Invoices

Code of the invoicing site, initialized by default with the financial site associated with the operator's purchase site. This site must be an accounting site. The proposed site is modifiable and can be chosen from the list of sites authorized for the operator. This field MUST be assigned.

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

The invoice type is associated to 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.

 For further information, click here.

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.

 Remarks:

• 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 counter set up in thecounter assignement table.

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).

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 and ACHENDDAT - Purchasing end date 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 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).

This field indicates the invoicing supplier issuing the invoice.

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).

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

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 at lower level.

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

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

This field indicates the date of the supplier invoice: the date mentioned on the received invoice provided by the supplier.

This field displays the invoice number mentioned on the supplier invoice.

A check is carried out to prevent entering the same number for the same invoicing supplier several times.

This field is initialized with the paid supplier stemming form the supplier record or with the paid supplier present on the first document selected by picking.

This field indicates the currency in which the invoice prices are expressed.

The default currency is the currency of the supplier BP record. But it can be changed into the currency present on the first document selected in the invoice.

This field is initialized by the invoicing supplier exchange rate type.

An exchange rate between the movement currency and the company currency can be directly entered. The values porposed are those croming from the exchange rate type and the invoice date.

To reset the rate, click Init rate from the Actions icon. The exchange rates entered are used during the posting of the invoice.

This field is only entered for credit memos. It contains the invoice number on which the credit memo automatically displayed on each line of the credit memo.

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 establishement 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.

When creating an order, a receipt or an invoice, the incoterm code is initialized with the incoterm code defined by default for the supplier or with the original document.

It is possible to access, by tunnel, to the management function of the incoterm. However, the choice of the incoterm can no longer be modified if a product managed with a cost structure is entered in the document.
 Concerning the case of the orders, receipts and invoices, the Incoterm code is unique for the document as a whole. When transforming a document, the Incoterm code is passed on to the child document.

 The incoterm code and city/town can also be accessed via menuOptions / Customs information.

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.

This field is displayed only if the following conditions are met:

• The KSP - Spanish localization - activity code is active.
• The company to which the invoicing site is linked manages the Spanish VAT (the value of the company parameter SPAVAT - Spanish VAT (LOC chapter, SPA group) is "yes").
• This field is not set up as hidden at entry transaction level.

It makes it possible to enter the date on which the operation is carried out through customs.

When the field can be entered, it can still be changed, even though the invoice has been validated.

This field is displayed only if the following conditions are met:

• The KSP - Spanish localization - activity code is active.
• The company to which the invoicing site is linked manages the Spanish VAT (the value of the company parameter SPAVAT - Spanish VAT (LOC chapter, SPA group) is "yes").
• This field is not set up as hidden at entry transaction level.

It makes it possible to enter the name of the customs agency through whom the operation is carried out.

When the field can be entered, it can still be changed, even though the invoice has been validated.

This field is displayed only if the following conditions are met:

• The KSP - Spanish localization - activity code is active.
• The company to which the invoicing site is linked manages the Spanish VAT (the value of the company parameter SPAVAT - Spanish VAT (LOC chapter, SPA group) is "yes").
• This field is not set up as hidden at entry transaction level.

It makes it possible to enter the supplier of the original invoice received by customs.

When the field can be entered, it can still be changed, even though the invoice has been validated.

Use this field to enter a project code.
The management of this code depends on the value of the CTLOPPCOD - Mandatory project control parameter (TC chapter - MIS group).

• When the value is No, it may be a code selected freely.
• When its value is Yes, an existence check is systematically applies to the entered project code.
  You can use the Selection icon to display the list of available project codes.

The project code you enter on the document header is used to initialize the project code of the document lines and can be modified. In case of document transformation, the project code entered on the header is only used as the default values of lines with no project code. If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:

• Yes: the project code is transferred to all lines
• No: the project code is not transferred to the lines
• Yes if same value: the project code is only transferred to the lines associated to the former project code.

This field contains the internal reference of the supplier invoice. This free field is used to enter a number or an indication to identify the invoice. For instance: a counter number assigned to the invoice upon its arrival in the company.

This date is used as the basis to calculate the open items. A code at supplier level is used to mention whether this date is initialized by default to the receipt date or to the invoicing date.

Should the date be initialized to the receipt date, it will only be initialized after entering the lines taking the first receipt that occurred in time.

It is the date of the first deadline for the invoice.

The payment conditions describe the calculation rules of the open item dates in journal entry (orders, invoices and credit memos). The calculated open items can be multiple and with multiple payment modes.
The payment conditions define:

• the payment method,
• a percentage of the total of the journal (when there are multiple open items),
• an open item calculation rule in months, days, etc.,
• a payment type (open item, pre-payment, tax deduction at source).

The date used as the calculation starting point can vary with the context (invoice date or receipt date) and it is modifiable in entry mode. It remains modifiable on entry.

The default payment conditions are attached to the BP and are modifiable in entry mode. The payment condition is initialized using the payment condition of the invoicing supplier or the payment condition entered on the first document selected.

Only a discount code consistent with the legislation and company group of the document site can be entered.

The general principles linked to the multi-legislation setup are detailed here.

Specificities linked to inter-companies: for an intercompany invoice generated from a sales invoices, the payment condition is intialized from the one of the sales invoice.

The discount code is used to identify a series of discount and charge rates to be applied to a payment according to a number of early or late days with respect to the due date.

The discount code is initialized using the discount code of the invoicing supplier. It can still be modified.
Only a discount code consistent with the legislation and company group of the document site can be entered.

The general principles linked to the multi-legislation setup are detailed here.

Specificities linked to inter-companies: for an intercompany invoice generated from a sales invoices, the payment condition is intialized from the one of the sales invoice.

