Invoices

Use this function to check all invoices and credit memos coming from the suppliers.

After recording invoices, you can generate the corresponding accounting entries directly by selecting Validation, or schedule the validation for later using the corresponding function.

See the documentation on the Invoice validation for further information.

The invoices, referring to orders and/ or receipts, are checked by reconciliation with:

Receipts already entered
Orders not received yet
Orders without receipts, general purchases

Additional invoices can be allocated to ordered products, except on subcontract orders, or to shipped, received and/or invoiced products. These invoices can only come from:

The supplier of the goods in the case of an additional invoicing
A business partner other than the supplier of the goods, in which case the invoices must be assigned to products, for example freight charges or customs expenses
A full credit memo, which corresponds to an invoice cancellation. The stock valuation of products remains the same as the receipt valuation.
A partial credit memo in the event of a dispute on the invoiced price or invoiced quantity. The stock valuation is adjusted.
A credit memo on return related to a recorded return. For information, a credit memo on return linked to a supplier receipt always impacts the stock entry of the original receipt and not the stock issue relative to the return.

When the Fixed assets module is managed in the folder, the invoice validation is run. When all the conditions are met, an expense for each purchase invoice line is automatically created. The expense creation terms are detailed below. The Linked expenses list displays the generated expenses. After selecting an expense in this list, you can directly access the expense management function.

Prerequisites

Refer to documentation Implementation

Screen management

The screen layout depends on the setup for the selected transaction.

If only one transaction is set up, no choice is provided. If several transactions are set up, a window displays the list of the transactions you are authorized to use

The recording of supplier invoices is subdivided into three stages:

The entry of the general information in the invoice header, including the invoicing elements (charges, freight, packing, discount, rebate etc.), the total excl. tax of the product lines and the total amount of taxes.
The entry of those lines that can be limited to a single taking into account, in full or in part, of the orders, receipts returns or invoices. You can easily select these entries in the dynamic lists of the selection panel.

After taking this into account, the invoice lines are preloaded with the information on the concerned orders, receipts, returns or invoices. The manual creation of specific lines along with the modification or deletion of the preloaded lines are always an option.

For additional invoices, you cannot use the selection panel lists. You can either enter the lines manually or simply preload the lines from the Actions icon.
Final checking with discrepancy management and potential posting or putting on hold.

Field descriptions

The following fields are present on this tab:

Block number 1

Invoicing site (FCY)

Invoice type (PIVTYP)

The invoice type is used to identify the invoice category and define different invoice categories. For example, an invoice France and invoice export.

The invoice type is associated with a type of journal for which a counter, manual or automatic, is specified.

A control is performed in order to verify the consistency between the legislation/ the group for which the specified invoice type is defined, and the legislation and group of the company of the invoicing site.

Entry number (NUM)

The order number allows the order to be identified in a unique way.

It is automatically generated at the end of the document creation according to the setups of the counter associated to the invoice type:

When no journal type is associated to the invoice type, the journal type specified on the automatic journal will be used (as well as the associated counter).
When no counter is specified in the journal type and no journal number is manually specified on invoice entry the program will attribute a journal number according to the settings in sequence number assignments.

Accounting date (ACCDAT)

This date represents the accounting date of the original transaction.

The accounting date makes it possible to determine the posting period of the accounting entries. It is initialized by default to the current date and it can be changed depending on the value of the PIHACCDAT - Accounting date modification parameter (ACH chapter, INV group).

This date is systematically controlled in order to verify that it belongs to an open and existing fiscal year. If a problem occurs during the control, the user will need to enter a new date, irrespective of the parameter value.

This date corresponds to the date of the accounting entry. The accounting date makes it possible to determine the posting period for the accounting entries.

It is initialized by default to the current date and it is modifiable based on the value of the parameter PIHACCDAT - Accounting date modification (ACH chapter, INV group).

A checking is systematically performed on this date in order to make sure that it belongs to an existing, open fiscal year.

If a problem arises during checking, the entry of a new date is requested irrespective of the value of the parameter.

Comments on the DGI conformity:

The entered date cannot be inferior to the one of the document (invoice, credit memo or additional invoice) marked with the previous number. This control is performed when the Chronological control is activated in the sequence number counter used by the entry type which is linked to the invoice type specified.
The entry of invoices, credit memos or additional invoices, can be limited, for a user, to a range of dates defined by the ACHSTRDAT - Purchasing start date (TC chapter, CLO group) and ACHENDDAT - Purchasing end date (TC chapter, CLO group) parameters, when they are entered.
Date modification is authorized only if the new date applies to the same accounting period. This control is performed when the FRADGI - French fiscal regulation parameter (TC chapter, CPT group) is set to Yes and the period component belongs to the counter.
In the Distribution and A/P-A/R accounting modules, an entry which is at the origin of an invoice, a credit memo or an additional invoice cannot have a date greater than the date of this invoice, credit memo or additional invoice.

For instance, the date of an invoice displayed on a credit memo cannot be greater than the date of this credit memo. Likewise, a delivery note displayed on an invoice cannot have a shipment date greater than the date of this invoice. A control is carried out to check the dates. The picking left lists and selection windows are filtered accordingly.

You can use an entry point to disable this control, by defining a specific parameter: CTLDATORI - Document date control (TC chapter, INV group).

Intercompany (BETCPY2)

Autoinvoicing (ISSBYREC)

Block number 2

Supplier (BPR)

This field indicates the invoicing supplier issuing the invoice.

(BPRSAC)

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).

Company name (BPRNAM1)

This field indicates the company name of the invoicing supplier. It cannot be modified.

Pay approval (PAZ)

This field is initialized by the level of the user's payment approval and it can be modified provided that it has been assigned a corresponding value at lower level.

The modification can only take place after creation of the invoice lines.

The general parameter DEFBONPAY (TC chapter, PAP group) is managed only for purchase invoices where a payment is expected; it is not used in a credit memo context.

Reason (LIBPAZ)

This field contains the possible reasons for the variances that can exist between the supplier invoice and the invoice calculated by the system.

Original document no. (ORIDOCNUM)

Autoinv. generated (ISSBYRECG)

Management tab

Presentation

In this section, you can find the sales conditions displayed in the invoice header, such as the payment terms, delivery method, carrier, etc. Most of this information is initialized by default and is modifiable.

Load and sales accruals

The start and end fields for the service provision period are used in the accounting processing of Accruals.

These fields can be accessed in the header and their content is automatically transferred to the invoice lines if the SVC - activity code is activated.

Interactions between the header and line dates:

In line creation, the values entered in the header are reused.
In creation or modification of an invoice, if there is at least a line, a message to confirm the update is displayed:

When confirming the update, all service provision dates of the lines reuse the values entered in the header.
Otherwise, only the invoice lines without dates are concerned.

The modification of the dates of a line does not have any impact.

If the SVC - Periodic accruals activity code is active and the SVCFLG - Accruals generation parameter (TC chapter, SVC group) is Yes, the following conditions apply:

In the header, you cannot modify the period start and end date fields.
In the line, it is possible to:

You can enter the values for the start and end dates, number and period type.
Select Period accruals from the Action icon menu and enter values in the Accruals management screen.

Lines tab

Presentation

The fields to be entered depend on the entry transaction. The non-enterable fields are initialized to default values. Invoice lines can be:

Preloaded automatically from a specified source document such as a receipt, shipment (only for additional invoices) or order.
Entered manually.

