Invoices

The sales site is initialized by the sales site associated with the user. The sales site can be modified (as long as no line has been entered on the document) provided it has been chosen from the list of sales sites authorized to the user.

This information is compulsory.

The invoice type suggested by default is linked to the SIVTYP - User invoice type parameter. You can modify it if necessary by choosing an invoice type from the list of invoice types that have been defined.
The customer invoice type:

• is used for the Sales and BP Customer invoices;
• identifies a category of invoice (invoice, credit memo etc.) along with a posting structure for the posting of the invoices;
• is associated with a type of journal for which a counter (manual or automatic) is specified.
  Notes:

• If 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 the Counter assignment table.
• When no journal type is associated to the invoice type the journal type specified on the automatic journal is used (as well as the associated counter).

On invoice entry, only an invoice type with a legislation and company group consistent with those of the company linked to the sales site can be entered.

For further information, click here.

Invoice number. This number is used to identify the invoice in a unique way. It is entered upon each creation or automatically generated depending on the counter associated with the invoice type.

• If the invoice sequence number is manual, the invoice number must be entered.
• If invoice sequence number is automatic, a number is assigned on creation.

This free field is used to enter a number or an indication to identify the invoice. For instance, it can be the internal reference of the supplier invoice in the company.

When the invoice is created by picking orders, this information is initialized by the reference of the first original order invoiced (even upon invoicing deliveries coming from orders).

This is the customer date. For invoices linked to service contracts, this date is initialized when selecting the service contract. It can be today's date or the next invoice date based on the value of the DATREFCON - Service contract invoice date parameter (HDK chapter, INV group). For invoices/credit memos linked to other documents, this field is initialized to the current date and it can be modified. If it is modified, after at least one line has been entered or saved, a question is asked suggesting that the prices and discounts on all the lines of the document be recalculated. This message is suggested only if it is an invoice or direct credit memo. If the invoice or the credit memo refers to original documents, the latter is not suggested.

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 carried out 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 to a user or a range of dates defined by the VENSTRDAT - Sales start date and VENENDDAT - Sales end date parameters if entered.
• You can only modify the date if the new date applies to the same accounting period. This control is performed when the FRADGI - French fiscal regulationparameter is set to "Yes" and the period component belongs to the counter.
• In the Distribution and A/P-A/R accounting modules, a journal which is at the origin of an invoice or a credit memo cannot have a date greater than the date of this invoice or credit memo.
  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.
  An entry point makes it possible to disable this control, by setting a specific parameter: CTLDATORI - Document date control (TC chapter, INV group).

Code of the customer requesting the invoice in the case of a direct invoice.

It is managed in the customer table. It must be active. It can be of normal or miscellaneous type. It cannot be modified after the lines are entered. In the case of an order or delivery invoice, it is the original invoice customer. It cannot be modified.

It is possible to search a customer or several customer grouped under the same criteria by selecting Quick customer search. A list of matching items is generated on tabulating to the next field.

For a more advanced search, all fields present in the block can be entered. The list of matches is narrowed down with each tabulation.

• If the customer entered is of the Miscellaneous type, a window automatically opens to enter or modify their address and SIRET number. You can also view and modify this information by clicking Invoice address from the Action panel.
• If the entered customer is of the Normal type and the customer is entered, you can view and modify the invoicing address using the Actions icon or by clicking Invoice address from the Actions panel. The customer SIRET number is pulled from the BP record and cannot be modified.

When creating an invoice, you can select:

• one or several delivery notes,
• one or several order lines when the approval circuit is managed (APPSOH - Order approvals management setup), the sales orders following the established approval rules are not taken into account as long as they are not Totally signed,
• one or several contracts (a service contract can be invoiced if it is not paid or terminated and if the notice date of the next invoice open item has been reached (the date of the next invoice minus the invoicing notice must be below the date of the invoice)),
• a service request (a service request can be invoiced if it is closed and if consumptions can be invoiced).

In the case of service contract invoicing, the creation date triggers the execution of processes related to service contracts:

• Next invoice date: The system recalculates a new invoicing due date on the basis of the invoicing frequency and the invoicing notice.
• Contract re-evaluation: From the re-evaluation frequency mentioned in the service contract, the system determines if the annual fee for the contract must be re-calculated. In order to re-evaluate an annual fee basis, the system compares the value of the index used at the time of the last re-evaluation with the last index value saved in the application. The fee basis is reduced or increased according to the evolution recorded in the index. The amount of the next invoice due date is re-calculated. This amount directly depends on the invoicing frequency and weighting coefficient for the annual fee basis.

