduled invoices until (field DEMDLVDAT)

You can limit the scheduled invoice selection only to scheduled invoices with a next invoice date prior or equal to the specified date.
By default, this date is initialized to the current date.

The selected scheduled invoices are also filtered according to the entered Invoice date: only the scheduled invoices whose next invoice date is prior to the entered Invoice date are considered.

For example:

Invoice date: 05/10/2019
Scheduled invoices until: 05/15/2019

  • The scheduled invoices whose next due date is 05/08/2019 is considered by the script.
  • The scheduled invoices whose next due date is 05/12/2019 is not considered by the script.

Invoice grouping options

Invoice grouping options (field IMESVIC)

You can specify how scheduled invoices must be grouped when generating invoices:

1 invoice by invoice date

All scheduled invoices where the next invoice date is the same are grouped on a single invoice.

1 invoice by order

All scheduled invoices linked to the same order and where the next invoice date is prior to the invoice date are grouped on a single invoice.

1 invoice by customer

All scheduled invoices of all orders processed for the same bill-to customer and where the next invoice date is prior to the invoice date are grouped on a single invoice.

1 invoice by project

All scheduled invoices linked to the same project code where the next invoice date is prior to the invoice date are grouped on a single invoice.

Note The grouping criteria are implicitly based on the PJTSNGDOC - One project by document parameter (TC chapter, MIS group). When this parameter is set to Yes, grouping scheduled invoices linked to orders with a different project code is prohibited.

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 order no. (field SOHNUMDEB)

Enter a start and an end range to select order numbers: only the orders whose reference is within the entered range are selected.

The selection window only displays orders of the Normal category, not totally invoiced and attached to the selected site.
To order no. (field SOHNUMFIN)
From project (field PJTNUMDEB)

Use these fields to filter for results within a range of project codes. For a single project, enter the same project code in the From/start project and To/end project fields. The content can be one of the following:

  • A project code
  • A project code and a project budget code
  • A project code and a project task code, that is a material task code, a labor task code (sales only), or a combined (mixed) labor and material task code.

If the content of this field includes a character such as an exclamation mark "!" this field links to the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is 'USA-P3' and a project code is 'USA12345678', this field displays a link to the project operational structure as 'USA12345678!USA-P3'.

To provide a quick and easy visual reference the link to the project or project structure is distinguishable by the number of separator characters used. If there is no separator, the link is made to the project. A single separator character such as an exclamation mark after the project code (the first code) indicates the link type is a task (the link is to the project operational structure). Two separators placed after the project code mean that the link corresponds to a budget code (link to the project budget structure).

 
To project (field PJTNUMFIN)
Whole project (field PJTALL)

Select this check box to view all records linked to the selected projects. To only view records linked to the selected structure of the projects, leave this check box clear.

If the value of the From/To project field includes a character such as an exclamation mark "!" the search includes the structure of the project. The character is the separator between a project code and the structure, either the project cost structure or the project operational structure. For example, if a material task code is "USA-P3" and a project code is "USA12345678", this field displays a link to the project operational structure as "USA12345678!USA-P3".

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 FUNAUTISCH is provided for that purpose.

Specific actions

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.

Error messages

The only error messages are the generic ones.

Tables used

Refer to documentation Implementation