This is the tax rule of the invoice. The tax rule is initialized by the tax rule of the invoicing supplier or by the tax rule entered on the first document selected.

A tax rule represents the tax territoriality principle, in other words, the calculation rules to be applied to determine the tax amount.

As a general rule, by crossing a tax rule linked to the BP with a Tax level, you can determine the tax code to be applied to the document line and so, to the entry line.

Specificities linked to inter-companies: for an intercompany invoice generated from a sales invoices, the tax codes of the purchase invoice lines are recovered from:

• the tax rule of the purchase invoice initialized by the one of the sales invoice,
• tax levels of the sales invoice created from the purchase invoice.

You can only enter one tax rule consistent with the legislation and group of the company at the given site.

The general principles linked to the multi-legislation setup are detailed here.

This field is initialized to yes if the selected supplier is a contractor.

Enter the start and end ranges of the service provision period.

 For more information on the entry and use of fields, see paragraph on the Accruals at the Purchase level.

The 1099 form type indicates that a supplier is reportable to the Internal Revenue Service for payments made. Possible valid values are: None. Misc, Dividend or Interest. This value defaults from the supplier to the invoice, but can be changed.

Default box number with respect to which payments must be printed on the 1099 record. Box numbers vary according the 1099 record at use. This value defaults from the supplier to the invoice, but can be changed. Inactive 1099 boxes are not available for selection.

Invoice amount subject to a 1099 declaration. This amount is automatically calculated based on the sum of the invoice ex-tax amounts for the detail lines having the 1099 field set to Yes.

Field linked to the Belgian legislation. 

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

Reminder : the structured communication consists in specifying a single identifier on the invoices that will be used in all the banking exchanges.

The encoding number is made up of 12 numeric characters:

• 10 digits (two characters defining the year + eight characters defining a sequence number),
• 2 control digits calculated according to the check digit modulo 97 rule.

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

• If activity code KBE is abled
• If the BELVCS parameter is set to 'Yes'
• If the invoice does not have the pro forma type
• If the supplier is Belgian.

 In case of a site modification, the display of the 'VCS number' field is reinitialized.

Field subject to activity code: KPO - Portuguese localization

It is used to specify the VAT adjustment reason for the field 40, upon generation of the VAT declaration.

When choosing the reason, the possible values are the values contained in the miscellaneous table 8300.

Field subject to activity code: KPO - Portuguese localization

It is used to specify the VAT adjustment reason for the field 41, upon generation of the VAT declaration.

When choosing the reason, the possible values are the values contained in the miscellaneous table 8301.

This field indicates the number of the invoicing element identifying the associated amount (Charges, freight, packing, 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.

Only the elements manually added to the initial list can be deleted.

This field indicates the short title of the invoicing element.

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

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

This table is used to enter or view the dimension types, depending on the parameters of the invoice check entry transaction.

This field repeats the title of the dimension type.

These are the analytical dimensions initialized based on the setup of the default dimensions (PIH dimension code). These dimension codes can be modified manually if authorized by the transaction.

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 based on the Default dimensions setup. If the project code is used onto the lines, the dimension code of impacted lines is also reset.

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.

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.

The total tax-incl amount is the total amount calculated by the system using the elements from the system.

This field indicates the status of the invoice:

• pending (the invoice is not balanced yet),
• to validate (the invoice is balanced),
• validated.

The Three-way match status field has the following values:

• Unblocked: a user with unblock access can override the blocking.
• Blocked: one or several lines are blocked (a warning may also be displayed).
• Warning: one or several warnings, but no line is blocked.
• Successful: matching is successful.
• Not applicable: no matching is carried out.

This field is used to enter comments where the first line can be taken as a label for the posting according to the parameters of the automatic journal (PIHI for the purchase invoice or SIHI for the sales invoice).

The presence of this field depends on the entry transaction used.

This field is used to stipulate the document type at the origin of the invoice line. In the case of a preloading, it is automatically assigned.

The various authorized values depend on the type of invoice being processed. A "Miscellaneous" origin is used to enter a line linked to no document.

This field only becomes accessible on creation of a line.

The possible values according to the invoice type are as the following:

• Invoice: Order, Receipt and Miscellaneous,
• Additional invoice: Order, Receipt, Invoice and Miscellaneous,
• Credit memo: Invoice and Miscellaneous,
• Credit memo on return: Return and Miscellaneous.

This is the number of the original document (order, receipt, return, invoice) corresponding to the line to be invoiced.

In the case of a preloading, this field is automatically assigned.

This field only becomes accessible on creation of a line. This field can never be assigned if the origin is Miscellaneous.

• If the invoice type is "Credit memo", this field is automatically assigned using the 'Original invoice' field of the management tab.
• If the invoice type is "Additional invoice", the selection of an order as the original document is limited to the orders that have not been invoiced or closed, and it excludes the subcontract orders.
  

In this field, enter the line number of the document at the origin of the invoice line. In the case of a preloading, this number is automatically assigned.

For a open order line, you cannot enter this number directly. Click the Selection icon to select the relevant line.

This field only becomes accessible from the creation of the line.

Help common to the Order, Invoice and Buyer plan functions.

The entry of a product reference is mandatory. This field offers several possibilities.

You can:

• Directly enter a product reference.
  If the ITMFLG - Product/supplier ref. entry (ACH chapter, REF group) setup is active, you can enter either the internal reference of the product or the reference of the product at the supplier's.
  The existence of this reference is controlled in the Products file.
  The reference displayed is always the internal reference of the product and it must exist in the Product table, be active and of the Purchased product type. If the value of parameter BUYFLT - Filter by buyer (chapter ACH, group AUZ) is set to Yes, the product must be managed by the buyer. This filter is deactivated in invoice control.
  The product code is not mandatory for a line with the type Miscellaneous.
  