The documents are exclusive to one another. You cannot invoice both delivery notes and orders.

When creating a credit memo, it is possible to select:

• one or several invoice lines,
• one or several return lines (a return can lead to a credit memo if a credit memo has yet to be emitted and if the return line is awaiting credit).

Here, too, the documents are exclusive to one another.

When creating a cancellation invoice, you can select one or several invoices. The cancellation applies to each invoice as a whole and you cannot select lines one by one or modify them.

If you cannot select two documents of the same type for the same invoice, it is mandatory to specify the following information for these two documents: sales site, currency, pay-by customer, group customer, price type, tax rule, project code, payment terms, discount code.

This field must contain a slash character (/) separating the sequential number specific to the series (on the left) and the sequential number itself (on the right).

This field is only available when the sales site is linked to a Spanish company. Use this field to select the type of issued invoice. This information will be sent to the online portal of the Spanish fiscal authorities when transmitting fiscal data from the SII monitoring function.

When creating a credit memo, the default credit memo type is determined by the SIIABTYP - SII credit memo type parameter (LOC chapter, SPA group).

Code of the customer requesting the order, the direct delivery or the direct invoice. This code:

• must be managed in the customer table,
• must be of normal, miscellaneous or inter-company type,
• can be modified as long as no line has been entered on the document.

Paying customer loaded by the bill-to customer.

The group customer is initialized by the group customer code associated to the sold-to customer in the latter's record. This information is used for the generation of statistics. It is also involved in the grouping of invoices during the automatic generation of invoices. There is the possibility to modify the group customer if necessary.

From this field, it is possible to select a customer or access customer management by tunnel if the user's authorizations allow it.

It is possible to search a customer or several customer grouped under the same criteria by selecting "Quick customer search". A list of matching items is generated on tabulating to the next field.

For a more advanced search, all fields present in the block can be entered. The list of matches is narrowed down with each tabulation.

The delivery address is initialized:

• by the default address code associated with the bill-to customer in the case of a direct invoice if any, otherwise, it is the first address code in the list that is proposed,
• by the address code of the first document selected in the case of the invoicing of an order, of a delivery, etc.

From this field, you can directly enter an address code whose existence is controlled or use the Actions icon to:

• Select a delivery address from the displayed list
• Based on the authorizations you were granted, create a new address code for the bill-to customer
• Modify the detail of the address corresponding to the code entered

If the address code is modified during entry, the sales representatives on the invoice header associated with the shipment address are automatically reassigned by the sales representatives codes for the new address. If the value of the LINREP - Sales rep on detail parameter is Yes, a message suggests the replacement of the sales reps of the invoice lines with the new sales reps on the header. If the value of the LINREP - Sales rep on detail parameter is No, the reassignment is performed automatically.

Once the invoice has been created, the address code can no longer be modified, but it is possible to display the detailed address information by clicking the Address field from the Actions icon.

Comment: the address can be modified via the Address/Delivery menu. If the modification impacts the country and/or the geographic subdivision, provided the invoice has not been validated, a dialog box is displayed and asks whether to recalculate the prices and discounts. The answer Yes generates a price list search, based on the new country code and/or the new geographic subdivision code, for all the lines of the document.

This field contains the reference of the project for which the information has been entered.

This field is not controlled in a table.

• In a request for quotes, this field is empty by default.
• in a purchase order, this field can be initialized by default using the Project reference of the previous line or that of the request for quotes considered.

It is possible to enter a free code or a project code defined in the Project object in the CRM activities module. In this latter case, the user has two possibilities to enter such a code:

• the first contextual menu, Selection, is used to select a project from a selection list containing all the projects defined in object Projects,
• the second contextual menu Projects is used to directly access the Projects object, according to the user's authorizations, and then to carry out a selection.

If the order arises from a requirement and this requirement has a project code, the project code of the order will be initialized with this project code.

The sales reps are initialized by the customer sales reps, then by those of the ship-to customer, if no sales rep exists in the customer record. In the case of a prospect, the representatives of the prospect are not considered. These sales rep codes are copied to the document lines. If a representative is modified in the document header upon creation or when lines exist in the document, the system suggests to copy the modification to all the lines that already exist.

