Invoicing Elements

Use this field to enter the number that identifies the invoicing element. This number ranges from 1 to 999
The invoicing elements correspond to headings calculated during the valuation phases of documents (orders, invoices, etc.).
These headings can be populated using:

• Totals from other headings
• Values from the document (ex-tax bases, totals of columns)
• Tables linked to the document (BP, carrier price list)

For invoicing elements specified as SST document discount for a company, you cannot edit the following fields:

• Tax rule = fixed rate
• Tax level selection = blank
• Calculation base = before tax calculation
• SST tax code = not blank

This long description is used as a title in screens and reports.

By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
You can add your translation in another language using the Translation function:

• Click Translation from the Actions icon in the corresponding field.
• In the Translation window, add a new language code with the translation in this language.

A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

The connection language must be defined as a default language for thefolder.

This short title is used as a title in screens and reports.
The short description, long description or column header for a given data are saved by default (in creation/update mode) in the user's connection language.
You can translate these elements into another language using the On line translation function.

• Click Translation from the Actions icon in the corresponding field.
• In the On line translation window, add a new language code and the translation into this language.

This field indicates the product reference identifying a sales or purchase invocing element in the datawarehouse and used by the Business Intelligence functions.
This fields is only used in a context of Business Intelligence. It is liable to the ABI activity code and is used to process the invoicing elements as product lines.

This field is used to specify whether the invoicing element is active or not.
The activity of the element is represented by two values: Modifiable or Non-modifiable.

• Inactive: indicates that the element is not in use.
  The fields associated to the position of the element cannot be accessed in the function used to position the elements. If an element already created is made inactive only the fields with a null position will not be accessible in the table used to organize the invoicing elements among them.
  The other values remain accessible, this means that they can be modified and thus free the position by giving them a null value,
   For an element to become inactive, it is imperative that all associated positions are null, if not, the element will not be deactivated for the positions assigned to the respective documents (it could even be calculated on the invoice if it remains accessible in the Discounts and charges grid of the invoice).
• Modifiable: indicates that the element set up can be modified at all invoicing levels for which it has been set up (from the customer record to the invoice).
• Non-modifiable: indicates that the element will be used at the invoice footer without any possibility to modify the value that it represent.
  This element does not appear in the 'Discount and charges' table, but it will be calculated in the Invoice valuation tab.
  It is possible, for example, to use this option for aggregate footers (summary of several footers) that do not have the option to have a value entered.
  If an element already created is made non-modifiable only the fields with a null position will not be accessible in the table used to position the invoicing elements among them. The other values remain accessible, this means that they can be modified and thus freeing the position by giving them a null value.
   For an element to become non-modifiable, it is imperative that all associated positions are null. If not, the element will remain accessible for the positions allocated in the respective documents.

 The invoicing elements that are used at the document line level (at the time of the structure code parameterization) must have the value Modifiable.

Help common to purchase and sales invoicing elements.

This information is used at invoice level, only when the DEPMGTMOD - Early discounts management mode parameter is set to 'Tax discounts' or 'Discount on tax (exempt)/Global' (for this last value: update 8.0.0 and higher).

When this box is checked, the invoicing element can be associated to a discount code In this case, the discount is carried out on the VAT, without affecting the tax excluding amounts.

The discount on tax operates like an early discount.
On the sales invoice, this invoicing element neither appears in the invoicing element grid (invoicing tab), nor in the invoice valuation grid. Only the bases subject to the taxes of VAT type are decreased.

The discount calculation is carried out in the tax grid and in the invoicing element grid where it decreases the base subject to all the main taxes.

In the case of a document which is entered tax excluded, only the tax is impacted by this type of invoicing element. When the document is entered tax-included, the tax included amount is also impacted by the discount on tax.

No tax rule, accounting code or analytical dimension can affect this invoicing element because only the total invoice amount and the VAT accounts are impacted.

This field makes it possible to specify whether the invoicing element is subject to an early discount and taken into account in the calculation of the discountable basis.

 Notes:

• An invoicing element of the type "Decrease" will always be subject to an early discount and taken into account in the calculation of the discountable basis: indeed, the basis must not become greater than the amount of the invoice.
• This setup is not applied when the company parameter DEPMGTMOD - Early discounts management mode (TC chapter, INV group) has the following values:
• Discount on tax
• Distribution by VAT (account level)
• Discount on tax (exempt)/Global (update 8.0.0 and higher)

In this case, all the invoicing elements are systematically considered as subject to an early discount.