• Use the Actions menu to:
• Select a product from the file.
• Select a product from the list of supplier products.
• Select a product from the list of supplier-site products. From this selection window, the cursor is set by default on the first product referenced by the supplier for the chosen receiving site. You can select a different product from any other site, if it belongs to the same legal company.
• Create, according to the user's access rights, the product in the file.
• View and take into account the responses to the existing RFQs if the transaction used allows this.
  Click the Actions after the entry of the product reference to restrict the list to requests for quotes specific to this product. If you choose one of the answers linked to a request for quote, the order line is automatically loaded and the information is initialized with the elements from the original request and the answer made by the supplier.
  The quantity ordered, the unit, the descriptions, the project code and the analytical dimensions are initialized by the request for quotes. The prices and discounts and the planned due date are initialized with the information saved in the answer made to the request for quotes by the supplier.
• View and take into account the requirements related to the product (action not available in the invoice function). These requirements are expressed through purchase requests and suggestions created by the MRP calculation or the reordering schedules.
  In the Buyer plan function, you can display the requirement consideration window, even if the product reference is not entered. In all cases, all requirement types matching the selection are displayed, for all types of products. After selecting the lines and validating, the lines are automatically generated and display the proper product type, based on the origin of the requirement.
  In the Orders and Buyer plan functions, depending on the entry transaction used, the requirement consideration window can also open automatically. This window is displayed after entering the product reference, or if the product is of the Service category, after selecting the Product type (service or subcontract), when modifications are available.

The entry of the product is used to initialize the Description fields that can be modified. After entering the product, the following messages may display:

• When the product does not exist on the selected receiving site.
  This message allows you to create the site, depending on your user authorizations.
• When the product is not referenced by the supplier.
  This message can be blocking or a simple warning according to the choice made at the level of the ITMBPS - Supplier referencing (ACH chapter, REF group) general parameter.
• When the (receiving) product-site is not referenced by this supplier.
  This message can be blocking or constitute a simple warning according to the choice made at the level of the ITMBPSFCY - Supplier-site referencing (ACH chapter, REF group) general parameter.
  This control does not apply to inter-site orders.
• When the product is blocked for the supplier, or for the supplier on the receiving site.
  This can be a blocking message or a simple warning according to the value of the blocking code in the Product-Supplier or Product-Site record.
• The entered product is already subject to an open order.
  This message is a simple warning.
• The product cannot be directly ordered but must previously have been the object of a purchase request.
  This message is blocking.

For products managed in stock, it is possible to take into account the suggestions coming from the MRP calculation or those from the statistical reordering calculations as well as the purchase requests.

For products not managed in stock, only potential purchase requests can be taken into account.

In the case of subcontract products, the subcontract orders generated by manufacturing releases are the ones to suggest what purchase to perform. To order a subcontract product, requirements must exist. Otherwise, an error message will display upon entering the product reference.

The work order can be accessed from the Actions menu on the product line. This order line must apply to a sub-contract product.

Requirement selection

When entering an order and depending on the entry transaction used, if there are purchase suggestions, subcontract orders or purchase requests for the entered product, a window can automatically open to suggest that requirements be taken into account. This window is displayed after entering the product reference, or if the product is of the 'Service' category, after selecting the Product type (service or subcontract), when modifications are available.

Notes:

• If the selected product type is 'Subcontract', the requirement consideration window opens regardless of the setup used in the entry transaction. In fact, the creation of an order line for a subcontract product can only be made by consuming subcontract requirements.
• If the supplier is blocked at the Product-site level, the receiving site field is emptied and the requirement consideration window still opens.

If you do not want to take into account the requirements, simply cancel this window to return to the line entry (except for sub-contract products where the selection of the requirement is mandatory).

If you want to take requirements into account, select them in the corresponding window. This window shows the supplier code and name and the product code concerned along with its standard description.

To view the requirements on all sites, including the sites where the product-supplier is blocked, select the All sites check box. Otherwise, leave the check box cleared or only the requirements of the receiving site will be displayed. If the receiving site is empty as a consequence of the supplier being blocked on the Product-site record, the requirements of the default receiving site are displayed.

Likewise, you can adjust the display of the requirement lines according to the criterion of back-to-back orders.

A date can also be entered to limit the proposition in time. This date will be applied by default to the requirement end date, but it can be applied to the requirement start date according to the Requirement selection section. If no date is specified, all suggestions, purchase requests or subcontract orders are suggested.

Click Criteria to enter sorting criteria and additional selection criteria, including the entry of ranges related to the project code, the document or the original document, and a filter on the suggestion type.

You must then enter the unit in which the requirements quantities must be expressed. By default, the stock unit is suggested but it can be modified if it was picked in one of the following units: Purchase Unit, Packing unit, Stock unit of the product. Requirement lines are then displayed with, for each one:

• The start and end dates of the requirement, the site and the buyer code.
• The quantity taken into account. This quantity can be initialized by default in two different ways:

• by the requirement quantity when no supplier is assigned to the requirement or when the supplier specified in the requirement line is identical to the supplier in the order,
• to zero when the supplier specified in the requirement line is different from the supplier in the order.

• The 'Blocking' status being mentioned against the product-site-supplier.

• If the line is blocked, the Blocking field is set to 'Yes'. The line cannot be entered and cannot be considered.
• If the line is linked to a warning, the Blocking field is set to 'No'. The quantity is initialized to zero but you can still enter a quantity. You can only select this line manually. You cannot use the Include all action.