In this section of the tab, the information used to identify the origin of the invoice are displayed. This is the document number based on which the invoice/credit memo/pro-forma invoice was created.

This field is entered only if the original document is unique. For example, if the invoice is attached to a single shipment, the corresponding shipment number is displayed.

The same goes for invoices or Pro formas linked to orders, service contracts, invoicing open items of orders, service requests or inter-company stock transfer notes or for credit memos linked to invoices or returns. A jump to the document number is used to access the original document.

When managing a credit memo, this concerns the invoice that the credit memo is allocated to.

Upon accounting validation and according to the value of the LETAUTCNO - Auto match inv ->credit note parameter (CPT chapter, MTC group), the credit memo and invoice can be matched together.

Based on the value of the INVCAN - Cancellation invoice parameter (TC group, INV chapter), the current documentcan be of the Cancellation invoice folder. In this case, the credit memo and invoice are matched, regardless of the value of parameter LETAUTCNO.

This field can be entered in the case of credit memos: enter the reason for the credit memo in this field.

This field is subject to the EDIX3 - Paperless document exchange and KSP - Spanish localization activity codes.

Select the method of correction associated with the credit memo.

This field is displayed and it can be modified only if the following conditions are met:

• This is a credit memo
• The company issuing the credit memo is subject to the Spanish legislation
• This field is set up as being able to be entered at entry transaction level.

This is the purchase invoice number generated from the sales invoice when in inter-company.

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.

The date ranges are only displayed if the document is a credit memo and the KPO activity code - Portuguese localization is activated. They are used to specify the period which the credit memo refers to.

They must be entered if the credit memo is not linked to any source document. The control is carried out at when the function is [posted].

This information is used to indicate the tax rule for the document. This code is controlled in the tax rule table and is initialized by the corresponding code in the BP record. It can be modified.

This information is mandatory and remains accessible provided the delivery has not been confirmed.

Only a tax rule with a legislation and group that are consistent with those of the document can be entered.
The general principles linked to the multi-legislation setup are detailed here.

The value of this field (Ex-tax or Tax-incl.) is defined by the general parameter SALPRITYP - Price/Amount type (TC chapter, INV group).

When the general parameter NOTATI - Ex-tax and tax-incl. amount/price (TC chapter, INV group) is set to No you cannot modify this information.

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.

Stock movement flag that indicates if the invoice is managed with stock update.

The 'delivery site' is initialized by default with the normal storage site for the user.

It can be modified provided that the chosen site is defined with an active 'stock' indicator. The chosen site must belong to the same legal company that the sales site.

In the case where the receipt transaction authorizes a dock receipt (parameter active in the transaction setup), a dock location field appears in the receipt note header. This makes it possible to enter a location of the 'dock' type which will then be transferred by default as the return location for all receipt note lines. The specified dock location must be associated with the warehouse, when the latter is specified.

A dock location corresponds to a location of the type "pending storage". This authorizes the entry of stocks whose characteristics of lot, sub-lot, and serial number are not necessarily immediately identified. This type of receipt is used to rapidly book the goods and to then later to more precisely identify them and put them away. This put-away process is performed in the function Put-away plan.

Movement group, initialized by the movement group of the transaction being used.

This statistical information is recorded in the stock journal when saving the receipt/disposal movements. This movement group comes from the miscellaneous table number 9. The value given in the transaction setup corresponds to a default value that can/cannot be visualized and/or modified according to the transaction setup (entered, displayed, hidden field).

Statistical information used in the stock transactions associated with the shipment. This value is fixed if the original document does not reference a movement group. Otherwise, the movement group of the document at the origin of the quality control is suggested in priority.

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 a quote, an order, a delivery or an invoice, the Incoterm code is initialized to the Incoterm code defined by default for the ship-to customer.

This Incoterm code can be modified. Concerning the quotes and orders, 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.

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 information cannot be modified and specifies the status of the invoice:

• not posted,
• not used,
• posted (i.e. accounting entries generated).

This information is not accessible, it specifies that the invoice or credit memo concerns a company within the group.