This field is used to specify whether the invoicing element is expressed in percentage or in amount.
 When the 'Amount' radio button is checked, the Shown in field is activated: it is then possible to specify whether the invoicing element is entered ex-tax or tax-incl.

This is the sign (increase or decrease) of the column. An increase corresponds to a charge, a decrease corresponds to a discount.

An invoicing element of "Decrease" type must be subject to discount and taken into account in the calculation of the discountable basis.
 The amounts or percentages will always be entered as positive numbers.

This field is used to specify the customer determining the value of the invoicing element (order customer or bill-to customer).

This is the default value, expressed in folder currency. This value, specified upon setup, corresponds to the default value initialized in the customer record, the order, the delivery and/or the invoice.

This drop-down list is used to specify whether this invoicing element is entered on each document as 'Ex-tax' or 'Tax-incl'.
 The 'Amount' box must checked in the Type of value zone to activate this list.

Use this field to define whether this element must be applied to the tax-excluded or tax-included amount.
This information is particularly useful when the element has the Rate type:
Ex-tax amount

The system applies the discount or the costs to the tax-excluded amount. Taxes are then applied to this new basis.

Tax incl amount

The principle is that the invoicing element applies to the tax-included amount for an element having the Rate type, or that the amount is a tax-excluded amount for an element expressed in value. This means that the tax detail cannot be determined. In that case, the tax code used originates from the EXETAX - Exempt tax code parameter (TC chapter, VAT group).

When the invoicing element has the Rate type, you can use the Action and Processing fields to define an application basis different from the tax-included or tax-excluded amount.

Use this field when you need to use a calculation basis other than the tax-excluded or tax-included amount. You may need to include one or several other invoicing elements into the calculation basis, for example, you may need to apply a discount to another invoicing element.
Enter here the code of the action used to calculate this new basis.
You must also:

• Enter the name of the script containing this action in the Processing field
• Determine the calculation order for each invoicing element
    This field can only be accessed for entered invoicing elements. It is not used for invoicing elements populated from a price list.

Specify the name of the script containing the action used to calculate a new calculation basis.

 This field can be entered only if the Action field is entered. It only applies to the entered invoicing elements. It is not used for invoicing elements populated from a price list.

The indicated value specifies the element calculation order. It allows the use of an other element previously calculated.

The element calculation order will be as follows:

• calculation of the elements on an ex-tax basis sorted according to this order flag,
• calculation of the taxes,
• calculation of the elements on a tax incl. basis sorted according to this order flag,

There is no coherence control on the assigned order. An element calculated on a tax incl. basis with an order lower than an element calculated on an ex-tax basis will be calculated after the latter in the order of the tax-incl invoicing element.

Enter or select the tax level.

This tax level and the threshold information are used to determine the application conditions of an invoicing element.

• The tax level is used to identify the tax basis to be taken into account in the threshold calculation.
• The tax basis is a function of the tax code defined on the document.
• The tax code is assessed according to the tax rule of the document and tax level of the given element.

If the tax basis falls within the ranges of the threshold, the invoicing element will be applied to all invoice lines.

Particular case:
If the tax level is not specified but a threshold range is, the excluding tax amount of the document is taken as the tax basis.

In folder currency the minimum and maximum thresholds are used to specify the ranges below and/or above which the invoicing element will not be applied to the invoice footer.
The totals entered will be compared with the Ex-Tax total of the selected lines of the document.

Use this field to specify the accounting code of the site.
The accounting code is a default value used in the setting up of accounting entries.
It refers to a table that lists a certain amount of elements (collective accounts, accounts or parts of accounts) that can be used for the determination of the documents that will be posted.

The allocation processing key entered in this field is used to load the associated dimension types. It is made up of one to ten alphanumerical characters.
The analytical distribution keysare used to automatically distribute the amount of a financials posting line on several analytical lines. This distribution is carried out according to weighting coefficients.

This field is used to specify the tax calculation rule to apply to the invoicing element.
 The tax rate is generally determined by crossing the tax rule associated with a customer (which can be modified on document entry) and the tax level associated with a product (specified on the document line).
 See the documentation on the Tax rates for further information.

