This function is used to validate the invoices saved with the Invoice control function in order to generate the accounting and analytical entries for these invoices.

When the Fixed assets module is managed in the folder, the invoice validation generates the automatic creation of an expense for the purchase invoice line when all the conditions are met (the expense creation conditions are detailed below).

Prerequisite

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

This processing performs a mass validation of the saved and checked purchase invoices.
Once the validation processing is completed:

  • An entry is created for each validated invoice.
  • For each validated invoice line, a record is created in a dedicated table, PTDSTKVAL, when the PRIFLG – Full stock valuation parameter is set to Yes. This record tracks the history of the links between this invoice or credit memo and the other purchase documents (orders, shipments and receipts). In addition it saves all the valuation data, such as the quantity and the stock cost per unit calculated using the document values.
    These data are used in the stock valuation calculation, for example. The stock cost per unit is defined at receipt level based on the order price, then on the stock adjustments using all the invoices, credit memos and additional invoices associated with the documents, irrespective of which documents arrived first.
    Special behavior for additional invoices with the field New cost set to No and a specified cost code: the amount of the adjusted cost is directly integrated into the stock cost per unit of the receipt line.
  • An expense is automatically created if the Fixed assets module is managed.

The creation is carried out according to the following rules.

The invoices are selected according to the following criteria:

  • Company
  • Site
  • User
  • Invoice type (invoice, credit memo, etc.)
  • Date range (invoice creation date)
  • Range on the number of the invoice to be processed

Select the Log file check box to display the list of all the validated entries when the processing is complete.

Conditions for the automatic creation of an expense

For a purchase invoice line, an expense is created when the following conditions are met:

  • Accounting postings are specified for the line.
  • The Legal account and the IAS account are tracked (in the definition of the Accounts table: the check boxes Fixed asset tracking and Expense creation must be activated and an accounting nature must be specified for this account).
  • In addition, if the line contains a product, this product must be capitalizable (the Fixed asset check box must be activated in the Product setups). If the product is not capitalized, the expense is created after validation of a warning message.

An expense is also created for each invoicing element for which no invoice line distribution has been requested. This setup is carried out at the level of the Invoice type. However, when a distribution is requested, no expense is created for the invoicing element. In this case, the amount of each created expense is increased or reduced by the distributed part of the invoicing element according to the distribution terms defined at the invoicing element level.

Populating of the expense fields

The LAYOUTFAS expense table is loaded from the following tables:
- Invoice header: PINVOICE
- Invoice line: PINVOICED
- Accounting and analytical postings: CPTANALIN

LAYOUTFAS

Table

Field

Rule

Company

CPY

PINVOICE

CPY

 

the site,

FCY

PINVOICED

FCYLIN

Site of the invoice line if it is a financial site

PINVOICE

FCY

Site of invoice header (always financial) if FCYLIN is not financial. The site of the line is kept in GEOFCY (geographical location) 

Product reference

CODLOF

PINVOICE

NUM

 

Line number

LINLOF

 

 

Incremental number

Invoice reference

BPRVCR

PINVOICE

BPRVCR

 

Product ranges

ITMREF

PINVOICE

ITMREF

 

Supplier,

BPR

PINVOICE

BPR

 

Journal

JOU

PINVOICE

JOU

 

Exchange rate type

CURTYP

PINVOICE

CURTYP

 

Currency

CUR

PINVOICE

CUR

 

the invoice date

DATVCR

PINVOICE

BPRDAT

 

Allocation date

DATIMP

PINVOICE

ACCDAT

 

Invoice type

TYPVCR

PINVOICE

INVTYP

 

Geographic site,

GEOFCY

PINVOICED

FCYLIN

 

Currency rates,

RATCUR

PINVOICE

RATMLT(0)

 

Description 1

DES

PINVOICE

<invoice type> + BPRNAM

When no product description

PINVOICED

ITMDES1

When product description not empty

Description 2

DES2

PINVOICE

INVNUM

When it is a credit memo

Granted

FLGGRA

 

