Customer BP Invoices

Enter the site code.

The site must be a financial site. This determines the site and the company for the entry posting.

This field displays the company for the selected site.

Enter the invoice type code to reference the invoice category and the entry structure used when validating the invoice.

Only an invoice type with a legislation and company group consistent with those of the company linked to the given site can be entered.

If the number is left blank, it is automatically assigned upon saving.

Enter a date to define the accounting date for the generated journal. This field defaults to the current date.

This date is not necessarily the same date entered for the Source document. For example, for a supplier invoice, the Source document date reflects when the invoice was created by the supplier. In that case, the Accounting date would be different.

No help linked to this field.

Enter the code for the customer or supplier control account is set by default with the accounting code for the BP invoice.

The initialization of the code for the Control field depends on whether or not the BP/Company tab is present in the BP record (GESBPR).

Enter the invoice date. This field defaults to today's date.

This field is used to record the number or the reference of the source invoice.

This field indicates the invoicing currency. All amounts are entered in this currency.

This field displays a control amount that is compared to the line total during the recording.

This amount is mandatory when the HEAAMTBPC – Cust. inv. header amt. ctrl parameter (TRS chapter, INV group) is set to Ex-tax and Tax -incl. amounts to be entered.

This invoice is the one to which the credit memo is allocated.
Upon accounting validation and according to the value of the LETAUTCNO - Auto match inv ->credit note parameter (CPT chapter, MTC group), the credit memo and invoice can or cannot be matched together.

After invoice validation, the project reference the invoice is allocated to can no longer be modified.

Field linked to the Belgian legislation. 
It is used to specify on an invoice the VCS number (VCS refers to transfers with structured format communication) and to ease bank reconciliation via the use of the VCS number.

The encoding number is made up of 12 numeric characters:

• 10 digits (two characters defining the year + eight characters defining a sequence number),
• 2 control digits calculated according to the check digit modulo 97 rule.

In the case of sales invoices and customer BP invoices, this number is automatically generated and cannot be modified.

The generation of the encoding number is performed:

• If the company manages VCS encoding numbers
• If activity code KBE - Belgian localization is active
• If the BELVCS - VCS management parameter (LOC chapter, BEL chapter) is set to Yes
• Regardless of the country of the bill-to customer

If the invoice type is a direct credit memo, the encoding number remains empty.

If the invoice type is a credit memo linked to an invoice, the VCS number of the invoice is attached to it.

In the case of a credit memo linked to several invoices, a control prevents the credit memo from being attached to the various invoices. You need to create as many credit memos as there are invoices.

The KPO - Portuguese localization activity code needs to be active for this field to display.

It is used to specify the VAT adjustment reason for the field 40, upon generation of the VAT declaration.

When choosing the reason, the possible values are the values contained in Miscellaneous table 8300.

The KPO - Portuguese localization activity code needs to be active for this field to display.

It is used to specify the VAT adjustment reason for the field 41, upon generation of the VAT declaration.

When choosing the reason, the possible values are the values contained in the miscellaneous table 8301.

Enter the VAT management type associated with the customer invoice.
Only a tax rule with a legislation and group that are consistent with those of the document can be entered.
The general principles linked to the multi-legislation setup are detailed here.

This field is automatically entered if a tax rule is specified in the record of the supplier of the current invoice. This is used, among other things, to obtain a print conditioned by the type of legislation.

These two radio buttons, defined by the BP, are used to define whether the amounts on the invoice lines are entered as Tax excl. or Tax inc.

The choice between Ex-tax or Tax-incl. is only possible upon invoice creation.

• If the type is Ex-tax, the excluding-tax amount is entered in the invoice line. The Tax-incl. amount is calculated.
• If the type is Tax-incl., the amount including taxes is entered in the invoice line. The Ex-tax amount is calculated.

If the DEPMGTMOD - Discount management mode parameter (TC chapter, INV group) has the value Rebate on VAT, the type of amount is Ex-tax by default, regardless of the value of parameter SALPRITYP - Amount/Price type (TC chapter, INV group). You cannot select Tax-incl..

Enter the Entity/use code to calculate the precise tax amount for the customer. This tax code is compatible with the Avalara system and makes it possible to determine the customer type for fiscal purposes.

This field is available for all countries. The Entity/Use code can be entered for any delivery address when a document is being processed for a country that is tax-exempt. When the Calculate all documents connection with SST is set to No and an Entity/use code is entered, the document is exempt from tax and not subject to processing costs.