In both cases, the selection list for documents selection which constitutes the invoice excludes those which date is later than the invoice date.

Preloading of the lines:

The choice of the source document used for preloading lines depends on the type of invoice processed:

For an invoice, you can choose to preload:

The order lines.
Or the receipt lines.

from the selection panel lists.

Note: The reconciliation with subcontract orders is not authorized.

For an additional invoice, select Additional invoice preloading from the Actions icon. You can choose to perform the preloading from:

Existing invoice lines

And/ or order lines, excluding subcontract lines without WO The displayed lines are only those that are not received, not invoiced and not closed.

And/ or receipt lines.
And/ or shipment lines.

For a credit memo on an invoice or additional invoice, select the existing invoice/ additional invoice lines in the Invoice selection panel.
For a credit memo on a return, the preloading is carried out from the return lines pending credit memos included in the Return list of the selection panel.

To filter the selection lists of documents, select Picking criteria to enter your selection criteria.

Direct entry of an invoice line:

When the user directly enters an invoice line without requesting an automatic pre-loading, they will need to enter additional information:

Origin

The source is used to stipulate the document type at the origin of the invoice line: order, receipt.

The miscellaneous source is used to manage direct invoices. This can be a purchased or immediately consumed product with no link with an order or receipt.

Example: a restaurant or vehicle-recovery bill.

Number

It is the original document number that can only be entered if the Source is: Miscellaneous.

Line

This field contains the number of the order, receipt or invoice line depending on the source document. In the case of an open order line, you cannot enter this number directly: use the Action icon to select the relevant line.

Product

The product reference can only be entered when there is no link to an existing document such as an order or a receipt. The contextual menu is used to select a product either via its internal reference or its reference at the supplier.

Quantity

When the line is pre-loaded, you can modify the invoiced quantity. An option is available to mention if:

It is a partial invoice.
The order/ receipt line needs to be closed.

The New cost and Load information can be accessed in the case of an additional invoice. For further information see above the Additional invoices preloading.

The other information such as the price, the analytical postings of the line, the purchase type etc. can also be modified depending on the transaction setup.

The Actions icon at the beginning of the line offers the following possibility:

Zoom onto the original document

Action icon

Line cost

Select this action to display the detail of the valuation and cost elements for an invoice line. The information displayed by this action is the result of a calculation. Consequently, this action can only be accessed if the information of the invoice line has been previously saved.

The header displays the origin of the invoice line, the product code, the quantity as well as the gross price and the net price.
The Detail valuation section displays:

The discounts and charges applied to the invoice line.
The various invoicing elements of the invoice distributed on the line. The total amount is displayed at the Cost detail section level.
The tax bases used to calculate the line taxes and tax details, with the deductible and non-deductible portions.

The Cost detail section displays the stock cost and purchase cost, with all the elements considered in the calculation of these costs, for instance:
- The invoicing element total (the detail is displayed in the Detail valuation section, in the Undetailed cost table).
- The total amount of the non-deductible tax (the detail is displayed in the Detail valuation section). This amount impacts the calculation of the purchase cost. According to the value of the NODVATSTO - Non-deductible taxes in stock parameter (ACH chapter ,VAT group), this amount can also impact the stock cost amount.
- The details on the method selected to calculate the landed costs applied to the product:
- The Direct cost grid is used only when the landed costs are calculated from a cost structure. It contains the list of costs that make up the cost structure and specifies, for each cost, if the amount is considered or not in the stock cost calculation.
Note:
Unlike the header fields and the fields of the Detail valuation section, which are displayed in the currency of the document only, you can choose to display the fields of the Cost detail section in the currency of the document or in the currency of the company.
In the event of an order or a receipt being only partially invoiced, the Stock cost and Purchase cost amounts are calculated based on the pro rata of the quantity actually invoiced, from the Stock cost total and Purchase cost total amounts of the order or the receipt, respectively.

Invoice quantity detail

Text

Select this action to enter text in the invoice line.

Preload additional invoice

This function can be accessed for additional invoices only. It opens a window to preload lines by picking in the selection panels of either:

Existing invoice lines.
And/ or order lines, excluding subcontract lines without WO. The displayed lines are only those that are not received, not invoiced and not closed.
And/ or shipment lines.
And/ or receipt lines.

To complete the preloading:

Select the lines.
To filter the selection lists of documents, select Picking criteria to enter your selection criteria.
Enter the amount.
Specify the distribution pro rata type. When saving the invoice, the entered amount is automatically distributed onto all the lines, based on the selected pro rata type.

When the selected lines originate from documents that contain lines related to a subcontract order, the distribution terms are as follows:

Amount distribution:

Pro rata distribution of quantities, weights or volumes: the total of quantities, weights or volumes of the parent product is distributed only onto the service. It is dependent on the quantities, weights or volumes of the source document.
Pro rata distribution of amounts: the total of the amounts of services and materials is distributed onto the services and materials.

Distribution of the invoicing elements contained in the invoice. This distribution depends on the line type:

Pro rata distribution of quantities: the invoicing elements are distributed onto each line, except the Service line. The calculated amount for the parent product is then reassigned to the associated service.

Pro rata distribution of amounts: the invoicing elements are distributed onto each line, except the Parent product line.

Pro rata distribution of weights and volumes: the invoicing elements are distributed onto the normal lines and onto the Parent product lines. The calculated amount for the parent product is then reassigned to the associated service.

Note: The pro rata is calculated from the total of amounts, quantities, weights or volumes only from the lines to which the invoicing element applies.

For example:

Let us consider an additional invoice on a normal line and on the lines of a subcontract order with WO:

Line 1: normal product (line unrelated to the following lines)

Line 2: Parent product

Line 3: Service

Line 4: Material supplied by the subcontractor

The pro rata is calculated as follows:

The pro rata of the quantities is calculated from the total of the following quantities: line 1 quantity + line 2 quantity + line 4 quantity.
The pro rata of the amounts is calculated from the total of the following amounts: line 1 amount + line 3 amount + line 4 amount.
The pro rata of the weights is calculated from the total of the following weights: line 1 weight + line 2 weight.
The pro rata of the volumes is calculated from the total of the following volumes: line 1 volume + line 2 volume.

Specify if this is a New cost i.e. A cost that has not be planned in the landed costs.

This check box is selected by default. It indicates that the additional invoice amount is included in the stock valuation (when the receipt is closed), in the Purchase cost calculation of the document to which this invoice is attached to and in the Actual purchase cost calculation of the related order.

When the impact of this invoice has been anticipated and its amount is already covered by the landed costs, clear this check box so the amount of the invoice does not increment the Actual purchase cost.

It can be:

A cost for which you had assessed the amount in a cost structure:

Specify the relevant cost: the Cost field can be accessed only if no line has been selected yet.

From the selection lists, pick one or several source documents that include this cost (order and/or shipment and/or receipt). In that case, the source document lines must be managed with a cost structure. A warning message is displayed if, for the same product and the same source document, this cost has already lead to an additional invoice.

You cannot select an invoice line as a source document. Cost structures are not managed at a detailed level on invoices.

The amount entered on the additional invoice corresponds to an update of the cost that is contained in the cost structure of the source documents. This update is performed by launching the STCREG - Cost matching query, either manually or as a batch recurring task.

