Supplier Invoices
Use this function used to manage the supplier invoicing process outside of the typical sales cycle.
This function cannot be used to manage the order or the receipt note for the stock receipt. When issuing the invoice, the accounting data is recorded.
For tracking open item statements, payment management, and so on, the process is similarly carried out for invoices that come from the complete cycle or that come simply from the entry of 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 the invoices are used as the reference template (first/original recurrence).
Additionally, the invoice should not be modified if it is also used as the reference invoice.
Prerequisites
Limitations
When the invoice is entered in tax-inc. mode and an additional or special tax code is entered or automatically loaded from the account, the amounts of the 3 tax levels must be entered manually.
Screen management
Header
First, the key accounting information of the invoice must be entered:
- The site
- The invoice type
See the documentation on the supplier invoice type.
This information determines the category of the document (invoice/credit memo/debit note/credit note), the automatic journal, the journal and the journal type that will be used when posting the document, - The document number (where a manual numbering range is authorized)
- The document posting date, by default that of its receipt in the folder
- The identification code for the supplier and the control account on saving the document.
This information defines:
- The invoice header
- The invoice lines
- The invoicing address
After this data has been recorded, select Post to:
- Pass the invoice in accounting. select Journal to view the accounting document generated on the validation of the invoice.
- Automatically create an expense for each supplier BP invoice line, when the Fixed assets module is managed in the folder and when the conditions are met, the expense creation modalities are detailed below.
The Linked expenditures selection list displays the expenditures created that way and is used to access the management function of the selected expenditure by tunnel.
Block number 1
Site (field FCY) |
Enter the site code. The site must be a financial site. This determines the site and the company for the entry posting. |
Company (field CPY) |
Name (field CPYNAM) |
Invoice type (field PIVTYP) |
Invoice type code referencing the invoice category as well as the entry structure used upon accounting validation of 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. |
Document no. (field NUM) |
If the number is left blank, it will be automatically assigned upon validation. |
Block number 2
Accounting date (field ACCDAT) |
Enter a date to define the accounting date for the generated journal. This field defaults to today's 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. |
Supplier (field BPR) |
Enter or select the supplier for the invoice using the Lookup tool. To search using the auto select option, enter several characters of the supplier name or code and press the Tab or Enter key. The selection window opens with a list of suppliers based on those characters. The results include active and inactive records. Auto selection is available if the AUTOSEL – Auto selection parameter (SUP chapter, INT group) is set to Yes. |
Address code (field BPAINV) |
Name (field BPRNAM) |
Control (field BPRSAC) |
Enter the code for the BP, 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). |
Account (field SACACC) |
Header tab
Invoice characteristics
Some fields in the header are used to complete the invoice:
- Amount-tax and Amount +tax fields
The entry is optional. Upon entry of the amounts in the invoice lines, these are automatically displayed in the corresponding fields in the header. The following warning message displays during creation if the header fields have not been entered: 'Totals different from header'. - The link between a credit memo and the original invoice via this invoice number, or the link between the credit memo and the credit memo request number from the customer, etc.,
- A service period that indicates by start and end date ranges, the part of service to be taken in advance for the next period or fiscal year. These fields are only activated if the SVC - Periodic accruals activity code is active. The expense or revenue to be taken in advance are generated in the Closing accruals (CPTSVC) function.
- The default analysis that is applied to the payments for the BP accounts. It is possible to define the default dimensions in the invoice header (see the Default dimensions).
Open item characteristics
The remaining fields are used to characterize the payment conditions for the invoice:
- Pay-by BP
- Choice of the payment due date
- Payment approval level (accessible based on the FLGPAZ - Management of payment approvals parameter value)
- EU invoice flag, used to condition the generation of VAT entries on an intra-community acquisition. If it is an EU invoice, the Tax inc. amount calculated in the invoice lines is always equal to the Ex-tax amount, but VAT postings are generated.
- For the 1099 form (specific to the United States), if the 1099 checkbox is selected, the invoice will include the elements to be declared as per the 1099 declaration. There is no control on the value. This checkbox is only available if the supplier is selected for 1099 management,
See the documentation on suppliers for further information - For the management of open item statements
Once the invoice has been saved, you can select the Open items action to view the open items and the payment stage.
