Invoice Validation

This function is used to mass validate previously created invoices. An accounting document is generated for each invoice.

This is the final process for the invoice that makes it non-modifiable and trigger the final update processes.

Stock updates, if products managed in stock exist on the invoice and that a stock movement must be carried out. This is the case notably for the direct invoices with stock movements, the invoices concerning orders with direct invoicing or invoices having as their origin orders with direct invoicing or shipments when there is an addition of a line for products managed in stock. Where there are credit notes with stock movements these are already carried out at creation or during the credit note modification.
Update of the accounting module. Generation of the associated accounting document.
Update of totals (customer, product, commission, statistics, etc ...)

The invoices, once validated, can no longer be modified. Only the creation of a credit note linked to an invoice, can be used to totally or partially reverse the invoice.

If the validated invoices or credit notes are of the type inter-company and as a function of the general setup of inter-companies, a reciprocal purchase invoice control can be generated for each invoice of this type at the customer company site.

French electronic signatures for sales invoices and journal entries

In compliance with French and Portuguese antifraud legal requirements and to ensure data security, electronic signatures are automatically generated when a customer invoice or journal entry is posted or set to Final, respectively. After the electronic signature is generated, further modifications to any of the fields identified below can be easily detected.

You can use the Electronic signature control function (FRADSICTL) to review the current electronic signature and highlight any inconsistencies.

See the “French electronic signature how to guide” or the "SVAT certification for Portuguese legislation guide" on the tab for details on implementing this feature. This document is intended for administrators and consultants who maintain and update Sage X3.

Exceptions

Data from invoices or journal entries posted before activating the electronic signature feature is not added to the DKSDATAFRA table and therefore no electronic signature is created.

Legislations other than French or Portuguese do not need to generate electronic signatures.

The electronic signature is a record in the Electronic signatures table (DKSDATAFRA) that includes data from the following fields in the Sales invoice (SINVOICE) and Account entries (GACCENTRY) tables:

Field code	Description	Data source: SINVOICE	Data source: GACCENTRY
ORIDOC	Origin of the document	1	2
DOCTYP	Journal	SINVOICE.SIVTYP	GACCENTRY.TYP
DOCNUM	Journal description	SINVOICE.NUM	GACCENTRY.NUM
TOTTAX(9)	Total by tax rate	SIH.AMTTAX(i) + SIH.BASTAX(i)
AMTATI	Invoice amount with VAT	SIH.AMTATI
DATTIM	Date and time of the signature	Datetime$
INVSNS	Document type	Evaluate SIH.SNS
CPYNAM	Company name	CPY.CPYNAM
POSCOD	Company postal code	BPA.POSCOD
CPYEECNUM	Company VAT number	CPY.EECNUM
BPRNAM	Customer name	SIH.BPRNAM(0)	BPARTNER.BPRNAM
BPREECNUM	Customer postal code	SIH.POSCOD
JOU	Journal code		GACCENTRY.JOU
DESTRA	Journal description		GACCENTRY.DESTRA
FNLPSTNUM	Final number		GACCENTRY.FNLPSTNUM
ACCDAT	accounting date	SINVOICE.ACCDAT	GACCENTRY.ACCDAT
ACC	Account code		GACCENTRYD.ACC
BPR	BP	SINVOICE.BPR	GACCENTRYD.BPR
LIN	Journal entry line		GACCENTRYD.LIN
LINDES	Line description		string$([F:DAE]DES<>"", [F:DAE]DES)+string$([F:DAE]DES="","NA")

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The mass validation is performed by selecting the invoices to be processed.

Entry screen

The suggested selection ranges are:

All companies or one company

If the All companies check box is selected, the Company field cannot be accessed and the invoice validation applies to all the companies in the group. The check box is selected by default.

All sites or one site

This concerns the sales sites impacted by the invoicing. If the All sites check box is selected, the Site field cannot be accessed and the invoice validation applies to all the sales sites of the previously selected company(ies). The check box is selected by default.

All users or one user

If the All users check box is selected, the User field cannot be accessed and the invoice validation applies to all invoices for all users. The check box is not selected by default and the suggested user code corresponds to the user who is about to run the function.

Once a user is chosen, the invoices are selected in the following manner. If the invoice has not been modified, the user who created the invoice will be chosen otherwise the user having modified the invoice will be chosen.

All types or a single invoice type

If the All types check box is selected, the Type field cannot be accessed and the invoice validation applies to all invoices types. The check box is selected by default.

Start-end ranges

Invoice date

It is possible to limit the selection of invoices to an invoice date range.

Invoice number

It is possible to limit the selection to a group of invoices based on their numbers.

Controls

For each line that requires a stock update the following controls and checks are made:

The period status where the stock movement will be carried out authorizes stock updates (Status = Direct. see the Periods documentation).

The product is not blocked.

There are no shortage quantities for products that do not authorize a negative stock.

The quality control must be carried out for all the stock lines to be issued that have an open analysis request.

The stock statuses of the stock lines to be issued must be authorized by the issue rule (See the General issue rules) and by product categories. These issue rules can depend on the invoice transaction that has been used to create the invoice.

The expiry date for the products managed with expiry dates must not be exceeded.

If the user executing the function is a Stock Administrator (see the STOADMIN setup), the control/check on the non-authorized Stock statuses on issue and for the exceeding the expiry date are not blocking. Even so they will be shown in the log file.

The customer credit status is not blocked.

The customer credit status does not show that it is exceeding the credit limit or the operator that has launched the automatic shipment process has the authorization to issue stock when the customer credit limit is exceeded.

A log file summarizing all the validated invoices and any anomalies is systematically generated at the end of the validation process.

Field descriptions

Criteria

All companies (field ALLCPY)

Invoice validation ---------------------------------------
This process is used to validate the invoices with the status "printed" and which meet the following criteria.
A journal is created for each validated invoice.
A validated invoice cannot be modified anymore; however the journals are generated with the status "temporary" and can be modified
Log file
Answering "yes" to this question creates a log file listing the validated invoices and the errors encountered.

Company (field CPY)

All sites (field ALLFCY)

Site (field FCY)

All users (field ALLUSR)

User (field USR)

All types (field ALLTYP)

Type (field INVTYP)

Start - end range

Start date (field STRDAT)

End date (field ENDDAT)

From invoice no. (field VCRDEB)

To invoice no. (field VCRFIN)

Batch task

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

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

Generic messages

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

This site belongs to company XXX

The selected site is not a site belonging to the selected company.

Incorrect date

There is an incoherence between the start and end date.

No item to be processed

At the end of processing, this message appears if no invoice corresponds to the selection.

Period not defined or process prohibited for this date

This message appears if the invoice date is greater than the current date, or if the period status corresponding to this date is different to Direct.

Product blocked for count

This message appears if the product is blocked for physical stock count.

Shortage quantity

This message appears if shortage quantities exist for this invoice for products that do not authorize negative stocks.

Error messages during update on the Accounting side

See the automatic journal documentation, for an explanation of the messages likely to appear.

Messages found in the log file associated with the validation

Mandate reference not specified on the open items of the invoice

This message appears when a payment term has the SDD type and a mandate reference is missing on at least one open item having an SDD type payment method.

Mandate reference not validated

This message is displayed when a payment term has the SDD type and an unvalidated mandate is referenced on at least one open item having an SDD-type payment method.

Tables used