This query only processes closed orders and shipments but processes all receipts, whether there are invoiced or not.

During the first reconciliation, the processing replaces the initial cost amount by the amount of the additional invoice. During the following reconciliations, the additional invoice amounts increment the cost amount on the source document and related documents: the purchase cost amounts and the stock cost are updated. The actual purchase cost is also updated on the initial order line linked to the document.

At the end of each of these reconciliation processes, a stock movement is created if the product is managed with stock-receipt adjustment and if the cost is defined as being considered in the stock valuation.

A cost for which you had assessed the amount in a cost structure:

Let us consider a cost for which you have assessed the amount by applying a coefficient and/or based on a fixed unit cost.

In this case, you do not specify the cost. The additional invoice is saved in the database and posted but its amount is not considered in the purchase cost calculation and stock cost calculated on the source document and related documents.

Select by picking the source documents in the selection lists.

Note:

The impact of an additional invoice on the related documents is calculated pro rata of the related quantities. Examples of this impact are provided below, at the level of paragraph: Examples of the impact of additional invoices on documents

Periodic accruals

If the SVC - Periodic accruals activity code is activated, and if the SVCFLG - Accruals management parameter (ADP chapter, TC group) is set to Yes, you can generate analytical MOs spread out over time by invoice line. This staggering can only be carried out before the final validation of the invoice.

In the Accruals management screen that opens, enter a start date and end dates and a frequency. The tax-excluded amount of the line is distributed onto each MO according to the number of generated entries. The automatic journal for this analytical MO generation is KIK4 - Expense accruals purchase inv.

Purchase journal traceability

Select this action to access the Purchase journal traceability inquiry function.

Inv line situation display

Commitments

Used to access the de-commitment linked to the invoice line when it is posted. When the invoice line is not posted, the commitment linked to the original order can be accessed.

Match results

This option on invoice lines is used to:

Display the matched lines (blocking or non-blocking match with warning).
Directly access the Matching tolerance function.
Display the detail of each line by selecting it in the Three-way match status grid.

Product notes

Select this action in order to open a window displaying the notes associated with this product.

This information can relate to product availability, additional or substitute products, or a promotional message.

This window could open automatically depending on the setup defined when creating the notes.

Note: Notes are limited to a screen inquiry and cannot be printed.

For further information, see the documentation on Notes.

Control tab

Field descriptions

The following fields are present on this tab:

Grid: Invoicing elements

No. (INVDTA)

This field indicates the number of the invoicing element identifying the associated amount (charges, freight, packaging, discount, etc.).

The list of the invoicing elements is drawn up by cumulating the lists of the invoicing supplier and their price list structure.

Other elements can be added to this list:

Elements manually entered because only present on the supplier invoice.
Elements added according to the source documents selected when the source documents contain elements that are not usually managed by the invoicing supplier.
Note: In the case of a direct receipt, any modification applied to an invoicing element on the receipt will update the invoice.

Description (INVDTALIB)

This field indicates the short title of the invoicing element.

Entry amount (INVDTAAMT)

This field indicates the amount of the invoicing elements displayed on the supplier invoice.

These values must be manually entered to be then compared to the amount of the invoicing elements as calculated by the system.

Currency (AMTCODLIB)

Order footer amount (INVORDAMT)

This column indicates the calculated amount coming from the various orders concerned. This amount is calculated once the invoice lines have been entered.

If there is a difference between the value calculated in Sage X3 and the real value invoiced by the supplier, the value of the column Code footer amt must be adjusted so as to balance the invoice control.

When the invoice concerns direct receipts this column is fed by the value of the invoicing elements entered on the direct receipt. If an invoiced receipt concerns both direct lines and lines stemming from orders, the delta of invoicing elements between the order and the receipt will be added to this column according to the proportions of the impacted lines.

Rcpt. footer amt. (RCPCPLAMT)

This column is used to view the invoicing elements stemming from receipts. This information is displayed purely for information purposes when the receipt lines are displayed on the invoice. It indicates that invoicing elements have been added or updated on the receipt by comparison with the invoicing elements of the original order. The amount of added or modified invoicing elements is displayed in this column.

Amount lines (INVLINAMT)

This field indicates the amount of the invoicing element when the invoicing element is calculated using the document lines.

Note:

The Amount field cannot be accessed for this type of invoicing element.

Variance (INVDIFAMT)

This field displays the variance existing between the amount of the invoicing element as displayed on the supplier invoice, entered in column Entered amount, and the amount of the invoicing element as calculated by the system, entered in column Order footer amt.

DR/CR (DEBCDT)

This field indicates the sign of the invoicing element.

Credit in the case of a discount.
Debit in the case of a charge.

Tax (INVDTAVAT)

This field indicates the tax code of the invoicing element.

An invoicing element with Product rate or Line amount as tax calculation rule does not display a tax code and forbids the modification of this tax code.

This invoicing element can appear in the table with up to five different tax codes. It can happen when the same invoicing element stems from several original documents with different tax codes.

(ACC1)

Distribution (DSP)

This field indicates the analytical processing key of the invoicing element.

It can be directly entered on the line.

(PFICCE1)

These are the analytical dimensions intialized based on the setup of the Default dimensions (PIV dimension code), linked to the invoicing elements management. These dimension codes can be modified manually if authorized by the transaction. Use the Actions icon to change the dimension codes of the dimension types.

Note:

When an analytical dimension is used for project management tracking, any modification of the project code on the document header leads to the dimension code being reset, except if a distribution key has been entered.

Increase/Decrease (INCDCR)

Subject to discount (DEPFLG)

Grid: Taxes

No. (NOTAX)

Description (LIBTAX)

This field contains the title of the tax code present on the lines of the document or in the invoicing element table.

Tax basis (BASTAX)

This field indicates the basis liable to tax. It is comprised of the ex-tax amount of the invoice lines and/ or the amount of the invoicing elements.

Tax amount (AMTTAX)

It is the total tax calculated from the lines and/ or the invoicing elements. This total is modifiable in order to correct possible errors due to a calculation variance or rounding differences. The correction is automatically passed on to all the elements concerned (lines and/ or invoice elements subject to this tax).

Type (PURTYP)

When the tax is related to:

The document line, the tax type recovers the purchase type of the document line: Purchase, Fixed assets or Service.
An invoicing element, the tax type always takes the value: Purchase.

Subject to tax (VATCHA)

Gross basis (VATGRO)

Discount basis tax excl. (BASDEPNOT)

Discount basis tax incl. (BASDEPATI)

Extra tax amount (VATSUPAMT)

Lines excluding tax

Invoice - tax (TOTLINAMT)

This field indicates the tax ex. total of the invoice lines entered using the information on the invoice provided by the supplier.

This amount is used in the final check of the invoice by comparing it to the ex-tax amount of lines as calculated by the system.

Calculated - tax (CLCLINAMT)

This is the total ex-tax amount of the invoice lines, calculated by the system.

Variance - tax (DIFLINAMT)

This field indicates the variance existing between the ex-tax amount of the invoice lines as calculated by the system and the total ex-tax amount of the lines of the supplier invoice.

Currency

(CUR2)

Tax total

Tax entered (TOTTAXAMT)

This field indicates the total amount of taxes entered using the information on the invoice provided by the supplier.

This entered amount is used in the final check of the invoice by comparing it to the tax amount as calculated by the system.