Five rules are available for calculation of taxes on invoicing elements:

• Product rate: this rule basically consists in applying to the invoice footer, the same tax level as that of the products defined on the document lines. The product tax level crossed with the tax rule defined for the customer gives the tax rate that will be applied to the footer element.
  When different tax levels exist in the document lines, the tax calculation is made in proportion to the totals of the different bases liable to tax. When it concerns an element in quantity whose calculation base is expressed tax excluded (for example a discount in quantity), the value is split in proportion to the subject bases for the lines. This is regardless of whether the invoicing element is expressed excluding or including tax, or whether the document it applies to includes ex-tax or including tax lines.
  Particular case:  when the calculation basis of an invoicing element includes tax, the tax calculation is not determined. The complete invoicing element (tax included) will be applied to the account associated with this invoicing element. In all cases, the tax code present on the accounting document line associated with the invoicing element account will be equal to the undetermined tax code contained in the CPT\EXETAX general parameter.

• Fixed rate: a single and only tax rate will be applied on the footer element. The tax level must then be specified. This level will be used to determine the rate to apply according to the rule specified on the invoice.
• Maximum rate: after aggregating the liable amounts of each main tax, the tax with the largest total will be applied to the element.
• Minimum rate: after aggregating the liable amounts of each main tax, the tax with the smallest total will be applied to the element.
• Distribution: the value of this invoicing element is split at the time of the calculation into as many elements as there are main taxes on the invoice revenues. The value of each receipt element is determined in proportion to the ex-tax amounts of the lines.
  In the valuation table, the amount liable to tax is not integrated with the amounts liable to product tax. It is therefore necessary to subject the receipt elements to the corresponding fixed rates.
  If, at the time of the distribution calculation, there is not collector element for a tax, the value not allocated is integrated into the amount liable to product tax.

It is also possible to specify whether an invoicing element must be integrated into the calculation basis of the additional or special taxes.

The CTLTAX - Control of tax codes parameter (VEN chapter, VAT group) allows you to check that the tax codes are correctly determined on the sales documents lines and invoicing elements.

Invoicing elements having a 'Product', 'Maximum rate' or 'Minimum rate' tax rule are subject to the various line taxes: if a tax code is inconsistent on document lines, it will be on invoicing elements.

When the tax calculation rule is a fixed rate, the tax level to be used for this invoicing element is specified in this field.
Each country being ruled by its own tax rates, the tax level alone does not enable the rate to be applied to be determined. The tax is generally determined by crossing the tax rule associated with a BP and the tax level associated with a product.
 The tax level only correponds to the list of the different rates applied within a same rule.

Define the default value of the Sage Sales Tax (SST) tax code. This tax code is recognized by the Avalara system and is used to identify line types for fiscal purposes.
All document costs are sent to SST in the form of document lines. It can include for example transport costs, handling costs and on-line product costs. This field is only available when the LTA activity code is activated.

Field used to specify whether the element must be included in the calculation basis of the levy. The allocation of an invoicing element to the basis used for the levy calculation is only performed when the basic rule of the invoicing element is "Product price" or "Distribution".

 The invoicing elements generated from the discounts or charges of document lines (relative to the Price list structure setup) are not included in the calculation basis of the levy.

This field is used to specify whether this element must be included or not in the calculation basis of the special tax. The allocation of an invoicing element in the basis used for the special tax calculation is performed only when the basis rule of the invoicing element is "Product price" or "Distribution".

The invoicing elements generated from discounts and charges taken from document lines (relative to the setup of theprice list structure) are not included in the calculation basis of the special tax.

This field is used to enter or select any dimension view set up in the database.

An analytical dimension is an element of the analytical chart of accounts on which accounting entries can be posted.
Each analytical dimension type represents a specific division of the company into a set of analytical payment attributes. An analytical dimension is thus an analytical payment attribute within a dimension type.
It is also necessary to define the analytical dimensions for a specific invoicing element. These analytical dimensions will be used as default analytical posting on the sales documents.

These parameters are used to specify whether the calculated amounts at the footer can be distributed on the different document lines in proportion to the amounts, quantities, weights or volumes.
The distributed elements do not impact the line net price for the document line. On the other hand, these distributed invoicing elements will impact the product statistics, the accounts, the analytical dimensions for the invoice lines (and thus the revenue) generated in accounting as a function of the automatic journal associated with the invoice type.
 For a single invoice, a maximum of nine invoicing elements distributed on the lines can be used.

this parameter is used to specify whether the invoicing element must be taken into account in the calculation of the value taken into account in the Customs document file.
When this element must be taken into account the user must specify whether it is taken into account in the calculation of the tax value (it will also appear in the statistical value) or it only impacts the statistical value.

It is possible to group together several invoicing elements under a single header.
in this case, the footers of these elements will be used under the guise of the Tax collector footer. During the setup of the footers to group together, the footer number in which they will be valued must be specified. The tax rules are specified in the Tax collector footer.