For an invoice to have the type "Inter-company", it is necessary:

• that the bill-to customer be defined as "Inter-site" customer; the associated site must be a financial site and must belong to a different company than the sales site of the invoice,
• that the sales site be declared as supplier: the sales site must be associated with the supplier record (setup performed in the "Management" tab of the Supplierrecord).

License plate of the vehicle carrying goods.

Enter the trailer license plate.

This is corresponds to the currency of the order, delivery or invoice.

It is initialized by default with the bill-to customer currency and can be modified. In this case, it can only be modified in creation and duplication modes and is controlled in the currency table.

It is possible to choose the currency for the delivery transaction as well as to define (depending on the value of the 'Excl. tax and Incl. tax Prices' parameter - TC Chapter / INV/NOTATI group) if the prices are expressed excluding tax or including tax. When the delivery comes from an order, this information is automatically loaded and cannot be modified. When it is a direct delivery, this information is no longer modifiable once at least one delivery line is entered. It is inherited in this case from the invoiced customer information.

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

Code of the factor proposed as a default value on the invoices for this customer.

The presence a Factor code in an invoice indicates that this invoice is transferred to a factoring organization and that the payment must be made in favour of the Factor.

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 information is initialized as a function of the original open item defined on the bill-to customer. It is used to calculate the open items (based on the payment condition) by taking as the original date the date of the invoice or the shipment date. This date is modifiable (this will trigger a re-calculation of the open items) and it can be prior to the invoice date if necessary. 

The payment terms define the payment code and the distribution rules of the various pre-payments and open items.

It is initialized from the payment code associated with the bill-to customer if it is a direct invoice or by the original document.

This information remains modifiable and its modification will trigger a recalculation of the open items.

From this field, it is possible to directly enter a payment code whose existence is controlled in the corresponding table or to use the contextual button to:

• select a payment code from the table,
• create, according to the user's authorizations, a payment code in the table,
• simulate a calculation and a distribution of the open items through the button [Simul].

If the invoice is linked to a service contract, the payment condition is that of the service contract and not that of the order that may have created the service contract.

If SDD is managed in the payment terms, the field "Mandate reference" must be entered. The selection of a SDD-type payment term is prohibited if the "Pay-by BP" is a "Miscellaneous BP".

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.

This field, subject to an entry transaction, is displayed only if the activity code SDD - SDD management is active and if the company parameter SDDMGT - SDD management (chapter TC, group SDD) is set to "Yes".

Upon direct invoice creation, it can be entered and is mandatory only if the payment term is an SDD-type one. It is used to enter the reference of the SDD mandate.

When a "Validated" mandate has been identified as "Main mandate" for the [Company ; Pay-by BP] pair, the reference of this mandate is loaded by default but can be modified. Only a mandate reference whose status is "Validated" can be entered.

If the company and/or the pay-by BP is modified, the mandate reference is reinitialized accordingly.

When the invoice is created through an automatic creation process, this field is not initialized if no "Validated" main mandate has been defined for the company/pay-by BP combination. However, In this case, the invoice is created, but it can not be validated until a mandate reference is entered.

During a credit memo entry by invoice picking, the mandate reference is populated by the reference of the mandate on the first selected invoice.

This information is entered in the quote, is initialized by the discount code of the bill-to customer and can still be changed. It makes it possible to determine a series of early discount or late charge rates (up to 12) according to the early or late payment relating to the due date (see Discounts Documentation).
From this field, it is possible to directly enter a discount code whose existence is controlled in the corresponding table or to use the contextual button to:

• select a discount code in the table,
• create, according to the user's authorizations, a discount code in the table.

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.

The amount of the discountable base is displayed on the "Valuation" tab.

Indicates by start and end date ranges, the part of the service to be carried forward to the next period or fiscal year.

This field is only available if the SVC Periodic accruals activity code is activated. The cost and revenue accruals are generated in the Closing accruals function.

This field displays the ISR reference number created for an invoice if the SWICUSBVR - Swiss ISR usage Sales (LOC chapter, SWI group) parameter is set to Yes. If a new invoice is created, the ISR reference number is calculated when the invoice is saved.

When the SWICUSBVR parameter is set to Yes, this field only displays a value if an ISR payment term is used and the invoice currency is CHF.

If you copy an invoice, the existing ISR number is removed. A new number is created when the copied invoice is saved.

Refer to the Swiss legislation guide available from the How to tab of the Online Help Center for a global view of how to use the ISR.