• The Exclude all and Include all actions apply to all requirement lines, except from blocked lines and lines with a warning. They make it possible to reset the selected quantity to zero or to preload it. If there is a minimum quantity in the product-supplier record for the considered product, this quantity is suggested for the selected quantity, even if it is greater than the requirement quantity. A blocking message prohibits the entry of a quantity inferior to this minimum quantity.

• Various information such as the weight and volume for the considered quantities, the purchase request line and number (if the requirement is related to a purchase request), the supplier, the order type and number in the WIP and the requirement origin (MRP, MPS, Purchasing or Manufacturing).
• The supplier (or back-to-back supplier) is set to the default supplier (or default back-to-back supplier) defined on the Product-site record or Product-supplier record> (for more information on the supplier initialization rules, please refer to the documentation on the Product record).
• If you modify the receiving site, a message is displayed suggesting that you search for the new default supplier (or default back-to-back supplier) for this product-site.
• If the product is not referenced by the supplier, a blocking or warning message can be displayed based on the value of the ITMBPS - Supplier referencing parameter (ACH chapter, REF group).
• If the (receiving) product-site is not referenced by the supplier, a blocking or warning message can be displayed based on the value of the ITMBPSFCY - Supplier-site referencing general parameter (ACH chapter, REF group). If this message is blocking, you can still proceed with your entry but the Receiving site field must be set as available for entry for the entry transaction. In this case, the Receiving site field is emptied. You must then enter a site where the product-supplier is referenced, or for which the ITMBPSFCY - Supplier-site referencing parameter is not defined as blocking.

After entering the unit, you can automatically enter the quantity to be taken into account, which is the only information that can be entered on this screen. If you want to sort the suggested list by requirement start date (default sort), by requirement end date or by site, you have to exit the entry mode and use the Actions icon to choose the required sort. At this stage, if the requirement line is taken from a purchase request, you can also tunnel access the purchase request for inquiry.

The suggested quantity taken into account can be modified on the condition that the quantity entered is less than or equal to the requirement quantity, which can be the case if, for instance, you wish to take into account only part of the requirement. If you wish to exclude requirement lines, enter a null quantity. Click the Actions icon to select the total requirement quantity.

For subcontract products, always enter the required quantity in the screen dedicated to the taking into account of requirements. In fact, the creation of an order line for a subcontract product can only be made by consuming subcontract requirements. It remains possible to order a quantity greater than the requirement expressed by the manufacturing service. To do so, modify the ordered quantity once the order line has been generated.

For products managed by direct back-to-back order, the quantity cannot be modified.

Purchase back-to-back orders are prohibited when the PURCTLPRI0 - Purchase price existence control parameter (ACH chapter, PRI group) is set to 'Control' and the product has no price:

• the system has not found a purchase price list for the back-to-back order supplier,
• no purchase base price is entered on the product record,
• the product has no standard cost, or the PURPRICE - Price by default standard cost parameter (ACH chapter, PRI group) is set to 'No'.

Once this process is complete, if when entering the product, you have previously selected an invitation to tender response, an additional check is carried out and a warning message appears when the total requirement quantity is less than that mentioned in the response. You can cancel or proceed with your entry. In addition, another message allows you to decide if the order lines must be valued or not at the price entered in the request for quote response.

After validation, requirement lines taken into account are then sorted by product, by site, by supplier, and by project code and then lines are grouped by site, by analytical dimension, by project code and by description for generic products. Subcontract requirements are never grouped.

By using an entry point, it is possible to modify the grouping of the these orders (see the entry point ECLBESOINS).

For order lines generated from a requirement linked to a purchase request, after creating the order line, click the Actions icon to view all purchase request lines that have not be consumed. An inquiry screen appears and by tunnel it is possible to access each of the associated purchase requests.

When the requirements taken into account in an order line concern more than one purchase request, it will not be possible to reduce the order line quantity (however it can be increased). When the requirements concern a single purchase request and the quantity is reduced, this reduction will update the WIP quantity in the purchase request and the order, as well as the consumption information in the purchase request. It will also update the precommitments if necessary.

Inter-company specificities:

Inter-site orders:

You can only enter products of the Received / Deliverable type.

Inter-company orders:

You cannot enter a product of the Received / Not deliverable type.

For the same inter-company purchase order, the product of the first entered line determines the category of the generated sales order. A control is applied to the type of each product that you add so consistency is ensured at the level of the sales order category.

• If the first product is Received / Deliverable or Non received / Non deliverable, the category of the generated sales order is 'Normal'. You can only add products:

• of the Received / Deliverable type. These product lines use the Delivery/Sales invoice flow.
• of the Not received / Not deliverable type. These product lines are invoiced using the invoicing schedule.

• If the first product is Not received / Deliverable, the category of the generated sales order is 'Direct invoicing'. All lines are directly invoiced with no delivery. You can only add products:

• of the Not received / Deliverable type,
• of the Not received / Not deliverable type.

When creating a purchase order, even if you delete the product on the first line, the sales order category defined is kept as long as the table contains at least one line. In order to reinitialize the sales order and its category, you must delete all the entered lines.

When modifying a purchase order, if the sales order has already been generated, its category can never be modified, even if you delete all the purchase order lines. You can only enter products of a type compatible with the initial category. However, if the sales order has not been generated yet (e.g. if the signature management is active and the purchase order has not been signed yet), you can delete all the lines, enter a product line of any other type and finally modify the category of the sales order to generated, if needed.

The subcontract products are not allowed for this type of orders.

This is the description translated into the supplier's language. When the order stems from an other document, the standard description is inherited from the source line.

This description will be printed on the invoice document.

The product record can be accessed from this field using a tunnel.

