Supplier Invoices

Enter the site code.

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

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.

If the number is left blank, it will be automatically assigned upon validation.

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.

In this field, 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.

Enter the code for the BP, customer or supplier, control account initialized 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 the current 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 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.

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.

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

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 purchase invoices and supplier BP invoices, the encoding number is controlled and can be entered. It is performed:

• If activity code KBE is abled
• If the BELVCS - VCS management parameter (LOC chapter, BEL group) is set to Yes
• If the invoice does not have the proforma type
• If the supplier is Belgian.

No help linked to this field.

Enter the VAT management type associated with the supplier 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.

This flag is initialized based on the business partner. It determines if the amounts on the invoice lines are including-tax or excluding-tax amounts.

It is only possible to choose between Include tax or Exclude tax when creating the invoice.

• If you select Exclude tax, a tax-excluding amount is entered on the invoice line. The tax-including amount is calculated.
• If you select Include tax, the tax-including amount is entered on the invoice line. The tax-excluding amount is calculated.

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 the miscellaneous table 8300.

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.

Indicate whether the tax rule is subject to auto liquidation.

This field indicates if the entry generated by the invoice is to be taken into account in the declaration of fees or not.

This field populates the Payment approval field for the generated open items.

Enter the invoice date. This field defaults to the current date.

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.

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, but can be changed.

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.

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.

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

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.

Refer to the documentation Reciprocal accounts for further explanations.

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

Specificities linked to intercompany invoices (GESBICI and GESBISI functions protected by the activity code INTCO - Intercompany transactions):
When entering intercompany invoices, this field will display only 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 invoice parameter INTCPYINV - Intercompany invoices (TRS chapter, INV group) must be set to Yes for the target company.
  

No help linked to this field.

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 discount.
This field can be viewed and accessed only if a discount code containing negative rates is specified on the invoice.

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 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.

When the account on the line is liable for tax, the tax field is accessible for entry. It is initialized with 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 general principles linked to the multi-legislation setup are detailedhere.
The Tax incl amount is calculated according to the taxes chosen.

No help linked to this field.

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 it therefore conditions the VAT account that will be automatically used upon accounting posting of the document.

Withholding at the source code.

It is possible to manually enter a comment on the line. By using:

• " /", the account title is displayed by default,
• " = ", the previous line title is copied.

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 value of the PORVAT - Portuguese VAT parameter (LOC chapter, POR group) is Yes.
• This field is not set up as hidden at entry transaction level.

 This field is initialized:

• 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 entry transaction level and if the invoice is not validated.

Upon setting up an analytical nature (Common data/Accounting Tables/Analytical/Natures), whether there is 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.

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

Defined here are 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. See the documentation on Allocation keys for further information.
• In amount. It is then possible to allocate the amount to as many sub-amounts as required,
• In percentage. A calculation is performed based on the sum of the coefficients used for the allocation.

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, it is possible to pre-initialize the allocation with an already existing key. The final display will be "$".

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

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

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

The discountable basis depends on:

• Column Discount
• The scope of the discount code

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.

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.

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.