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.
For Swiss legislation: Refer to the Swiss localization how to guide for detailed information on setting up and using ISR (Inpayment Slip with Reference) or QR-bills.

Prerequisites

Refer to the documentation on Implementation

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.

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.

See the documentation on invoices hold for more information.

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.

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.

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.

 See the documentation on default dimensions

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:

  • Accounting postings are specified for the line.
  • The Legal account and the IAS account are tracked in the definition of the Accounts table. The Fixed asset tracking and Expenditure creation checkboxes are selected and an accounting nature is defined for this account.

Populating the expenditure fields

The LAYOUTFAS expenditure table is populated from the following tables:

LAYOUTFAS Table Field Rule

Company

CPY

PINVOICE

CPY

Site

FCY

PINVOICE

FCY

Reference

CODLOF

PINVOICE

NUM

Line number

LINLOF

Incremental number

Invoice reference

BPRVCR

PINVOICE

BPRVCR

Product

ITMREF

PINVOICE

ITMREF

Supplier

BPR

PINVOICE

BPR

Document

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

PINVOICE

FCY

Currency rate

RATCUR

PINVOICE

RATMLT(0)

Description 1

DES

PINVOICE

<invoice type> + BPRNAM

Description 2

DES2

PINVOICE

INVNUM

When it is a credit memo

Granted

FLGGRA

1.

Subsidy amount

FLGAMTGRA

1.

Link asset

FLGLIKAAS

1.

Main expense

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

PINVOICE

INVNUM

Unit

UOM

BPSINVLIG

UOM

Quantity

QTY

BPSINVLIG

QTYUOM

Invoiced VAT rate

RATVAT

TABRATVAT

VATRAT

Collected VAT rate

RATVATREC

TABRATVAT

DEDRAT

Ex-tax amount

AMTNOTCUR

BPSINVLIG

AMTNOTLIN

VAT amount

AMTVATCUR

BPSINVLIG

AMTTAXLIN1

Collected VAT amount

AMTVATRCUR

BPSINVLIG

DEDTAXLIN1

Allocation

DSP

BPSINVLIG

DSP

Analytical dimensions

CCE(0..20)

BPSINVLIGA

CCE(0..20)

Detail line source

LIGORI

BPSINVLIG

PIDLIN

Validated

FLGVAL

1.

Creation operator

CREUSR

GUSER

Creation date

CREDAT

Date$

Entry origin

CREORI

4.

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.

ISR reference line

Select this action to open the ISR reference line entry screen. This is only available if the SWIPURBVR - Swiss ISR usage purchasing parameter (LOC chapter, SWI group) is set to Yes. This information entered is used to populate invoice fields and to search for the corresponding supplier BP account. If an ISR reference line already exists for a purchase invoice, this reference line is displayed for informational purposes only and cannot be changed. For a supplier invoice, the ISR reference line can be changed, but this resets the invoices.

Process the ISR reference line automatically

Enter the ISR reference line from the ISR slip (ISR form) of the invoice in the ISR reference line field. If you use an ISR reading device, it must be configured to return the complete code line including spaces and control characters like + and >.

Refer to your ISR reading device user manual for more information.

The system analyzes the reference line for type and format. If there are any errors, you receive a blocking message.

For purchase invoices

The amount coded in the reference line is displayed in the Amount +tax field. You can only enter an amount for an ISR +. In other words, it is an ISR that does not include an amount. Or, you can manually enter the total tax amount in the Input tax total field.

This value is used later to calculate the net total invoice amount.

Select OK when you are done.

When closing, the automatic search for the supplier BP starts. The ISR customer no. in the ISR reference line is compared to those entered in the pay-to suppliers bank details. If a matching pay-to supplier is found, the search tries to find a matching supplier BP.

For a successful search, the pay-to supplier’s ISR customer no. must already exist in the supplier's bank data.

Depending on the result of the supplier BP search, different actions are possible.

If several possible BPs are found, you can select the correct supplier BP account.

If no supplier BP is identified, you can select a supplier or create a new one.

If only one supplier BP is returned by the search, no additional action is necessary.

The invoice populates with the BP account which was found or manually selected. In addition, the supplier field is automatically validated.

The validation of the supplier account field populates several other fields like payment term, and so on. This follows the same behavior as if the supplier account had been entered manually.

In the final step, the automatic processing performs the following actions depending on the context:

For purchase invoices: The total, net, and gross invoice amounts are calculated according to the values in the ISR reference line entry screen. They are automatically entered in the corresponding fields on the Management section.

For supplier BP invoices: The tax information and the calculation of the net and gross amounts are based on the standard tax rule for the supplier. A detail line for the invoice amount is automatically inserted on the Lines section. The general ledges account for this line is taken from the supplier accounting code line 17.

You can now continue to enter additional details for the invoice as necessary.

How this affects the payment process

When using ISR forms for payments, you must include the following payment information:

  • The ISR reference number in the payment information
  • The ISR customer number as the recipient’s bank account

Specific payment generation processes for the ISR payments when Swiss bank files are created

The payment mode linked to the payment term must be ISR. The default payment term is taken from the supplier account settings, but can be changed manually for the invoice.

You cannot use a payment term linked to an ISR payment method without entering an ISR reference line if the SWIPURBVR – Swiss ISR usage purchasing parameter (LOC chapter, SWI group) is set to Yes for the site.

When the bank file is created, the ISR reference line from the invoice is checked and the reference number is written to the bank file.

The ISR customer number is automatically used as the recipient‘s bank account in the bank file.

This overrides the BP default bank account or a manually selected BP bank account if the ISR customer number belongs to a different bank ID.

The ISR reference number cannot be transmitted for grouped payments, such as paying several open items in one payment. Because of this, you receive a warning message in the payment proposal if you select grouping of payments when Swiss sites and/or ISR payment methods are involved.

QR code entry

This action is available if the KSW - Swiss legislation activity code is active and if the current site SWIPURQRC - QR code entry parameter (LOC chapter, SWI group) is set to Yes.

Select this action to import the QR code content read by an ISR/QR reader. The data is verified and the gross amount is displayed and cannot be modified.

You can enter an input tax that can be used later to calculate the net amount.

When you select OK, the pay-to BP is identified. If more than one bank account is found, you need to select one from the list. If no bank account is found with the customer number or QR-IBAN, you can access the supplier maintenance and select or enter a new pay-to BP. You can also add the customer number in the bank details, if necessary.

See the Swiss localization guide for detailed information on QR-bills.

An ISR/QR reader or scanner is not provided by Sage nor is it a component of Sage X3.

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.