This is the description entered on the product record. This description is transferred from the sales invoice to the purchase invoice in case of inter-company invoicing. When the invoice stems from another document, the standard description is inherited from the source line.

You cannot enter the product type:

• When picking documents, the product type is derived from this document: Standard, Service or subcontracting.
• In direct invoicing, you cannot select the Sub-contracting product type. The product must be of the Standard or Service type.
• When entering an additional invoice, the product type is derived from the source document line or from the product selected in picking, except if you entered the product before picking. In the latter case, all lines keep the same type as the one of the specified product.

Inter-company specificities: in the case of an inter-company invoice, the product type is derived from the source purchase document if this type specified. Otherwise, it is automatically determined as a Standard type or Service type, based on the given product.

The presence of this field depends on the entry transaction used.

This is the invoicing unit. This unit is fed by the supplier purchase unit or by the purchase unit of the original document.

This is the invoiced quantity expressed by default in purchase unit. The initialization value of this quantity depends on the PIHQTYAQR - Invoiceable quantity parameter (ACH chapter, INV group).

If the entered quantity is less than the quantity remaining to invoice, a window is displayed to specify whether the line must be subject to a partial invoicing.

If the entered quantity is greater than the remaining quantity, a warning message is displayed.

When picking receipt lines, completely returned lines which cannot be invoiced (the invoiced quantity is empty) are not displayed by default. These lines can be displayed by affecting the value Yes to the PIHQTYRET - Returned quantity invoicing parameter (ACH chapter, INV group).

This is the unitary net price for the receipt line calculated from the gross price affected by any discounts and charges. This information cannot be accessed.

From this field, use the Actions icon to:

• View the reasons associated with the price as well as the different discounts and charges fields
• View the list of the last 10 order prices
• View the price lists
• Have a detailed explanation available describing how the net price is obtained

If the entered price is null, a message appears to request confirmation. However, this message is not displayed for the components of a BOM, for free items and for deliveries not to be invoiced.

A process for the Free items is triggered at the end of the delivery line. This processing generates all the free product lines (Gross price and discounts set to 0). If the value of the FOCPRI - Free product valuation parameter (VEN chapter, PRI group) is ‘Yes’, a price list search is triggered for the free item to assign it a gross price. The assigned price is compensated for, either by a line discount in percentage or a line discount in amount (according to the order of discounts) to obtain a zero net price.

When you click Create to save the delivery, and based on the value of the GRPPRI - Grouped price lists parameter, a message can be displayed, suggesting that a new price list search is run to determine the specificities globally linked to the delivery. At the end of the processing, the following can be generated on some product lines:

• a new gross price or new discounts or new charges for the line,
• free products that are not associated with a specific line.

When there is a difference between the receipt cost and the invoice cost (if the invoice line comes from a receipt line) and if the invoice setup PIHCPR- Price adjustment has "With approximation coefficient" as value, the value that can be impacted on the stocks (if the management of the adjustments of the entry stock value) will be determined by impacting the net amount of the invoice line by the landed costs calculated in the receipt line.

This field indicates the line ex-tax amount: if a quantity has been entered on the line, this field is the result of the multiplication of the net price per unit by the quantity.

This total can be modified to correct, for example, rounding variances. After modification, the unit price is adjusted if a quantity is entered.

A purely financial line without quantity can effectively be entered and in that case only the ex-tax amount of the line can be accessed.

This is the currency in which the amounts displayed in the previous columns are expressed. This information cannot be accessed.

When the invoice comes from an order line or a receipt line, the currency code inherits the currency code from the original document.

In the case of a direct invoicing line, the currency is loaded with the currency of the invoice header and corresponds to the currency of the supplier.

The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.

The evaluation of these costs can be performed according to one of the two following methods:

• global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account,
• method in which a set of costs detailed in a cost structure is taken into account.

Only one method can be used, the choice of this method is performed at the level of the product management.

This field is used to impact the net amount of the invoice line by including costs that have been previously estimated. The presence of this field depends on the entry transaction used.

The taking into account of landed costs in the invoice is however subject to parameter PIHCPR - Invoice price adjustment:

• If this parameter is set to Without landed costs, the landed cost coefficient is automatically loaded with the value 1 in the case of an invoicing performed via the selection of an order or a receipt.
  
• If this parameter is set to With landed costs, the landed cost coefficient is loaded with the value of the landed cost coefficient of the document originating the invoice in the case of an invoicing performed via the selection of an order or a receipt.
  

This information can never be modified.

To display this calculated landed costs amount, click Line cost from the Actions icon available on the line. This amount is presented on the Cost detail tab on the Undetailed costs table.

No landed cost coefficient is applied to additional invoices and credit memos.

The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.

The evaluation of these costs can be performed according to one of the two following methods:

• global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account,
• method in which a set of costs detailed in a cost structure is taken into account.

Only one method can be used, the choice of this method is performed at the level of the product management.

The presence of this field depends on the entry transaction used. When it is displayed, this value is expressed in the company currency. It can never be modified.

The taking into account of landed costs in the invoice is however subject to parameter PIHCPR - Invoice price adjustment:

• If this parameter is set to Without landed costs, the fixed cost per unit is automatically loaded with the value 0 in the case of an invoicing performed via the selection of an order or a receipt.
• If this parameter is set to With landed costs, the fixed cost per unit is loaded with the value of the fixed cost per unit of the document originating the invoice in the case of an invoicing performed via the selection of an order or a receipt.
  

To display this calculated landed costs amount, click Line cost from the Actions icon available on the line. This amount is presented on the Cost detail tab on the Undetailed costs table.

The management of landed costs makes it possible to quantify the routing costs of the goods ordered from a supplier and to allocate them to the products upon order, receipt or invoice. These costs are used for the calculation of the purchase cost and stock cost.