Tax variance (DIFTAXAMT)

This field indicates the variance existing between the amount of taxes from the supplier invoice and the amount of taxes calculated by the system.

Lines including tax

Invoice + tax (AMTATI)

This is the total tax-incl amount stemming from and entered using the supplier invoice.

Variance + tax (DIFAMTATI)

This field indicates the variance existing between the tax-incl amount of the supplier invoice and the tax-incl amount calculated by the system.

Discount basis (BASDEP)

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

A discount code (including at least one line determining a discount) is entered on the invoice.
The DEPMTMOD - Discount management mode parameter (ADP chapter, TC group) does not have the value VAT distribution (account level).

The calculation of the discountable bas depends on:

The scope of the Discount code (ex-tax or tax incl) linked to the invoice.
The setup of the invoicing elements.
The management mode of discounts defined by the DEPMGTMOD - Discount management mode parameter (ADP chapter, TC group).

Costs tab

Presentation

This section is available based on the selected entry transaction.

It displays a summary of the costs related to the whole document, both in the currency specific to the document and the currency of the company.

This section is populated only if the document has been previously created, since the displayed information is the result of a calculation. If an existing document is modified, the data is updated, but only after the modification has been saved.

For the document, the Purchase cost block displays:

The total of the tax excl. lines.
The total of the various cost types involved in the purchase cost calculation.
The total of the additional invoices (and credit memos on additional invoices) impacting the document in progress, either directly or indirectly. These are the additional invoices that meet the two following conditions: they are validated and included in the actual purchase cost (New cost activated).
The total of the invoicing elements increasing or decreasing the total amounts.

Note:

The product cost total is loaded only if the current document is linked to at least one product for which landed costs are managed with a cost structure.

The landed cost total is only loaded if the current document is linked to at least one product for which landed costs are managed with a landed cost coefficient and/ or a fixed cost per unit.

In the event when an order or a receipt is partially invoiced, the various amounts are calculated based on the pro rata of the quantity actually invoiced, from the amounts of the order or the receipt, respectively.

Note:

All this information can also be viewed in the Invoice inquiry, which can be accessed from the Options menu.

Examples of the impact of additional invoices on documents

The addition of additional invoices on a document directly impacts this document. This also impacts the purchase and stock costs of the related documents, pro rata of the relevant quantities.

Additional invoice on order

Additional invoice of $100 for an order of 100 IPADs.

Use case: additional cost, not expected when creating the order (for example a service provider adds transportation fees to your invoice).

You create an order for 100 IPADs that cost $200 each, with a total of $20,000.
You create an additional invoice of $100 for this order line. Follow these steps:

Preload the lines.
Select New cost.
Enter the amount of $100.

When posting the invoice, the additional invoice total and the actual purchase cost of the original order are updated.

When receiving the complete order line for 100 IPADs, the valuation of the goods, excluding the additional invoice, is generated, in other words, $20,000 in stock movements.
Closing the order line triggers the update of the valuation for the 100 IPADs by allocating the $100 included in the additional invoice to the order, increasing the cost from $20,000 to $20,100 in stock movements.

The $100 amount of the additional invoice is displayed on the order Line cost as a non-detailed cost. It is also displayed on the receipt. This amount is broken down pro rata of the received quantity if several receipts are completed. However, the additional invoice amount on the order line can only be included in the stock valuation if the order line is closed. If you partially receive this order line and close the order line, the whole additional invoice amount is allocated to the received quantity in the stock valuation.

Additional invoice on an order with product cost matching

Use case: the cost expected when you create the order is ultimately higher or lower than expected (for example the service provider invoices 2 additional days of storage on the transit warehouse where the goods are located).

The IPAD product is set up with a cost structure including a product cost COST021 of $100 for the overall transport.
You create an order of 100 IPADs that cost $200 each, for a total of $20,000 (+ total of product costs COST021 of $100).
You create an additional invoice for this order line, matching the overall transport cost to $120 following these steps:

Preload the lines.
Disable New cost.
Select the COST021 cost.
Select the order line and enter an amount of $120.

When posting the invoice, the additional invoice total and the actual purchase cost of the order are not impacted.

The complete receipt of the order line of 100 IPAD triggers the valuation of the goods with a receipt movement of $20,000 + total product cost COST021 of $100, for a total of $20,100.

In order to update the valuation and match the COST021 product cost, you need to close the order line and launch the STCREG - Cost matching task to adjust stocks.
From the receipt line, select Cost structure detail from the Actions menu: the product cost amount COST021 is displayed with an amount adjusted to $120 (against the amount calculated to $100), the Reconciled field is set to Yes for this cost. The stock movements (CONSSMV) display the price adjustment with the $20 additional difference.

Product costs can only be matched when the product is managed with a cost structure already including the product cost when creating the order. In order to create the additional invoice with cost matching, in the line preloading screen, New cost needs to be disabled and the cost to match of the Cost field needs to be defined. This information makes it possible to apply a control on the order lines when performing a picking in the selection panel. A message is displayed if the cost is not displayed on the picked order line.

In order to distribute the amount of the additional invoice, the STCREG - Cost matching task performs an adjustment but only if the order line has been closed. This task is only used in the case of cost matching.

Additional invoice on order (New Cost = No) and deletion of a receipt.

Use case: you create an additional invoice FOR the order (New Cost disabled) after you create several receipts for the order.

You then delete 1 of the receipts. A message warns you that reconciled costs exist.

You create a new receipt.

This new receipt is valued without considering the additional invoice for the order. It is valued as a normal receipt.

You create an order for 10 products with a unit price of $100, and a cost amount of $100. The stock cost per unit is $110.
You create a receipt for 4 products.
You then create a second receipt with 6 products.
You then record an additional invoice on the order (New Cost disabled) with an amount of $200.

You run the STCREG batch task to refresh the cost amount and update the stock valuation.

The stock cost per unit is now $120.

You delete the second receipt.

The stock cost per unit of the first receipt is still $120.

You create a new receipt, which is valued without considering the additional invoice. Its stock cost per unit is $110.
Recording of an invoice on order.

The calculation of the stock cost per unit takes into account the cost amount for the various receipts and calculates the average unit cost of the two receipts. The calculation is as follows:

For the first receipt: the cost amount per unit is $20.
For the second receipt: the cost amount per unit is $10.

The amount of valued costs on the invoice is:

(20 * 4) + (10 * 6) = $140, corresponding to a unit amount of $14.

The stock cost per unit is therefore 100$ + $14 = $114.

The 2 receipts are thus valued at $114.

Note:

When an invoice on receipt is concerned, each invoice inherits from the cost amount of the receipt it is associated to. In this example, the product stock cost per unit for the invoice related to the first receipt would be $120, and the product stock cost per unit for the invoice related to the second receipt would be $110.

Additional invoice on shipment

Additional invoice of $100 for a shipment of 100 IPAD.

Use case: new costs linked to the shipment are invoiced by a partner or supplier.

You create an order for 100 IPADs that cost $200 each, for an order line of $20,000.
You create a shipment for 100 IPADs.
You create an additional invoice of $100 for this shipment line.

Follow these steps:

Preload the lines.
Select New cost and enter the amount of $100.

Shipment

The complete receipt of the shipment line for the 100 IPADs triggers the shipment line closing and generates the valuation of the goods for $20,000 and simultaneously allocates the additional invoice amount to the shipment for $100, for a total stock movement of $20,100.