This field displays the ISR payment bank determined for the invoice if the SWICUSBVR - Swiss ISR usage Sales (LOC chapter, SWI group) parameter is set to Yes.

When the SWICUSBVR parameter is set to Yes, this field only displays a value if an ISR payment term is used and the invoice currency is CHF.

The payment bank information is used to print the necessary sender’s bank account information on ISR payment forms. Use this bank account as the destination account when paying the invoice.

The ISR payment bank is only considered in the ISR process.

The ISR payment bank for the invoice is determined by the Payment bank ISR/QR field in one of the following functions. The system pulls the information from the first entry found.

1. From the BP/Company section of the Business partner (GESBPS) function.
2. From the Financial section of the Customer (GESBPC) function.
3. From the Details section of the Sites (GESFCY) function.

If you copy an invoice, the existing payment bank is removed and the payment bank determination is repeated when the copied invoice is saved.

Refer to the Swiss legislation guide available at the online help center for a comprehensive overview of setup and usage of this function.

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 table is used to enter or view the dimension types, depending on the setups of the delivery entry transaction.

The analytical dimensions are initialized according to the Default dimensions setup, associated with the management of invoice headers. Depending on the setup, they remain available for modification.

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.

The invoicing elements that appear in this tab are those that have been defined as needing to appear on the invoice.
They are initialized and can be modified based on the choices made during their definition (see the Invoicing elements documentation).

If the invoice concerns a service contract generated by an order, the invoicing elements will be those that come from the contract. 

The values relate to the invoicing footer. This information can stem directly from the setups of the invoice footer elements or from the record of the concerned customer or the selected order.

See the Invoicing elements documentation for further information.

The footer values can be modified. The ex-tax and tax-incl. amounts of the document are directly impacted by these values.

Modification of an invoice by adding/deleting either a delivery, an order, or an order line: the amounts of the invoice elements are not recalculated by taking into account the added/deleted deliveries, orders, or order lines. The share of the invoicing elements relating to these lines or documents is not added/subtracted from the modified invoice.
The same principle applies to the modification of the credit memoes by addition/deletion of an invoice or invoice line.

The system specifies whether the invoicing element is a percentage or a tax excl. or tax incl. amount.

Enter the code to use in order to override the default SST tax code from the product or invoice element. This tax code is recognized by Sage Sales Tax and is used to identify line types for tax purposes. This field is available only if the LTA - Local taxing activity code is activated, and the USATAX - Tax system user parameter is set to Yes.

For invoicing elements designated as the SST document discount for a company, you cannot remove the SST tax code value on the document.

It is the product reference for which a document line is recorded. Specifying it is mandatory.

It is possible to:

• directly enter a product reference or a Product/Customer reference. The existence of this reference is controlled in the Product/Sales and Product/Customer records. If a Product-customer reference is entered, the system will return the internal product reference. A blocking message can be returned during a product entry if prohibited price lists have been set up for some customers ( see price list setup).
• use the contextual button to:
• select a product from the file of sold products,
• select a product from the list of customer products,
• create, according to the user's access rights, a product in the file,
• view the price lists for the product.

The entry of the product is used to initialize the Description and Sales unit fields, which can be modified. The sales unit can be modified on the condition that it is chosen from the suggested list that contains the sales and packing units from the product and product-customer records.

A warning message can appear to inform the user of the replacement of the entered product by the substitute product. This automatic substitution takes place if certain conditions are met:

• The field Article of substitution of the plug article has been entered,
• the document date is greater than or equal to the substitution date.

 Once the line is entered, it will no longer be possible to modify the product code. It is necessary to delete the line and recreate it to modify the code.

This is the product description translated into the customer language. This description is the one that will be printed on the document. If the translation does not exist in the customer language, the un-translated product description is used. This description is also transferred to the next 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.

This field displays the major version of the product.

The major version number can be accessed if:

• the major versions tracking is active at the level of the product setup (in the Management tab of the Product function, the Stock version field is set to 'Major').
• the invoice is a direct invoice with stock movements.

If the preloading of versions is active at the product/customer level (in the Customers tab of the Product function, the Version preloading box is checked), or by default, at the product/sales level (in the Sales tab of the Product function, the Version preloading box is checked), then the last active major version is preloaded automatically. Otherwise, the last major version with the 'Stopped' status will be preloaded.