If the invoice is to be factored, enter the code for the factor that will collect for this invoice. You need to enter a factor with a company and/or site that is compatible with the company and/or site of the open item. By default, the factor code is defined in the customer record.

For example:

• If the factor is not associated with a bank, there is no compatibility issue.
• If the factor is associated with a bank and the bank belongs to company A, the invoice must also be associated with company A. The site of the invoice does not matter.
• If the factor is associated with a bank and the bank belongs to company A and site B, the invoice must also be associated with company A and site B.

Indicates if the generated open items need to be inlcuded on the statement or not.

Indicates if the generated open items need to be relaunched or not.

This BP indicates the pay-by or paid BP

This is the date from which the payment schedule is calculated.

This field indicates the payment conditions that will be applied in order to determine the invoice schedule. The latter can be manually modified later on.
It is only possible to enter a payment term that is consistent with the legislation and the group of the company. The general principles linked to the multi-legislation setup are detailed here.

Code used by default for the current BP to identify a series of early discount and late charge rates (up to 12) to be applied to a payment according to a number of days early or days late with respect to the open item date.

Only a discount code consistent with the legislation and company group of the document site can be entered.

The general principles linked to the multi-legislation setup are detailed in the GRPLEG field help.

You can enter up to three comments.

This field is displayed only if the following conditions are met:

• The KPO - Portuguese localization activity code is active.
• The company to which the invoicing site is linked manages the Portuguese VAT if the PORVAT - Portuguese VAT parameter (LOC chapter, POR group) value is Yes.
• This field is not set up as hidden at the entry transaction level.

 This field displays:

• On the first line with the supplier EU VAT number indicated in the invoice header
• On each of the next lines with the EU VAT number indicated on the line preceding the current line or, if not, with that of the supplier indicated in the invoice header

It can still be modified if it is set up to accept entries at the entry transaction level and if the invoice is not validated.

• You can complete this field when creating an invoice. This field is only mandatory if the payment terms are of the SDD-type. This field is set by the validated main mandate of the company/pay-by BP combination, but it can be modified. Only a validated mandate reference can be entered.
• When the invoice is created automatically, this field is empty if no validated main mandate was defined for the company/pay-by BP combination. In this case, the invoice is created, but it can not be validated until a mandate reference is entered.
• During a credit memo entry by invoice picking, the mandate reference is populated by the reference of the mandate on the first selected invoice.

If the company and/or the pay-by BP is modified, the mandate reference is modified accordingly.

• This field, subject to an entry transaction, is displayed only if activity code SDD - SDD management is active and if SDDMGT - SDD management parameter (TC chapter, SDD group) is set to Yes.
• The company/pay-by BP combination must be unique.
• The mandate reference cannot be modified after the mandate created.

The dimensions entered here will be used as default values for invoice lines.

It is the line number.

The site of each line can be different from the header site. In this case, the generated journal will be balanced site by site using inter-site link accounts.
It is possible to modify the site on the line and so to carry out the inter-site operations in the same legal company. The reciprocal entries are generated automatically on the reciprocal accounts previously set up.

By default, the site proposed is that defined in the invoice entry header.

Intercompany invoices (GESBICI and GESBISI functions) are protected by the INTCO - Intercompany transactions activity code.

When entering intercompany invoices, this field only displays the site of the companies that were defined in Intercompany account mapping.

• A financial site belonging to another company can be selected.
• A target company must be mapped to the source company and the INTCPYINV - Intercompany invoices (TRS chapter, INV group) parameter must be set to Yes for the target company.
  

This checkbox is only available if the Control checkbox is selected in the Chart of accounts function (GESCOA).

Select this checkbox to indicate that the account is associated with a BP.

In certain fields, access codes are used to restrict access to data by certain users.

For a users to have access to a field, this code needs to be in this table. Depending on user rights and permissions, they can then view or modify the field.

The access codes are equally used to restrict access to perform certain actions.

You need to assign each access code defined in the grid.

• Authorization to view a field
• Authorization to modify a field)
• Authorization to perform an action

The choice of accounting allocation is determined by:

• A control account: the account that is associated with it is displayed by default, the BP must be specified.
• A general account
• A BP: the control account code and the associated account are displayed by default.

This field is used to specify if an invoice line is subject to a discount.
This field can be viewed and accessed only if:

• A discount code (containing negative rates) is specified on the invoice 
• The GERDSC - Early discount/late charge and BRIDSC - Discount on tax parameters are disabled.