The Status field indicates the status of the invoice with respect to the accounting validation. The Pending status can be selected in order to disable the access to the Validation action and to the invoice selection in the global process.
The status must be set to Pending for the invoice to be posted manually or globally. This modification is carried out either manually, on a case-by-case basis, or in a more global manner via the appropriate processing.
Detail
Source document date (field BPRDAT) |
Enter the invoice date. This field defaults to the current date. |
field TYPVCR |
field CLSVCR |
field SCUVCR |
field SEQVCR |
Source document (field BPRVCR) |
This field is used to record the number or the reference of the source invoice. |
Currency (field CUR) |
This field indicates the invoicing currency. All amounts are entered in this currency. |
Rate (field RAT1) |
field LABEL |
field RAT2 |
field CURMLT |
Amount - tax (field AMTNOT) |
This amount is only a control amount that will be compared the line total during the recording. This amount is mandatory when the HEAAMTBPS – Supplier inv. header amt. ctrl parameter (TRS chapter, INV group) is set to Ex-tax and Tax -incl. amounts to be entered. |
Amount + tax (field AMTATI) |
Invoice number (field INVNUM) |
This invoice is the one to which the credit memo is allocated. After validating, 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. Depending on the value of the INVCAN - Cancellation invoice parameter (TC chapter, INV group), the document in progress can be of the 'Cancellation invoice' type. In this case, the credit memo and invoice are matched, regardless of the value of the LETAUTCNO - Auto match inv ->credit note parameter (CPT chapter, MTC group).
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Project (field PJTH) |
VCS number (field BELVCS) |
Field linked to the Belgian legislation. Enter the VCS number on an invoice and to facilitate bank reconciliation. VCS refers to transfers with structured format communication. The structured communication consists in specifying a single identifier on the invoices that will be used in all the banking exchanges.
The encoding number is made up of 12 numeric characters:
In the case of purchase invoices and supplier BP invoices, the encoding number is controlled and can be entered. It is performed:
When you modify a site, the VCS number field is reset.
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Original document no. (field ORIDOCNUM) |
Block number 3
Status (field STA) |
Tax rule (field VAC) |
Enter the VAT management type associated with the supplier invoice. 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. |
Supplier amount type (field PURPRITYP) |
This field determines if the amounts on the invoice lines include or exclude tax amounts.
If the DEPMGTMOD - Discount management mode parameter (TC chapter TC, group INV) is set to Rebate on VAT, the amount type is always Exclude tax, regardless of the BP setup or value of the PURPRITYP - Amount type parameter (TRS chapter, INV group). You cannot select Include tax in that case. |
Field 40 - reason (field FLD40REN) |
Field subject to activity code: KPO - Portuguese localization 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. |
Field 41 - reason (field FLD41REN) |
Field subject to activity code: KPO - Portuguese localization 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. |
Open items
VAT reverse charge (field CEEFLG) |
Indicate whether the tax rule is subject to auto liquidation. |
Fees declaration (field DAS2) |
This field indicates if the entry generated by the invoice is to be taken into account in the declaration of fees or not. |
Statement (field XSOI) |
Pay approval (field XFLGPAZ) |
This field populates the Payment approval field for the generated open items. |
Payment
Pay-to (field BPRPAY) |
Enter the invoice date. This field defaults to the current date. |
Address code (field BPAPAY) |
Due date basis (field STRDUDDAT) |
This is the date from which the payment schedule is calculated. |
Payment term (field PTE) |
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. You can only enter a payment term that is consistent with the legislation and the group of the company. |
Due date (field DUDDAT) |
Discount/Late charge (field DEP) |
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. |
Comments (field DES) |
1099 form (field FRM1099) |
The 1099 form type indicates that a supplier is reportable to the Internal Revenue Service for payments made. Possible valid values are: None, Misc, Dividend, or Interest. This value defaults from the supplier to the invoice, and can be changed. |
1099 box (field BOX1099) |
Default box number with respect to which payments must be printed on the 1099 record. Box numbers vary according the 1099 record at use. This value defaults from the supplier to the invoice, but can be changed. Inactive 1099 boxes are not available for selection. |
Amt. subject to 1099 (field AMTSUBJ109) |
Invoice amount subject to a 1099 declaration. This amount is automatically calculated based on the sum of the invoice ex-tax amounts for the detail lines having the 1099 field set to Yes. |
Analytical grid
No. (field NUMLIG2) |
Dimension type (field DIE) |
Dimension (field CCE) |
The dimensions entered here will be used as default values for invoice lines. |
Lines tab
This grid displays 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.