The $100 amount of the additional invoice on shipment is recovered on the order line cost as a non-detailed cost. The additional invoice total and the actual purchase cost of the order are also updated.

If the shipment line was received multiple times, the $100 amount on the additional invoice is broken down pro rata of the received quantity. However, this additional invoice amount on the shipment line only impacts the stock valuation if the shipment line is closed (through the complete receipt of the shipment or manual closing of the shipment line). If you partially receive this shipment line and close the shipment line, the whole additional invoice amount is allocated to the received quantity in the stock valuation.

Additional invoice on shipment with product cost matching

Use case: new costs linked to the shipment are invoiced by a partner or supplier.

The IPAD product was set up with a cost structure including a product cost COST021 of $100 for the overall transport.
You create an order for 100 IPADs that cost $200 each, for a total of $20,000 on the order line (+ total of product costs COST021 of $100).
You create a shipment for 100 IPADs.
You create an additional invoice for this shipment line, matching the overall COST021 transport cost to $120 following these steps: preload the lines, disable New cost, select the COST021 cost, select the shipment line and enter an amount of $120. When posting the invoice, the total of additional invoices and the actual purchase cost of the Shipment.
The complete receipt of the shipment line of 100 IPAD triggers the valuation of the goods with a receipt movement of $20,000 + total product cost COST021 of $100, for a total of $20,100.
The total receipt of the shipment line automatically triggers the closing of the shipment line.
In order to update the valuation and match the COST021 product cost, you must close the shipment line and launch the STCREG - Cost matching task to adjust stocks.
From the receipt line, select Cost structure detail from the Actions menu: the product cost amount COST021 is displayed with an amount adjusted to $120 (against the amount calculated to $100). The Reconciled table is set to Yes for this cost. The stock movements (CONSSMV) display the price adjustment with the $20 additional difference.

Product costs can only be matched when the product is managed with a cost structure already including the product cost when creating the shipment. In order to create the additional invoice with cost matching, in the line preloading screen, New cost needs to be disabled and the cost to match of the Cost field must be defined. This information makes it possible to apply a control on the shipment lines when performing a picking in the selection panel. A message is displayed if the cost is not displayed on the picked shipment line.

In order to distribute the amount of the additional invoice, the STCREG - Cost matching task performs an adjustment but only if the shipment line has been closed. This task is only used in the case of cost matching.

Additional invoice with no variance (no new cost and no product cost matching)

Use case: invoicing costs on a shipment with no stock valuation but with an accounting tracking.

You create an order for 100 IPADs that cost $200 each (with or without product costs).
You create a shipment for the 100 IPADs.
You create an additional invoice for this shipment line:

You can use the line preloading in order to select shipment lines using the following setup: disable New cost, clear all costs (no selection) and leave the amount blank. After validating the selected shipment lines in the Picking screen, enter an excluding-tax line amount on the invoice lines.
You can also directly select Shipment from the additional invoice origin instead of preloading lines and indicate the shipment lines to be invoiced. Enter an excluding-tax line amount on each invoice line.

The complete receipt of the shipment lines triggers the closing of the shipment line, but does not generate any stock movement.

Reports

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

PBONFAC: Invoice control notes
PINVOICEE: Purchase invoice list
PINVOICEL: Detail purchase invoice list

This can be changed using a different setup.

This setup is performed at the Customization level of the current object, by associating a report code or a print code to it. It is possible to further specify this setup:

By specifying a given report at transaction entry level. If this report matches a print code, the list of reports associated with this print code is also submitted.

The report entered at transaction entry level and the reports associated with the print code are automatically submitted in creation mode only.

At a more detailed level, by associating a print template with the BP. This template mentions the report to be used in priority for the printing of each document, as well as the expected number of copies.
Note: If the number of copies is not specified, or if there is no print template associated with the BP, the number of copies defined for the Destination printer is chosen. If the number of copies is not specified for the destination printer, then a single copy is printed by default.

Specific actions

Open items

Select this action to view or modify the open items of the current invoice.

The following fields are included on the window opened through this button:

Grid: Open item edit

No. (field NUMLIG)

Due date (field DUDDAT)

Open item payment due date.

If the MAXPD - Maximum period (companies) activity code is activated, a warning message is displayed if the last due date is greater than the period specified, depending on the case, at the level of the following parameters or of the Contractual period possibly specified at the BP level.

DMAXPAYP - Maximum period (Public sector) (TC chapter, RSK group) when the BP is a public sector organization.
DMAXPAY - Maximum period (companies) (TC chapter, RSK group) when the BP is a private sector company.

Pymt. method (field PAM)

Payment method associated with the due date line.

The payment method defines the payment means (check, cash, bank card, instrument etc.).

It is managed in the payment methods table.

Amount (field AMTCUR)

Amount of the open item line

Disc./ 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.

Statement (field SOI)

Statement indicator

If this indicator is set to Yes, the open items calculated from the payment conditions are taken into account by the automatic generation processing of customer statements.

Pay approval (field FLGPAZ)

Level of payment approval.

Dispute (field DPTCOD)

Code identifying the unpaid dispute.

VCS number (field BELVCS)

Pay-by/ Pay-to BP (field BPRPAY)

This field displays the pay-to supplier or the pay-by customer specified on the invoice. You can modify this information. If the open item line is split, the value on the first line is used.

Business partner address (BPAPAY)

Payments (PAYCUR)

Provisional payment (TMPCUR)

Statement number (SOINUM)

Bank account (BIDNUM)

The value of this number defaults from the business partner profile and the address code. The bank account number format is dependent on the bank location.

For example, for an IBAN format, this field only contains the bank account number starting with the 5th character of the full IBAN. The prefix containing the country code and a control key is not included.

To change the bank account number, select the Business partner from the Actions icon available in the field to access the business partner profile, and select or enter a different bank account.

IBAN code (IBAN)

This field displays the full IBAN, including a prefix with the country code and a control key, followed by the bank account number. If the IBAN prefix does not exist, this field remains empty.

Paying bank (PAB)

This field displays the paying bank linked to the Bank account field.

Block number 2

Document total (AMTTOT)

Payment total (PAYTOT)

DUDCUR

Validation

Select this action to:

Validate an invoice and post it to accounting. Only the matched invoices, in other words those that do not present any balance or discrepancy between the entry performed at header level and the sum of the lines that can be posted. In the event of additional invoices: unlike additional invoices posted to receipts, those posted to orders do not immediately generate stock movement adjustments: stock valuation will be adjusted when closing the order line.
Validate a credit memo and post it to accounting. Depending on whether the credit memo is expressed in value or in quantity, the stock adjustment conditions are detailed in the documentation entitled Basic principles for the valuation of the stocks.
If the PRIFLG - Full stock valuation parameter (ACH chapter, REC group) is set to Yes, a record is created in a dedicated table (PTDSTKVAL). This record tracks the history of the links between this invoice or credit memo and the other purchase documents (orders, shipments and receipts). In addition it saves all the valuation data, such as the quantity and the stock cost per unit calculated using the document values. These data are used in the stock valuation calculation, for example. The stock cost per unit is defined at receipt level using all the invoices, credit memos and additional invoices associated with the documents, irrespective of which documents arrived first.
Automatically create an expense for each purchase line upon validation of the purchase invoice, if the Fixed assets module is managed. The creation is carried out as follows. The expenses thus created can be viewed from the Linked expenses selection panel.