It is possible to breakdown a footer into a sub-group of footers.
Different tax rates must be defined for each of the elements of the sub-goup. Upon setup of the sub-group elements, the footer number that they represent must be specified. The Tax rule of an invoicing element that is subject to being split must be Distribution.
Example
If a commercial discount must be distributed by principal tax, as many receipt elements as principal taxes must be created.

This field specifies the source document of the invoicing element.
The corresponding table is used to define the transfer and grouping rules of invoicing elements when:

• A document is split into several documents.
• Several documents are grouped in another document.

Case of a return (source document) on a credit memo (target document):

Only returns linked to a delivery are impacted (direct returns are not, since invoicing elements are not considered for direct returns). The system then considers the invoicing elements of the delivery(ies) from where the return originated.

Case of a service contract (source document) on an invoice (target document):

When an invoice is created (from the contract invoice generation function (FUNAUTINVC) or manually by picking service contracts open items), the system considers the invoicing elements of the source service contract.

Case of a standard order (source document) on an invoice (target document):

This rule only applies to products with the Service or Generic type, and having a Sold type and not being Deliverable.
This rule must be linked and is therefore identical to the rule applied to the flows going from the standard order to the delivery.
 When the grouping rule is based on the pro rata of weights or volumes, this rule is not considered for this order-to-invoice flow (non-deliverable products excluded).

This field specifies the destination document of the invoicing element.

This rule is used to set up the transfer of invoicing elements from the source document to the target document, when the source document is partially selected on the target document.

First order, first delivery, first invoice, first credit memo

The invoicing element is fully transferred to the first target document.

Specificity linked to transfer rules: Normal order on delivery and Normal order on invoice.
These two rules are linked and identical. This specificity meets the need to use a single rule when orders both apply to deliverable products and non-deliverable service products: it will then be possible for deliveries and/or invoices to be directly linked to the order. In this case, the invoicing element will be transferred to the first created document: either the first delivery or the first invoice.

All orders, all deliveries, all invoices, all credit memos

The invoicing element is transferred to all the target documents.

Pro rata of quantities

A pro rata is applied to the invoicing element, with respect to the quantity present on the target document.

Pro rata of amounts

A pro rata is applied to the invoicing element, based on the amount specified on the target document. This choice is not available for invoicing elements expressed in percentage.

Pro rata of weights

A pro rata is applied to the invoicing element, based on the theoretical weight of the products specified on the target document.

Pro rata of volumes

A pro rata is applied to the invoicing element, based on the theoretical volume specofoed on the target document.

Calculation formulas

In case of a pro rata, calculation formulas vary depending on whether the invoicing element is expressed in amount or in percentage.

For an invoicing element expressed in amount, the formula is the following (example for the pro rata on weights):

Invoicing element amount = invoicing element amount of the source document * (weights transferred from source to new document / total weight of source document)

For an invoicing element in percentage, the formula is the following:

Percentage = invoicing element amount of the source document * (weights transferred from source to new document / total weight of source document) / ex-tax amount transferred from source to new document * 100

Specificities linked to open orders

In this context, invoicing elements are only considered upon delivery. The splitting rule applied is 'All documents' regardless of the invoicing element setup.

This flag is used to specify if the source documents are grouped on the same target document, with respect to the the value of the invoicing element.

Yes

The documents are always grouped.

No if different

Two source documents having a different value on an invoicing element are not grouped.

 Only the value 'Yes' can be picked for invoicing elements in amounts.

If a return contains deliveries with a different rate for an invoicing element set up with the value 'No if different', then return lines cannot be grouped on a single credit memo.This only applies to invoicing elements expressed in percentage.

This rule is used to specify how the invoicing elements of the source document are grouped in the target document. The choices vary depending on whether the invoicing element is expressed in amount or in percentage.

For an invoicing element expressed in amount

First quote, first delivery, first invoice, first order, first credit memo, first return, first service contract

Only the value of the first document is considered.

Total of quote amounts, total of order amounts, total of delivery amounts, total of invoice amounts, total of return amounts, total of service contract amounts

 The value of all the documents is totaled.

Min. amount

Only the smallest amount is considered.

Max amount

Only the largest amount is considered.

For an invoicing element expressed in percentage

First quote, first delivery, first invoice, first order, first credit memo, first return, first service contract 

Only the value of the first document is considered.

Min. percentage

Only the smallest percentage is considered.

Max percentage

Only the largest percentage is considered.

Average percentage

The percentage is recalculated by estimating the average amount of the invoicing elements that are considered and expressed in percentage. For partially selected documents, the retained percentage follows the splitting rule before being considered.