On the other hand, if a nature screen has been defined, it is possible to choose a different analytical nature conforming to the screen.
Dimension types
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.
CAI assignment
CAI number (field CAI) |
Validity date (field DATVLYCAI) |
Details grid
No. (field NUMLIG) |
Site (field FCYLIN) |
The site of each line can be different from the header site. In this case, the generated journal is balanced site by site using inter-site link accounts. You can modify the site on the line 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. Refer to the documentation Reciprocal accounts for further explanations.
By default, the site proposed is that defined in the invoice entry header. Details linked to intercompany invoices (GESBICI and GESBISI functions protected by the activity code INTCO - Intercompany transactions):
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Company (field CPYLIN) |
Ctrl. (field SAC) |
No help linked to this field. |
BP (field BPRLIN) |
The choice of accounting allocation is determined by:
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Settlement discount (field FLGDEP) |
This field is used to specify if an invoice line is subject to discount. This field can be viewed and accessed only if a discount code containing negative rates is specified on the invoice. |
Amount - tax (field AMTNOTLIN) |
Enter in this field the ex-tax amount of the recorded operation. When the amount is negative, it is passed as a credit in accounting in the case of a supplier invoice and as a debit in the case of a credit memo. The invoice cannot have a negative ex-tax and tax-incl. total: it is possible for some on line ex-tax amounts but the ex-tax amount of the header is always positive.
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1099 (field FLG1099) |
The 1099 flag is used to indicate whether a line is submitted to a 1099 declaration. If the supplier must be subjected to a 1099 declaration, the default value of this line will then be positioned to Yes. If a line for this supplier is not subject to 1099, then this flag can be changed to No and the line will not be included in reportable 1099 amount. |
Tax (field VAT) |
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. Refer to the documentation on the SAITAX - Tax Code Mandatory parameter (CPT chapter, VAT group).
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. A contextual menu suggests the option "enter tax". It is possible to specify the taxes other than VAT (additional/special taxes) likely to be assigned to the VAT calculation and therefore the Tax-incl amount.This screen is also used to define from what part of the amount the taxes are deductible. Only one tax code consistent with the legislation and the group of the site company can be entered. The tax incl amount is calculated according to the taxes chosen. |
Tax amount (field AMTVAT) |
Amount + tax (field AMTATILIN) |
Purchase type (field PURTYP) |
Depending on the journal setup, a different accounting process can be performed based on the purchase type. This field can take two values: Purchase or Fixed assets. It is used to define the VAT type applicable on the invoice line and defines the VAT account that is automatically used when posting. |
Withholding tax (field RITCODSRC) |
Withholding at the source code. |
Comment (field DES) |
It is possible to manually enter a comment on the line. By using:
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VAT declaration no. (field DCLEECNUM) |
This field is displayed only if the following conditions are met:
This field displays:
It can still be modified if it is set up to accept entries at entry transaction level and if the invoice is not validated. |
Unit (field UOM) |
Quantity (field QTY) |
When setting up an analytical nature (Common data/Accounting Tables/Analytical/Natures), if there is a work unit entry is defined, then a default value is attributed to it by specifying its default value (in reporting currency). It is this unit that will appear during document entry. The quantity is automatically calculated by dividing the Ex-tax amount (converted into reporting currency) by the work unit value. The quantity can be modified. |
Project (field PJTLIN) |
After invoice validation, the project reference the invoice line is allocated to can no longer be modified. |
Cost type (field PCCCOD) |
Distribution (field DSP) |
Defined the allocation methods for the line amount on the different dimensions for each dimension type. These methods are defined as follows:
Example: On a basis of 100, a coefficient of 10 will be read as 10 %. But, on a basis of 50, a coefficient of 10 will be equivalent to 20 %. For these two later cases, you can predetermine the allocation with an existing key. The final display will be $. |
field CCE1 |
The setup determines if the analytical dimensions can be modified. They display based on the setup of the default dimension. In creation mode, if no order line has been entered and the project code is modified, the analytical dimensions are reset based on the setup of default dimensions. In creation mode, as in modification mode, if an order line is entered and the project code is modified, the analytical dimensions are not reset. |
Totals
Discount basis (field BASDEP) |
The discountable base is only displayed if the two following conditions are met:
The discountable basis depends on:
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 are hidden and the discountable basis is equal to the tax incl total.