Enter the amount not including tax for the recorded operation.
When the amount is negative, it is passed as a credit in accounting for a supplier invoice and as a debit for a credit memo.

When the account on the line is liable for tax, the tax field is accessible for entry. It displays the tax code associated with the account or with the tax code associated with the rule.

Based on the context, it is necessary to verify that this tax code corresponds to the tax actually applicable, or it should be modified.
The tax code defines the rate, the rules and the terms for the tax deduction applicable to the operation.

Define the default value of the Sage Sales Tax (SST) tax code. This tax code is recognized Avalara and is used to identify line types for fiscal purposes.

All document costs are sent to SST in the form of document lines. It can include for example transport costs, handling costs and on-line product costs. This field is only available when the LTA activity code is activated.

Enter a tax amount if the standard calculation for the tax amount on the line does not apply. If the tax code changes, these amounts are reset.

No help linked to this field.

This field is currently no longer used.

You can enter a comment or add content from another field using the following characters:

/ displays the account title

= displays the comment from the previous line

// displays content from the first Comment field in the Header section.

For an invoice generated automatically after validating the sales of fixed assets, this field contains the reference of the sold fixed asset and cannot be modified.

The work unit entry is defined is determined when setting up an analytical account. It is associated with a unit specifying its default value (in reporting currency). This unit is reused on journal entry.

The quantity is automatically calculated by dividing the ex-tax amount (converted into reporting currency) by the work unit value.

This value can be modified.

After invoice validation, the project reference allocated to the invoice line can no longer be modified.

This field is used to define the allocation methods for the line amount on the different dimensions of each dimension type.
These methods are defined as follows:

• The entry of an analytical allocation key previously configured.
• Amount: You can distribute the amount to as many sub-amounts as required,
• Percentage: This launches a calculation based on the sum of the coefficients used for the allocation.

For example:

On a basis of 100, a coefficient of 10 is read as 10%.
But, on a basis of 50, a coefficient of 10 is equal to 20 %.

For these cases, it is possible to predefine the allocation with an existing key. The final display is $.

The setup determines if the analytical dimensions can be modified. They display based on the setup of the default dimension.

When creating an invoice, if no order line was entered and the project code is modified, the analytical dimensions are reset based on the setup of default dimensions.

When creating or modifying an invoice, if an order line is added and the project code is modified, the analytical dimensions are not reset.

The discountable base is only displayed if the two following conditions are met:

• A discount code containing negative rates is specified on the invoice.
• The GERDSC - Early discount/late charge and BRIDSC - Discount on tax parameters are disabled.

The discountable basis depends on:

• The Discount column value
• The scope of the discount code

If you want to add a discount after saving the invoice, the discount code addition can be performed by selecting Open items. The Discount and Discount basis fields are hidden and the discountable basis is equal to the tax incl total.

This field indicates the tax-incl. result including the tax calculation by tax basis. This information appears when printing report ARCTTC2. The detail of the tax incl. calculation is obtained by right click on the total amount.

The detailed calculation is stored in tables SVCRVAT and SVCRFOOT.

To access the detailed tax statistics based on Sage Sales tax (SST). Select the link in the Tax-incl. total field. This option is only available if the document is issued by Sage Sales Tax (SST).

If SST is used, the recording and cancelling a fiscal document are taken into account when:

• Creating
• Recording
• Deleting

If the tax is not calculated, the invoice is not created.

• For Sage Sales Tax, the detailed calculation is stored in table LTAVCR relating to documents, tax authorities and rates imposed by SST.
• You can access this option from the Actions icon.

Select this option to access the account inquiry for the account on the line.

Select this option to associate up to three statistical codes to each invoice line and the posting.

Select this option to open the Accruals management screen to post the line amount, or the tax excluded amount to analytical or general accounting according to a specific schedule.

To take advantage of this, you need to activate the SVC - Periodic accruals activity code and the SVCFLG - Accruals generation parameter (TC chapter, SVC group) must set to Yes.

Select this option to assign an account structure for the line. The account structure is used to predefine the group of accounting and analytical postings for a journal and to load them directly on entry. Applying an account structure can be proposed by default after entering the tax excluded invoice amount. The structure used is the one defined in the customer record in the Financial section.

As for the amounts, from the assignment coefficients defined in the structure, they are automatically calculated from the tax-excl. amount of the invoice.

Select this option to display the note or notes associated with this customer. This window could open automatically depending on the setup defined when creating the notes.

Notes are limited to a screen inquiry and cannot be printed. See the Notes documentation for more information.