 

1

Subsidy amount

FLGAMTGRA

 

 

1

Link asset

FLGLIKAAS

 

 

1

Main expenditure

FLGLOFMAI

 

 

1

Addition source

CPMCREORI

 

 

1

CoA account

GAC

GACCOUNT

GAC

GAC = legal account

Original CoA account

GACORI

GACCOUNT

GAC

GAC = legal account

CoA nature

GACACN

GACCOUNT

GACACN

GAC = legal account

IAS account

IASACC

GACCOUNT

GAC

GAC = IAS account

Original IAS account

IASACCORI

GACCOUNT

GAC

GAC = IAS account

IAS nature

IASACN

GACCOUNT

GACACN

GAC = IAS account

Order reference

ORDBUY

PINVOICED

POHNUM

 

Product ranges

ITMREF

PINVOICED

ITMREF

 

Unit

UOM

PINVOICED

UOM

 

Quantity

QTY

PINVOICED

QTYUOM

 

Invoiced VAT rate

RATVAT

TABRATVAT

VATRAT

 

Collected VAT rate

RATVATREC

TABRATVAT

DEDRAT

 

Ex-tax amount

AMTNOTCUR

PINVOICED

 
 
 
 
 
 AMTNOTLIN
 
 
 

 AMTNOTLIN + Distributed amount (DISCRGAMT1  DISCRGAMT2, ...)

According to the setup used at the level of the Invoice type:

- If no distribution of invoicing elements

- If distribution of invoicing elements on the invoice lines

VAT amount

AMTVATCUR

PINVOICED

AMTTAXLIN1

 

Collected VAT amount

AMTVATRCUR

PINVOICED

DEDTAXLIN1

 

Allocation

DSP

CPTANALIN

DSP

 

Analytical dimensions

CCE(0..20)

CPTANALIN

CCE(0..20)

 

Fixed asset group

ACGGRP

ITMMASTER

ACGGRP

 

Detail line source

LIGORI

PINVOICED

PIDLIN

 

Validated

FLGVAL

 

 

1

Creation user

CREUSR

 

 

GUSER

Creation date

CREDAT

 

 

Date$

Entry origin

CREORI

 

 

4

SEEINFO Notes:

  • When the product has a fixed asset group, the Section associations are carried out upon expense creation.
  • When the company is submitted to the French legislation and that the VAT collection rate does not equal 100% and that the setup VATAUTVAL - VAT Automatic validation is set to No, the user must validate the VAT coefficients on the expense so that this latter become capitalized. The validation is carried out by activating the Validated check box available and visible only on the expense as long as the validation has not been carried out.

Batch task

This function can be run in batch mode. The standard task FUNPIH 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.

Error messages

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

Non-referenced triggering table

Incorrect number of arguments

Incorrect key

Error on field validation

Incorrect link on ...

Sequence number counter exceeded

No exchange rate

Transaction canceled

No line

Unbalanced journal

Unbalanced distribution

When all these error messages appear, the invoice will not be validated. These messages are mostly the result of a setup error at automatic journal level. Check the setup of the PIHI and PIHC automatic journals.

Social and IAS accounts can be considered as fixed assets and the product cannot be considered as a fixed asset

This validation error message is generated because of the following conditions:
The Fixed assets module is managed
The accounts are tracked
The line has a product but the product is not capitalized.
See above the Conditions for the automatic creation of an expense.

No expense will be created for the line
Social and IAS accounts cannot be considered as fixed assets and the product can be considered as a fixed asset

This validation error message is generated because of the following conditions:
The Fixed assets module is managed
The product is capitalized
The accounts are not tracked
See above the Conditions for the automatic creation of an expense.

No expense will be created for the line
Social account not tracked and IAS account tracked (or) Social account tracked and IAS account not tracked

This validation error message is generated because of the following conditions:
The Fixed assets module is managed
An account is tracked and the other is not
See above the Conditions for the automatic creation of an expense.

Tables used

SEEREFERTTO Refer to documentation Implementation