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field CUR3 |
Total excluding tax (field TOTNOT) |
field CUR1 |
Total including tax (field TOTATI) |
field CUR2 |
Account
field AFFICHE |
Supplier amount type (field PURPRITYP) |
Account Inquiry |
Select this option to access the account inquiry for the account on the line. |
Statistical Codes |
Select this option to associate up to three statistical codes to each invoice line and the posting. |
Periodic accruals |
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. Note: To take advantage of this, you must activate the SVC - Periodic accruals activity code and the SVCFLG - Accruals generation parameter (TC chapter, SVC group) must set to Yes.
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Account Structures |
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. See the documentation on Account structures for further information. As for the amounts, from the assignment coefficients defined in the structure, they are automatically calculated from the tax-excl. amount of the invoice. |
Supplier notes |
Select this option to display the note(s) associated with this supplier. 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. |
Reports
By default, the following reports are associated with this function :
SIMFACFOU : Simulation supplier invoices
FACTRSF : Supplier 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. |
Post |
Select this action to validate the invoice and create the journal entry. The expense for each supplier BP invoice line is created if the Fixed assets module is managed. When an invoice line is submitted to a manual analytical distribution, the $ character displays in the Distribution field) This does not create one expense for this invoice line only, but creates as many expenses as there are manual distribution lines for this invoice line.
Select Linked expenses in the Navigation panel to view a list of expenses for conditions to automatically create an expenditure. Conditions to automatically create an expense On an invoice line, an expenditure is created when the following conditions are met:
Populating the expenditure fields The LAYOUTFAS expenditure table is populated from the following tables:
When the company is subject to the French legislation, the recovery VAT rate is not 100 per cent and the VATAUTVAL - Automatic VAT validation parameter (AAS chapter, VAT group) is set to No, you need to validate the VAT rates on the expense for it to be capitalized. The validation is performed by selecting the Validated checkbox, which is only available and displayed on the expense as long as the validation was carried out. |
Menu bar
Use this to access the accounting journal generated after posting the invoice. |
When you define accruals management for an invoice by selecting Periodic accruals on the line, the analytical journals can be accessed in display mode according to the automatic journal referenced in the GAUKIK1 - Revenue accruals customer inv. parameter (TC chapter, SVC group). |
Accounting cancellation is not allowed for payments processed through Sage Exchange or Sage Pay. |
Use this action to transform an invoice into a credit memo. You need to confirm this action. Header
Line
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These fields display when the following conditions are met:
- The KSP - Spanish localization activity code is active.
- The company to which the invoicing site is linked manages Spanish VAT and the SPAVAT - Spanish VAT parameter (LOC chapter, SPA group) is Yes.
- This field is not hidden at entry transaction level.
You can modify this data even if the invoice was validated.
SCD date (field SPACUSDAT) |
Enter the date on which the operation is carried out through customs. |
SCD reference (field SPACUS) |
Enter the name of the customs agency through whom the operation is carried out. |
SCD BP code (field SPACUSBPR) |
Enter the supplier of the original invoice received by customs. |
DER code (field SPADERNUM) |
This field displays the default billing address for the supplier. You can change the address for this invoice if needed. |
This field displays the default payment address for the supplier. You can change the address for this invoice if needed. |
Select action to access the Document traceability function (CONSPIV1 ) and view the hierarchy of documents at the origin of, or coming from, the relevant document. This function does not work for 'Supplier BP invoices': If you select this entry type and enter the entry number, you will view the information from this entry only, regardless of the direction of the search. |
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
'XXX: This is not a financial site'
The site selected for the invoice record is not defined as a financial site. Therefore it cannot receive accounting entries.