Conditions for the automatic creation of an expense

For a purchase invoice line, an expense 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 check boxes Fixed asset tracking and Expense creation need to be activated and an accounting nature needs to be specified for this account).
In addition, if the line contains a product, this product must be capitalizable (the Fixed asset check box needs to be activated in the Product setups). If the product is not capitalized, the expense is created after validation of a warning message.

An expense is also created for each invoicing element for which no invoice line distribution has been requested. This setup is carried out at the level of the Invoice type. However, when a distribution is requested, no expense is created for the invoicing element. In this case, the amount of each created expense is increased or reduced by the distributed part of the invoicing element according to the distribution terms defined at the invoicing element level.

Populating of the expense fields

The LAYOUTFAS expense table is loaded from the following tables:

Invoice header: PINVOICE
Invoice line: PINVOICED
Accounting and analytical postings: CPTANALIN

LAYOUTFAS		Table	Field	Rule
Company	CPY	PINVOICE	CPY
Site	FCY	PINVOICED	FCYLIN	Site of the invoice line if it is a financial site
Site	FCY	PINVOICE	FCY	Site of invoice header (always financial) if FCYLIN is not financial. The site of the line is kept in GEOFCY (geographical location)
Product reference	CODLOF	PINVOICE	NUM
Line number	LINLOF			Incremental number
Invoice reference	BPRVCR	PINVOICE	BPRVCR
Product ranges	ITMREF	PINVOICE	ITMREF
Supplier	BPR	PINVOICE	BPR
Journal	JOU	PINVOICE	JOU
Exchange rate type	CURTYP	PINVOICE	CURTYP
Currency	CUR	PINVOICE	CUR
Invoice date	DATVCR	PINVOICE	BPRDAT
Allocation date	DATIMP	PINVOICE	ACCDAT
Invoice type	TYPVCR	PINVOICE	INVTYP
Geographic site	GEOFCY	PINVOICED	FCYLIN
Currency rates	RATCUR	PINVOICE	RATMLT(0)
Description 1	DES	PINVOICE	<invoice type> + BPRNAM	When no product description
Description 1	DES	PINVOICED	ITMDES1	When product description not empty
Description 2	DES2	PINVOICE	INVNUM	When it is a credit memo
Granted	FLGGRA			1
Subsidy amount	FLGAMTGRA			1
Link asset	FLGLIKAAS			1
Main expenditure	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	PINVOICED	POHNUM
Product ranges	ITMREF	PINVOICED	ITMREF
Unit	UOM	PINVOICED	UOM
Quantity	QTY	PINVOICED	QTYUOM
Invoiced VAT rate	RATVAT	TABRATVAT	VATRAT
Collected VAT rate	RATVATREC	TABRATVAT	DEDRAT
Ex-tax amount	AMTNOTCUR	PINVOICED	AMTNOTLIN AMTNOTLIN + Distributed amount (DISCRGAMT1 DISCRGAMT2, ...)	According to the setup used at the level of the Invoice type: If no distribution of invoicing elements. If distribution of invoicing elements on the invoice lines.
VAT amount	AMTVATCUR	PINVOICED	AMTTAXLIN1
Collected VAT amount	AMTVATRCUR	PINVOICED	DEDTAXLIN1
Allocation	DSP	CPTANALIN	DSP
Analytical dimensions	CCE(0..20)	CPTANALIN	CCE(0..20)
Fixed asset group	ACGGRP	ITMMASTER	ACGGRP
Detail line source	LIGORI	PINVOICED	PIDLIN
Validated	FLGVAL			1
Creation user	CREUSR			GUSER
Creation date	CREDAT			Date$
Entry origin	CREORI			4

Note:

When the product has a fixed asset group, the Section associations are carried out upon expense creation.
When the company is submitted to the French legislation and the VAT collection rate does not equal 100% and the setup VATAUTVAL - VAT Automatic validation is set to No, the user must validate the VAT coefficients on the expense so that this latter become capitalized. The validation is carried out by activating the Validated check box available and visible only on the expense as long as the validation has not been 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 (GESPIH), this reference line is displayed for informational purposes only and cannot be changed. For a supplier invoice (GESBIS), the ISR reference line can be changed, but this re-initializes the invoices.

Automatic processing of the ISR reference line

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.
Validate the ISR reference line field by selecting Tab or clicking into the next field.
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.
Upon close, 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.

Note: 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, a selection screen displays where you can select the correct supplier BP account.
If no supplier BP is identified, the standard management screen of supplier BPs opens. In this screen, you can select a supplier or create a new one.
If only 1 supplier BP is returned by the search, no additional action is necessary.

The invoice entry screen 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, etc. 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 (GESPIH): 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 (GESBIS): 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 G/L 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.

Implications on the payment process

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

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

For that purpose, there are specific processes for the ISR payments in the Sage X3 payment generation process if Swiss bank files are created:

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

It is not possible to 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 on 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 no. is automatically be 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 no. belongs to a different bank ID.

The ISR reference no. cannot be transmitted for grouped payments, (i.e., 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.

Particular cases

Distribution of footer elements on credit memos:

It is possible to create credit memos that only concern footer elements. Based on their setups, these elements can be distributed in proportion to the quantities, the weights, the volumes or the amounts.

For that purpose, it is necessary to mention on the credit memo all the invoice lines on which the invoice footer needs to be distributed. If the distribution of the footer elements is carried out in proportion to the quantities, all the lines must be given a null quantity. The distribution is then performed in proportion to the quantities on the lines of the original invoices. In the same way, if the invoice footer is performed in proportion to the amounts, a net null price must be entered for each line. The distribution is then performed in proportion to the amounts on the lines of the original invoices.

Caution, if there are lines whose quantity or amount are different from zero, the distribution will only take place in proportion to the lines whose quantity or amount is different from a null value.

Distribution of the footer elements on additional invoices:

On an additional invoice, it is possible to distribute a footer element on invoice lines. From the pre-loading screen, the user chooses the invoice lines that need to be posted.

On the other hand, like for credit memos, all the lines must be positioned to a null value or a null quantity for the distribution of the footer element ( if set up as being distributed in proportion to lines or quantities) to take place in proportion to the quantities or amounts of the lines of original invoices.

As for credit memos, if there is at least one line whose quantity or amount is different from the null value, the distribution type will only be in proportion to the lines having a value.

Over-invoicing

Credit memos on invoices when the PIHCPR - Invoice price adjustment parameter (ACH chapter, INV group) is set to With landed costs.

Credit memos expressed in value and credit memos expressed in quantity

Stock adjustments concerning the cases below are explained in details in the following documentation: Basic principles for the valuation of the stocks

Menu bar

Options menu

Picking criteria

Select this action to enter selection criteria and refine the search of original documents. You can use the following criteria:

Order number,
Receipt number,
Supplier BI number,
Return number,
Invoice number (in the case of a credit memo, the original invoice number cannot be selected, it corresponds to the number which has been entered, if needed, at the level of the Management section).
Product reference

Note:

You can use the selection wildcards (*, ?).

In the case of a partial receipt, you can invoice for a single order line, the order line and the line from the receipt. The quantity suggested in picking depends on the order selected between the order and the receipt.