The evaluation of these costs can be performed according to one of the two following methods:

• global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account,
• method in which a set of costs detailed in a cost structure is taken into account.

Only one method can be used, the choice of this method is performed at the level of the product management.

A cost structure details all the costs that are considered as fixed costs and can be identified at the time of the purchase. These costs are expressed in the currency of the company.

The presence of this field depends on the entry transaction used but the value it contains can never be modified.

To display the costs considered in the cost structure, click Line cost from the Actions icon available on the line. The costs are presented on the Cost detail tab on the Direct costs table.

No cost structure is applied to additional invoices and credit memos.

This information, which cannot be modified, is displayed if the transaction authorizes it.

The purchase cost per unit, which cannot be modified, is expressed in the company currency. It is equal to the result of the following calculation:

Line purchase cost / Quantity (in STK)

 This amount is never calculated during the entry process but only when saving the document.

The purchase cost corresponds to the amount totaling the stock cost and the costs that remain payable by the buyer and are not used for stock valuation (transportation cost, non-deductible taxes, etc.).

It cannot be modified and is displayed only if the transaction authorizes it. It is expressed in the currency of the company.

 This amount is never calculated during the entry process but only when saving the invoice.
Its calculation method varies according to whether or not the landed costs are taken into account (parameter PIHCPR - Invoice price adjustment, chapter ACH, group INV).

Parameter PIHCPR is set to:'With landed costs':

• Upon direct invoicing, the calculation mode of the purchase cost varies according to the method used to evaluate the landed costs. The calculation mode is the following:
  
• Global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account:
  Purchase cost =
  [ Total of the line net price (line amount -tax) * Landed cost coefficient ]
  + total of the line fixed cost (fixed cost per unit * quantity in PUR)
  + total of the line invoicing elements
  + total of the line non-deductible taxes.
  
• Method in which a set of costs detailed in a cost structure is taken into account:
  Purchase cost =
  Total of the line net price (line amount -tax)
  + total of the line product costs (originating from the cost structure)
  + total of the line invoicing elements
  + total of the line non-deductible taxes.
  
• When the invoicing is performed by selecting a receipt or an order, the purchase cost is loaded with the stock cost per unit of the document originating the invoice provided the information related to the price and quantity is not modified.

Parameter PIHCPR is set to:'Without landed costs'

• Upon direct invoicing, its calculation mode is the following:
  Total of the line net price (line amount -tax) 
  + total of the line invoicing elements
  + total of the line non-deductible taxes.
  
• When the invoicing is performed by selecting a receipt or an order, it is not loaded with the purchase cost of the document originating the invoice; instead, it is recalculated without taking into account the landed costs of the original document.

 The non-deductible tax amount is displayed in the window entitled Line cost available on the Actionsicon.

No purchase cost is calculated in the case of additional invoices and credit memos.

This is the stock cost per unit of the product, expressed in the currency of the company.
It can also be viewed in the stock detail window. 

Its calculation method varies according to whether or not the landed costs are taken into account (parameter PIHCPR - Invoice price adjustment, chapter ACH, group INV).

Parameter PIHCPR is set to: "With landed costs" :

• Upon direct invoicing, its calculation mode varies according to the method used to evaluate the landed costs. The calculation mode is the following: 
• Global method in which a Landed cost coefficient is applied and/or a Fixed cost per unit is taken into account:
  (Net price * Landed cost coefficient) + fixed cost per unit (expressed in PUR and converted into STK) + valued invoicing elements (for one stock unit) + non-deductible tax (if parameter NODVATSTO - Non-deductible taxes in stock is set to "Yes") for one stock unit.
  This result is converted into the currency of the company using the exchange rate type specified in tab "Management".
• Method in which a set of costs detailed in a cost structure is taken into account:
• When the invoicing is performed by selecting a receipt or an order, it is loaded with the stock cost per unit of the document originating the invoice.

Parameter PIHCPR is set to: "Without landed costs" :

• Upon direct invoicing, its calculation mode is the following:
  Net price + valued invoicing elements
  This result is converted into the currency of the company using the exchange rate type specified in tab "Management".
  
• When the invoicing is performed by selecting a receipt or an order, it is not loaded with the stock cost per unit of the document originating the invoice; instead, it is recalculated without taking into account the landed costs of the original document.

Comments:

• This amount is never calculated during the entry process but only when saving the document.
•  No stock cost per unit is calculated for the lines originating from a return or a credit memo.

This field, which cannot be modified, is displayed if the transaction authorizes it.
It displays the amount of the costs used for stock valuation, expressed in the company currency.

Notes:

• When the order has the inter-site type, the stock cost calculation does not include the line amount, nor the non-deductible taxes. The invoicing elements are taken into account only if the BETFCYCST - Integration of invoicing elements parameter (ACH chapter, COS group) is set to 'Yes'.
• This amount is never calculated during entry but only when saving the document.

Its calculation mode varies according to the method used to value the landed costs:

• Global method where a Landed cost coefficient is applied and/or a method where a Fixed cost per unit is applied:

Line amount -tax * Landed cost coefficient

+ fixed cost per unit (expressed in PUR and converted into STK) * quantity in PUR

+ total of the valued invoicing elements of the line (the elements taken into account are only the ones with the Stock valuation flag set to: 'Yes')

+ total of the non-deductible taxes of the line (if parameter NODVATSTO - Non-deductible taxes in stock is set to ‘Yes’).

This result is converted into the currency of the company using the exchange rate type specified the Management section.

Example for the calculation of the Stock cost of the line (without invoicing elements):

- Hypothesis: the company currency and the document currency are identical (€).