'Period not open'
The posting date for the invoice is incorrect because it does not fall in an open period range for the company.
'Incorrect date'
The invoice posting date is incorrect because it falls in a fiscal year that is not yet created or it does not correspond to an actual date. This same message also appears if the start/end dates for the duration of the service (see the Lines tab) are inconsistent.
'BP incompatible with the collective account'
The choice of the control account for the invoice posting is incorrect because it must be of Customer type rather than Supplier, Sales Rep, etc.
Similarly, at the invoice line level, the BP and the control account must be of a compatible type.
'Credit memo without invoice number'
This is a simple warning message that the credit memo being entered has not been linked to an invoice. Indeed, it is not mandatory to link a credit memo to an invoice, no matching is generated upon credit memo validation.
'Invoice in XXX currency'
The invoice identified as the source of the credit memo is invalid because the characteristics of these two elements must be identical as far as the currency is concerned.
'Invoice of XXX customer'
The credit memo cannot be linked to an invoice where the bill-to customer is different.
'Invoice on XXX control account'
The credit note cannot be linked to an invoice whose control account is different.
'Invoice on XXX site'
The site to which the credit memo posting invoice is attached does not correspond to the site of the credit memo.
'Invoice not validated'
The choice of the credit memo posting invoice is not correct as long as the invoice is not validated in accounting.
'Line n Dimension: 'Dimension mandatory on dimension type X'
The analysis having been defined as mandatory for dimension type X and since the account structure called and executed does not contain any analysis for this dimension type, the invoice lines are pre-loaded without the analysis even though they should contain it.
'XXX: Account reserved for site XXX'
The site linked to the account is not compatible with the invoice posting site.
'Account class prohibited on this document type'
The account selected for the invoice line posting must not be defined as Exceptional. It can be Revenue, Expenses, BP, etc.
'Not possible to determine the collective account'
As soon as the invoice line relates to a BP, it is necessary to define the auxiliary BP and the associated control account.
'XXX: Validity dates exceeded'
The account/nature/distribution key/dimension validity dates are incompatible with the invoice posting date.
'VAT tax type'
In the Tax 1 and Tax 2 fields in the VAT entry screen for the line, only the Additional or Special type tax codes can be used.
'This is not a VAT type tax'
Conversely, in the VAT field of this entry screen, as well as in the VAT field of the invoice line, the only VAT codes that are authorized are those of the VAT type.
'XXX: Nature reserved to site XXX'
The site linked to the nature is not compatible with the invoice posting site.
'Distribution reserved for site XXX'
The site linked to the analytical distribution is not compatible with the invoice posting site.
'Distribution total incorrect'
The analytical distribution (amount) that has been entered cannot be validated because the total of the distributed amounts does not correspond to the invoice line amount.
'Distribution line no. 1: YYY Dimension reserved for site XXX'
The choice of analytical allocation key is incorrect because one of the dimensions contained in it is linked to a site different to the invoice's.
'XXX: Prohibited with the nature'
The analytical dimension used is not accepted because the combination of this dimension with the analytical nature of the line has been defined as prohibited.
'XXX: Prohibited with the dimension XXX'
The analytical dimension entered is not compatible with the other dimension entered. The combination of these two dimensions has been defined as prohibited.
'Dimension mandatory on dimension type X'
The posting on dimension type X having been defined as mandatory, the field must be entered.
'Mandatory field'
Some of the fields must be entered for the invoice posting to be carried out: the site, the customer code, the invoicing currency, the pay-by BP.
'Tax inc. less than the Tax-excl.'
This non blocking warning message simply warns the user that the Tax inch. amount entered in the invoice header is less than ex-tax amount. Both amounts can be modified as long as the journal is not performed.
'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
The DBS directory is in read-only mode, remote SYSDBA connections are impossible. '
This warning message is displayed upon validation when the following conditions are met:
- the Fixed assets module is managed.
- an account is tracked and the other is not.
When you select Yes, the expense is not created but no error is generated. When 'no' is chosen the validation stops and an error occurs.
'Field error' 'Invoice Type'
'IN1 [LEG 1] : Document type IN2 : Record does not exist for the current legislation [LEG 1]'
This message is displayed when the legislation of the entry type linked to the invoice type does not match the invoice legislation.