Let us consider the following case:

An order with an order line for a quantity of three units
A partial receipt linked to this order line of two units

If the receipt is selected first, the system suggests the 2 receipt units.

If the supplier invoice relates to three units and if the order for the balance is selected, the system suggests the uninvoiced balance of the order, that is to say a unit (the 2 other units are selected for the receipt).

However, if the order is selected first, the system suggests the total quantity of the order, that is to say 3 units.

If this quantity is reduced to one unit, the system considers that this is the invoicing for the receipts that are not invoiced yet, and not the balance of the order line that is not received yet.

If the receipt is selected secondly, the system suggests a unit because the previous unit is considered as invoiced for the order line that is already selected.

In the Distribution and A/P-A/R accounting modules, an entry which is at the origin of an invoice, a credit memo or an additional invoice cannot have a date later than the date of this invoice, credit memo or additional invoice. The picking lists and selection windows are filtered accordingly.

Customs Information

This window contains the customs information and the information necessary to the creation of the Customs Document File. On creation, some data originates from the order or the receipt and, if not, is initialized using the information in the Supplier record.

Incoterm® negotiated as well as the Incoterm® city, when needed.
When the goods transit via a forwarding agent, code and address of the forwarding agent responsible for the export and located in the European Union: information also used for the Customs Document File concerning the transportation of the goods to their export location.

The EU Information used only for the Intrastat is linked to the Intrastat activity code (DEB):

EU identification number of the customer (or EU tax number), EU transport location and EU transport method.

Information linked with the Physical flows: EU rule and Transaction nature, linked to the DEB activity code, too, comes from the setup carried out at Movement rules and natures function level.

It remains possible to modify this information as long as the invoice was not validated.

Fields

The following fields are included in this window:

Transport

Incoterm® ( EECICT)

The Incoterm® codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishment of the sales contract by a unique word similarly understood throughout the world.

The Incoterm® code, controlled in Incoterm® table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists.

Incoterm® town (ICTCTY)

It is the city associated to some types of incoterm®. For example: FOB Le Havre. A selection window is used to choose a city listed in the system. It is however possible to enter a city that is not listed.

Freight agent (FFWNUM)

The forwarding agent field is used to identify a BP appointed by the sender or the recipient to ensure transport continuity when the goods need to undergo several successive transports. The forwarding agent is controlled in the Carriers table.

The forwarding agent and their address are used in the Intrastat file to declare the flows of goods between the forwarding agent’s address and the sender’s address, or between the forwarding agent’s address and the recipient’s address.

For example, this situation applies to the shipment of goods abroad, since customs formalities are performed by a forwarding agent in another EU country. An Intrastat declaration needs to be submitted for the transfer of goods to this other EU country.

Forwarding agent address (FFWADD)

This is the address code of the forwarding agent. It is initialized with the default address of the BP corresponding to the forwarding agent. This address is used to determine whether submitting an Intrastat document is necessary for this flow.

Intrastat information

EU VAT no. (EECNUM)

This is the VAT identification number of the BP or the GB VAT number.

This European VAT number must be entered on all the invoices destined to or coming from the European Union. This number starts with two letters identifying the business partner country followed by a number depending on the country.

In France the number is comprised of FR, then 2 numbers identifying the tax office of the place where the company conducts its activities, followed by the Company tax ID no.(SIREN) of the company.

This information must necessarily be entered if the Company Registration number is set up as being mandatory for the country of the company.

Intrastat transp. location (EECLOC)

A transport location must be specified in the EU exchange declaration. It is combined with the Incoterm® code in order to determine the delivery conditions referring to the sales contract terms that specify the respective obligations of the buyer and seller.

Note:

This information is not used in the French declaration.

Intrastat transport mode (EECTRN)

The transport method by which the goods are presumed to leave their national territory on shipment (export) or to have arrived in on receipt (import). This information is used in the Customs document file.

Physical flow

Transaction nature (EECNAT)

This is the economic information on the performed transaction. The nature of the transaction is used in the Intrastat.

This information is initialized using the physical flows where it can be modified. This information can also be accessed from some financial flows (sales invoices and credit memos).

The transaction nature is initialized according to the setup of the correspondence table for the Movement rules and natures. This table is used to associate an EU rule and an EU transaction nature to each flow type. This setup can be adjusted by rule, country and group of companies.

Statistical rule (EECSCH)

The EU or statistical rules are used to specify the nature of the EU transaction from a tax or statistical point of view. The EU rule is used in the Intrastat.

This information is initialized using the physical flows where it can be modified. This information can also be accessed from some financial flows (sales invoices and credit memos).

The initialization of the nature of the transaction is carried out according to the parameters of the comparison table for the Movement rules and natures, which is used to associate an EU rule and an EEU transaction nature to each type of flow. This setup can be adjusted by rule, country and group of companies.

Error messages

In addition to the generic error messages, the following messages can appear during the entry:

No sequence number counter has been assigned to this document

This message is displayed when the assignment of sequence numbers for the Purchasing module has not been carried out. To correct this problem, it is necessary to check that the required sequence numbers do exist (if this is not the case, they should be created), then assign them to the different documents using the appropriate function (see the Pre-requisites paragraph of this documentation).

This document does not exist

This message is displayed when the user is not in creation mode and the order number entered does not exist in the table. To correct this problem, it is possible to use a selection window to search more easily for the correct code.

Incorrect date

This message is displayed when the accounting date is controlled, and the entered date is incorrect or it belongs to a fiscal year that has not been created yet for the company. To correct this problem, you can enter a new date or create and open the fiscal year and the periods for the relevant company.

Inconsistent invoice number versus previous invoice date

This message is displayed when the entered date is prior to the date of the document that has the previous journal number, and the chronological control is activated on the sequence number used on the journal type associated with the entered invoice type.

The document number is not defined over the same period.

This message is displayed when modifying the accounting date if the new date does not belong to the same accounting period, and the period component belongs to the counter used and the FRADGI - DGI N° 13L-1-06 regulation parameter (TC chapter, CPT group) is set to Yes.

Date prohibited for the module Purchasing

This message is displayed when the date entered is not contained in the authorized date range defined by the ACHSTRDAT - Purchase start date and ACHENDDAT - Purchase end date (TC chapter, CLO group) user parameters.

Fiscal year not open

This message is displayed when checking the accounting date, and this date belongs to a fiscal year that is not open for the company. To correct this problem, you can enter a new date or create and open the fiscal year and the period for the relevant company.

Period not open

This message is displayed when checking the accounting date, and the date belongs to a period that is not open for the relevant fiscal year. To correct this problem, you can enter a new date or open the relevant period.

Closed Period

This message is displayed when checking the accounting date, and this date does not belong to a closed period for the relevant fiscal year. To correct this problem, you can enter a new date or reopen the impacted period provided that the fiscal year is still open. Please refer to the recommendations for the message ‘The impact on the stocks valuation can be significant’.

The impact on the stocks valuation can be significant

This message is displayed as a warning. You have changed the invoicing value for a product on this invoice. You are advised to manually adjust the value of stock for this product as the fiscal period during which the product was received into stock has been closed.

Nonexistent control account

This message is displayed on entering the call code of the control account and the code entered does not exist or it is not compatible with the BP code entered (for example, customer collective code type).