- Net price: €10/box

- Landed cost coefficient: 1.3

- Fixed cost per unit: €20

- 1 box = 15 STK

- Non-deductible tax: 16.9 % but the NODVATSTO parameter - Non-deductible taxes in stock is set to "No".

--> For an order of 1 box:

Stock cost = (10 * 1.3 ) + 20 = €33

The stock cost per unit is the following: €33 /15 STK = €2.20

--> For an order of 5 boxes:

Stock cost = [(10 * 5) * 1.3 ] + (20 * 5) = €165

The stock cost per unit is the following: €165 / 75 STK = €2.20

Example for the calculation of the stock cost of the line (with invoicing elements):

- Hypothesis: the company currency and the document currency are identical (€).

- Net price: €10/box

- Landed cost coefficient: 1.3

- Fixed cost per unit: €20

- 1 box = 15 STK

- Valued invoicing element (transportation): €10

- Non-valued invoicing element (unloading): €7

- Non-deductible tax: 16.9 % but the NODVATSTO parameter - Non-deductible taxes in stock is set to "No".

--> For an order of 5 boxes:

Stock cost = [(10 * 5) * 1.3 ] + (20 * 5) + 10 = €175

The stock cost per unit is €70 / 75 STK = €2.33

Example for the calculation of the stock cost of the line (with invoicing elements):

- Hypothesis: the company currency and the document currency are different.

Company currency: $

Document currency: € - Conversion: €1 = $1.40

- Net price (in document currency): €10/box, converted into company currency --> $14/box

- Landed cost coefficient: 1.3

- Fixed cost per unit (in the currency specified in the Product record): $30

- 1 box = 15 STK

- Valued invoicing elements (transportation) (in document currency): €15, converted into company currency --> $21

- Non-deductible tax: 16.9 % but the NODVATSTO parameter - Non-deductible taxes in stock is set to "No".

--> For an order of 1 box:

Stock cost = (14 * 1.3) + 30 + 21 = $69.20

The stock cost per unit is the following: $69.20 / 15 STK = $4.61

• Method in which a set of costs detailed in a cost structure is taken into account:

Line amount -tax

+ costs of the cost structure

+ total of the valued invoicing elements of the line (the elements considered are only the ones with the "Stock valuation" flag set to: "Yes").

+ total of the non-deductible taxes (if the NODVATSTO parameter - Non-deductible taxes in stock is set to ‘Yes’)

Example for the calculation of the stock cost of the line:

- Hypothesis:

- the company currency and the document currency are identical (€)

- Incoterm Ex-Works (all the costs are paid by the buyer)

- Net price: €10/box

- Valued direct costs: 20 % of the net price

- Non-valued direct costs (calculation mode: unit price per box): €20 per box

- 1 box = 15 STK

- Valued invoicing element (transportation): €10

- Non-valued invoicing element (unloading): €7

- Non-deductible tax: 16.9 % but the NODVATSTO parameter - Non-deductible taxes in stock is set to "No".

--> For an order of 5 boxes:

Line amount -tax: 5 boxes * €10 = €50

+ Valued costs of the cost structure: €50 * 20 % = €10

+ Total of the valued invoicing elements: €10

Stock cost = 50 + 10 + 10 = €70

The stock cost per unit is the following: €70 / 75 STK = €0.933

This is the currency in which the stock is valued (accounting currency of the company). The stock cost per unit and the order unit price are expressed in this currency.

This information cannot be modified.

The 1099 flag is used to indicate whether a line is submitted to a 1099 declaration. If the supplier must be subjected to a 1099 declaration, the default value of this line will then be positioned to Yes. If a line for this supplier is not subject to 1099, then this flag can be changed to No and the line will not be included in reportable 1099 amount.

The project code of the document line is initialized with the header code and in case of document transformation, with the code of the selected document lines. The following lines can have a different project code.

You can only modify the project code of lines if entering this field is authorized by the chosen entry transaction.

If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:

• Yes: the project code is transferred to all lines
• No: the project code is not transferred to the lines
• Yes if same value: the project code is only transferred to the lines associated to the former project code.

In modification mode, the management of this code depends on the value of the CTLOPPCOD - Mandatory project control parameter (TC chapter - MIS group).

• When the value is No, it may be a code selected freely.
• When its value is Yes, an existence check is systematically applies to the entered project code.
  You can use the Selection icon to display the list of available project codes.

The PJTSNGDOC - One project per document parameter (TC chapter, MIS group) does not apply in invoice management: invoices, additional invoices and credit memos are onl managed in multiple-project mode. A supplier must indeed be able to issue grouped invoices related to various orders/receipts applying to different projects.

When an analytical dimension type is used for the Project management tracking, then any modification of the project code made at header level will be redistributed to the lines; if the modification applies to a document line, then the dimension code of the dimension type will be reset. This reinitialization is compliant with the Default dimensions setup.

Inter-company specificities: for inter-company invoices, the project code is not recovered from the sales invoice line but from the purchase receipt line or from the line of the source purchase order.

These fields indicate the purchase accounting accounts. The charts of accounts that can be accessed depend on the account core model associated with the company of the movement. If these fields are not entered the account will be automatically determined by the accounting code for the product according to the setups for the automatic journal.

 The presence of this field depends on the entry transaction used.

These accounts are loaded by default according to the accounts displayed on the document line from which the invoice line is originated.

 When no product code is displayed on the line the main account must be entered.

When entering a direct invoice with a line of Miscellaneous type and without product code, the account is initialized by the purchase account of the supplier.

The tax code and the purchase type are initialized in that case, according to the information of the account used (account of the main general ledger).

The presence of this information depends on the transaction setup.

