Customer BP Invoices

Use this function to manage customer invoicing outside the typical sales cycle.
In this context, you do not manage the order or the receipt note for the stock issue (etc.). When issuing the invoice, the data required for accounting is recorded.

As for customer tracking (open item statements, reminders, payment management, etc.), the process is the same for invoices that come from the complete cycle or that come from entering a BP invoice.

  • In this document, the term invoice has a generic meaning: It can be an invoice, a credit note, a debit note, or a credit memo.
  • Invoices generated from recurring invoices cannot be deleted if they are used as a reference template (first recurring invoice/original recurring invoice).
    In addition, the invoice must not be changed if it is also used as reference invoice.
  • For the Fixed Assets module:
    When the SALINV - Sale invoice to generate parameter (AAS chapter, FAS group) is set to Yes, a BP customer invoice is generated automatically after validating the Asset disposal with a Sales reason. When the issue applies to a main asset and its components, only one customer invoice is generated with as many lines as there are sold assets.
    Each asset concerned can be identified using its reference displayed at the level of the Comment field in the invoice line.
    The values of some fields taken from the information entered during the asset disposal cannot be modified: The accounting date, the currency and customer of the Header section and the amount, as well as all tax elements of the Lines section.

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

Limitations

When the invoice is entered in tax-inc. mode and an additional or special tax code is present (entered or automatically loaded from the account), the amounts of the three tax levels must be entered manually.

Screen management

Header

Header tab

Invoice characteristics

Some fields in the header are used to complete the invoice:

  • Amount -tax and Amount +tax fields
    By default, entering an amount in either field is optional. This is controlled by the HEAAMTBPC – Cust. inv. header amt. ctrl parameter (TRS chapter, INV group).
    When you enter amounts on the invoice lines, these amounts automatically display in the corresponding fields on the Header. If the amounts are different, a warning message displays by default: Totals different from header. Use the WRNMSGBPC – Customer inv. warning msg. parameter (TRS chapter , INV group) to disable the display of this message.
  • The link between a credit memo and the original invoice using this invoice number, or the link between the credit memo and the credit memo request number from the customer, etc.
  • The default analysis for this invoice is then applied to the payments for the BP accounts:
    You can define the default dimensions in the invoice header.

See the documentation on Default dimensions.

Open item characteristics

Use the remaining fields to define the open items in the invoice with respect to payment management (pay-by BP identification, payment conditions), to the open item statement management, and to the reminder process.

Once the invoice has been saved, you can click Open items action to view the open items and the status of the related payment.

Lines tab

The grid in this section is used to characterize each of the invoice lines from an accounting point of view:

Nature

If the account is subject to dimensional accounting, it is necessary to define its nature. At general accounts level, it is possible to define a nature linked automatically to an account. The nature field cannot then be modified.
SEEREFERTTO See the documentation on General accounts for further information.
On the other hand, if a nature screen has been defined, it is possible to choose a different analytical nature conforming to the screen.

Analytical dimensions.

If the accounting amount is not distributed over several analytical dimensions, the allocation field cannot be assigned. The entry is achieved directly in the following columns, in the dimension concerned, for each of the dimension types.

Default dimensions can be defined at the level of the nature, but those defined by the default dimension processing have priority.
SEEREFERTTO See the documentation on the default dimensions.

Reports

By default, the following reports are associated with this function :

  BPCINV : Customer BP invoice

  BPCINV2 : Customer BP invoice

  BPCINVFIN : Final invoice

  BPCINVPRE : Prepayment invoice

  BPCINVTAX : Customer BP invoice

  SIMFACCLI : Simulation customer invoices

  FACTRSC : BP invoice list

This can be changed using a different setup.

Specific buttons

Open items

Select this action to display or modify the open items associated with the current supplier invoice.

Payment methods associated to open items cannot be modified from: a Sage Exchange Processing payment method towards a payment other than Sage Exchange, a payment method other than Sage Exchange towards a Sage Exchange Processing payment method.

The open item lines are updated if there is a modification of the mandate reference in the header of a customer BP invoice. However, a modification of the mandate reference in an open item line does not cause a modification on the header mandate reference.

After the invoice is validated, the mandate reference can still be modified in the open item entry grid, but not in the header. If an open item has been entirely or partially paid, it is not possible to modify the SDD payment method. This is because the mandate reference has already been used to pay a part of the payment. It is thus necessary to split the open item schedule to be able to change the payment method.

Validation Select this action to perform the accounting posting of the current supplier invoice in order to have its entry.
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