Insertion not possible

This message is displayed if you try to insert or duplicate a line although the maximum number of lines for an invoice has been reached, as defined by the appropriate activity code.

Validity dates exceeded

This message is displayed on entering the accounting date.

Your operator rights do not authorize this value

The code of the entered payment approval is higher than the maximum code mentioned in the operator recording, Payment approval level field. To correct this problem, you must enter a payment approval code with a lower level.

Only an element that has been added manually can be deleted!

This message is displayed when you try to delete an invoicing element. The list of invoicing elements is drawn up by the list of elements of the invoicing supplier and the list of the price list structure of this invoicing supplier. These elements cannot be deleted. If one of these elements is not used, simply reset the corresponding amount to zero. Other additional elements can be added during entry: they can be deleted.

Invoicing element already present in the list!

This message is displayed when you try to add an invoicing element that is already part of the list: the same element can only appear once in the list.

No invoice line to be invoiced

This blocking message is displayed when you manually create an additional invoice line and the invoice table does not contain any invoice. The additional invoices must be entered after the invoices to which they are related.

Order XXXXXXXXXX No line to be invoiced

This blocking message is displayed when you manually create an invoice line linked to an order and all the order lines whose numbers have already been entered are already invoiced.

Receipt XXXXXXXXXX No line to be invoiced

This blocking message is displayed when you manually create an invoice line linked to a receipt and all the receipt lines are already invoiced.

Return XXXXXXXXXX No line to be invoiced

This blocking message is displayed when you manually create an invoice line linked to a return and all the return lines are already invoiced.

No record selected

This message is displayed when you interrupt the selection of lines to be invoiced for the orders, the receipts, the returns and the invoices at the same time.

Product XXXXXXXXXX: No order line to be invoiced/ Product XXXXXXXXXX: No receipt line to be invoiced/ Product XXXXXXXXXX: No return line to be invoiced/ Product XXXXXXXXXX: No invoice line to be invoiced

This blocking message is displayed when you manually create an invoice line after having entered the product reference, and the number or the line of the original document has not been entered. It means that for the relevant product, all the lines of the source document have been invoiced.

Line already invoiced or closed

This blocking message is displayed when you manually create an invoice line after you have entered the line number of the source document. It means that the selected line has already been invoiced or has been manually closed for products without receipt.

Order not fully signed!

This blocking message is displayed when you manually create an invoice line and the entered order is not completely signed.

The return is not validated.

This blocking message is displayed when you manually create a credit memo line and the return is not completely validated yet.

It does not belong to the same legal company

This blocking message is displayed when you manually create an invoice line and the original journal number entered does not belong to the same company as the invoicing site mentioned in the header.

Different invoicing supplier!

This blocking message is displayed when you manually create an invoice line and the invoicing supplier of the original journal entered is not the same as the invoicing supplier mentioned in the header.

Modification in process on another workstation

This blocking message is displayed when the invoice that you are trying to modify or delete is being used on another workstation. Wait until this invoice has been released or select another invoice.

$PORDER XXXXXXXXXX Modification in progress on another workstation/ $PINVOICE XXXXXXXXXX Modification in progress on another workstation/ $PRECEIPT XXXXXXXXXX Modification in progress on another workstation/ $PRETURNXXXXXXXXXX Modification in progress on another workstation

This blocking message is displayed when the selected original entry is being used on another workstation. Wait until the record has been released or select another one. This message can also be displayed during an update. In that case, the transaction is canceled and it is necessary to re-enter the invoice in progress.

The product is on hold [Continue End]

This message is displayed when you manually create an invoice line after you have entered the product reference. It depends on the value given to the blocking code (No/ Warning/ Blocking) mentioned in the product-supplier. If the blocking code is set to Warning, you can Continue or Abort the creation.

No line entered. Update impossible.

This blocking message is displayed when you try to create a invoice without having entered a line.

XXX Problem when retrieving the sequence number

This message is displayed in creation mode when the read of the specified sequence number is invalid and the system has been unable to retrieve a sequence number.

There are credit memos or additional invoices. Deletion prohibited!

This blocking message is displayed when you try to delete an invoice linked to credit memos or additional invoices. You need to delete these first, before deleting the invoice.

Invoice posted, modification or deletion prohibited!

This blocking message is displayed when you try to modify or delete an already posted invoice. A posted invoice can no longer be modified.

Payments carried out, deletion prohibited!

This blocking message is displayed when you try to delete an invoice associated with recorded payments.

Social and IAS accounts can be considered as fixed assets and the product cannot be considered as a fixed asset. Do you want to create the expense upon validation?

This warning message is displayed upon validation when the following conditions are met:

The Fixed assets module is managed.
The accounts are tracked.
The line has a product but the product is not capitalized.

The expenditure is created by clicking on Yes. When No is chosen, the expenditure is not created without an error generation.

No expense will be created for the line. Social and IAS accounts cannot be considered as fixed assets and the product can be considered as a fixed asset. 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.
The product is capitalized.
The accounts are not tracked.

When Yes is chosen, the expenditure is not created but no error is generated. When clicking No, the validation stops and an error occurs.

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.
1 account is tracked and the other is not.

When Yes is chosen, the expenditure is not created but no error is generated. When clicking No, 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.

No ABN number is assigned to this supplier. Please check the Supplier record before posting the invoice.

This message is displayed when the following conditions are met: the KAU - Australia activity code is activated, the AUSABNWRN - Warn supplier without ABN parameter (LOC chapter, AUS group) is set to Yes and the selected supplier is not linked to an ABN code (this code is entered on the Supplier record in the SIRET code field).

WO number: xxxxxxx : Change in progress on another workstation.

This blocking message is displayed when you try to post a purchase invoice or credit memo, but the corresponding work order is open on another workstation.

Tables used

Refer to documentation Implementation

Invoices

Prerequisites

Screen management

Header

Management tab

Lines tab

Control tab

Costs tab

Examples of the impact of additional invoices on documents

Additional invoice on order

Additional invoice on shipment

Reports

Specific actions

Particular cases

Distribution of footer elements on credit memos:

Distribution of the footer elements on additional invoices:

Over-invoicing

Credit memos expressed in value and credit memos expressed in quantity

Menu bar

Error messages

Tables used

Sage links

Page info

Sage X3 Lifecycle Policy

Invoices

Prerequisites

Screen management

Header

Block number 1

Block number 2

Management tab

Load and sales accruals

Source

Payment and management

Grid: Invoicing elements

Grid: Analytical

Amount and status

Comments

Lines tab

Preloading of the lines:

Direct entry of an invoice line:

Block number 1

Grid

Requirement selection

Amount

Block number 4

Control tab

Grid: Invoicing elements

Grid: Taxes

Lines excluding tax

Currency

Tax total

Lines including tax

Costs tab

Block number 1

Grid: Purchase cost

Examples of the impact of additional invoices on documents

Additional invoice on order

Additional invoice on shipment

Reports

Specific actions

Grid: Open item edit

Block number 2

Automatic processing of the ISR reference line

Implications on the payment process

Particular cases

Distribution of footer elements on credit memos:

Distribution of the footer elements on additional invoices:

Over-invoicing

Credit memos expressed in value and credit memos expressed in quantity

Menu bar

Header text

Footer text

Invoice address

Payment address

Picking criteria

Customs Information

Transport

Intrastat information

Physical flow

Error messages

Tables used