The purchase types are Purchase, Fixed assets and Service. When the invoice line originates from a document line, the purchase type is inherited from this document line.

In the case of a miscellaneous invoice line, the purchase type will be initialized as a function of the posting of the tax associated with the general account entered.

If the invoice line is the object of a credit memo, the purchase type will be displayed on the credit memo line.

This is the allocation processing key for the invoice line.

It can be directly entered on the line. When it is the case, the analytical dimensions possibly entered are deleted.

When entering an invoice line, the analytical dimension are initialized based on the setup of default dimensions (PID code). These dimension codes can be modified manually if authorized by the transaction.

If the invoice line originates from a document line, the analytical dimension types are loaded by the analytical dimensions on the source document.

If analytical dimension types are not specified on the source document, an attempt to initialize these analytical dimension types is made according to the Default dimension code.
When an analytical dimension is used for project management tracking, any modification of the project code on the document line leads to the dimension code being reset based on the Default dimensions setup.

In the case of an inter-site or inter-company invoicing, analytical dimension types can also inherit from the sales invoice dimension types, based on the default dimension code on the invoice line (PID).

This field is used to enter a first tax code to apply to the invoiced product.

The tax codes (VAT, additional taxes, special taxes and/or provincial taxes) can be modified on the order line if the transaction authorizes it.

Only the tax codes in phase with the legislation and the group of the site company can be entered.

The general principles linked to the multi-legislation setup are detailed here.

They are normally initialized according to the tax determination rules that most often stem from crossing the supplier tax rule with the tax levels of the entered product.

If the return line has a document line as its origin, the tax codes will then be inherited from the document line.

If the invoice line has a sales invoice as its origin, the various tax codes will be revaluated according to the context and will be inherited from the original purchase document.

Upon transforming an invoice line into a credit memo line, the tax codes entered on the invoice line are transferred to this document. The right click is used to select a tax code for each tax level.

This field is used to enter a second tax code to apply to the product ordered on the line. This concerns additional or special taxes.

This field is used to enter a third tax code to apply to the product ordered on the line. This concerns additional or special taxes.

This field is used to indicate the receipt tax to apply to the product.

This tax stems from the tax determination parameters or is entered manually.

 The activity code linked to the provincial taxes must be activated beforehand.

This field is used to indicate the issue tax to apply to the product.

This tax stems from the tax determination parameters or is entered manually.

 The activity code linked to the provincial taxes must be activated beforehand.

This field is used to indicate an additional tax to apply to the product.

This tax stems from the tax determination parameters or is entered manually.

 The activity code linked to the provincial taxes must be activated beforehand.

This field is used to indicate an additional tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
 The activity code linked to the provincial taxes must be activated beforehand.

Enter the start and end ranges of the service provision period.

 For more information on the entry and use of fields, see paragraph on the Accruals at the Purchase level.

Enter the frequency(number of days, weeks, decades or months).

This information indicates if there is a quantity variance between the entered invoice line coming from the supplier and the source document line.

This information indicates if there is a price variance between the entered invoice line coming from the supplier and the source document line.

This field displays the tolerance code of the order line. This field is loaded in the following way:

• the program searches if a tolerance code is specified in the product/supplier record,
• if no value is found by the program, a search is performed at the level of the product record,
• finally, the control is carried out at the level of the supplier record,
• if no code has been specified: no tolerance code is applied to the line.

Field management (depends on the entry transaction setup)

• If the entry transaction authorizes the entry of the tolerance code, the code can be modified as long as the order has not been closed.
• If the entry transaction authorizes the display of the tolerance code, a default code is assigned and cannot be modified.
• If the entry transaction does not authorize the display of the column, the default code is invisible.

 A tolerance code can be assigned by default whatever the purchase order type (back-to-back, manual or planning workbench).

This field is displayed only if the following conditions are met:

• The KPO - Portuguese localization activity code is active.
• The company to which the invoicing site is linked manages the Portuguese VAT (the value of the company parameter PORVAT - Portuguese VAT (LOC chapter, POR group) is "yes").
• This field is not set up as hidden at entry transaction level.

 This field is initialized:

• on the first line: with the supplier EU VAT number indicated in the invoice header,
• on each of the next lines: with the EU VAT number indicated on the line preceding the current line or, if not, with that of the supplier indicated in the invoice header.

It can still be modified if it is set up to accept entries at entry transaction level and if the invoice is not validated.

This field, subject to an entry transaction, is used only for:

• Additional invoices.
  This field is set to Yes by default. The value of this field can also correspond to the value entered during the invoice line preloading.
• Yes: the amount is considered as an additional cost in the calculation of the actual purchase cost of the various document lines (order and receipt) and in the stock valuation.
• No: the amount corresponds to an update of the selected cost that is contained in the cost structure of the original documents.

The value of this field on the additional invoice line also impacts the invoicing elements distributed on the lines:

• If this field is set to Yes on the additional invoice line and the invoicing element is set to be valued in stock, then the invoice element amount is considered in the stock valuation.
• If this field is set to No on the additional invoice line, then the invoicing element amount is not considered in the stock valuation, even if this invoicing element is set to be valued in stock.
• Invoicing elements which are set up as not valued in stock are never considered in the stock valuation, regardless of the New cost field value on the additional invoice line.

• Credit memos on additional invoices.
  This field recalls the setup used on the additional invoice.

This field is displayed only for:

• Additional invoices;
  It is specified if the invoice does not represent a "New cost" but a cost contained in the cost structure of the original document. By default, it is the cost entered during the creation of the additional invoice, but it can be modified.
• Credit memos on additional invoices.
  It retrieves the cost specified in the additional invoice.

This is the total ex-tax amount for the invoice lines expressed in the invoice currency.