For a delivery invoice or a service request invoice, the version numbers are loaded when adding a direct line.

When the invoice is created from other documents, the following actions are carried out:

• Orders picking with transfer and control of versions on the invoice.
• Transfer and control of versions for the automatic invoicing of orders (if the version is not correct, an information message is displayed in the log file). There is no version transfer for the automatic invoicing of deliveries, the automatic invoicing of service requests and the automatic invoicing of transfers.

The Major version field display depends on the setup of the entry transaction (hidden, displayed, entered).

This field displays the minor version of the product.

The minor version number can be accessed in the following cases:

• The major and minor version tracking is activated at product setup level (in the Management section of the Product function, the Stock version field is set to Major and minor).
• The invoice is a direct invoice with stock movements.

If the version preloading is activated at product/customer level (in the Customers section of the Product function, the Version preloading check box is selected), or else, at product/sales level (in the Sales section of the Product function, the Version preloading check box is selected), the last active minor version is preloaded automatically.

For a delivery invoice or a service request invoice, the version numbers are populated when you add a direct line.

When the invoice is created from other documents, the following actions are performed:

• Order picking with transfer and control of versions on the invoice
• Transfer and control of versions for the automatic invoicing of orders (if the version is not correct, an information message is displayed in the log file). There is no version transfer for the automatic invoicing of deliveries, the automatic invoicing of service requests and the automatic invoicing of transfers.

The Minor version field display depends on the setup of the entry transaction (hidden, displayed, entered).

This is the invoiced percentage corresponding to the scheduled invoice. This percentage is linked to the invoiced quantity.

• You can enter a percentage greater than the one of the schedule line as long as the total percentage of lines does not exceed 100%. Modification of the percentage cannot lead to over-invoicing. A message is displayed suggesting that you consume all subsequent scheduled invoices. You can accept and click OK or Negative Cancel fields.
  
• You can enter a percentage lower than the one of the schedule line: this triggers the addition of a scheduled invoice line at the end of the schedule. This line has the same characteristics as the modified line and a percentage equal to the difference from the modified line. The status of this line is: To be invoiced fields. Modification of the percentage triggers the recalculation of the invoiced quantity.

The schedule, accessed from the Actions icon on the scheduled invoice line, indicates for each schedule line if it has been invoiced, included in the invoice or to be invoiced.

In the case of a credit memo, this field is not displayed.

The sales unit is initialized by the sales unit defined in the Product-customer record, if it exists, if not, it will be initialized by the sales unit of the product. Entry of another unit is possible in a selection window. The suggested units, other than those mentioned previously, are the packing units for the product and the packing units defined in the Product-customer record. When necessary, and if you have been granted the appropriate authorizations, you can access the units table.

Once the line is entered, you can no longer modify the sales unit. You must delete the line and recreate it to be able to modify the unit.

The invoiced quantity is expressed in sales unit.

For direct invoices, it must be superior to the minimum quantity and inferior to the maximum quantity from the product-sales.

For scheduled invoices non linked to a billing plan:

• The entry of a quantity greater than the quantity on the schedule line triggers a message suggesting that you consume the extra quantity on the next scheduled invoices. If you answer Yes, you can only pick and add the next scheduled invoices subject to this extra consumption once the modification has been saved. If you answer No, the quantity increase is considered as over-invoicing.
• The entry of a quantity lower than the quantity on the schedule line triggers the addition of a scheduled invoice line at the end of the schedule. This line has the same characteristics as the modified line and a quantity equal to the difference from the modified line. The status of this line is: To be invoiced.

Using the Actions icon on the scheduled invoice line, you can view the schedule and see if each schedule line has been invoiced, included in the invoice, or to be invoiced. A check box indicates if any excess is invoiced (over-invoicing), displaying this excess amount and/or quantity.

For scheduled invoices with a validated progress status (only for progress billing projects):

• The entry of a quantity above the billing plan quantity is considered as over-invoicing. However, the progress percentage of the project is not updated.
• The entry of a quantity below the quantity on the schedule line is prohibited. To invoice such a quantity, you need to go back to the billing plan, devalidate the progress status for this scheduled invoice and then reduce the quantity.
• The entry of an amount above the amount of the selected scheduled invoice is considered as over-invoicing. However, the progress percentage of the project is not updated.
• The entry of an amount below the amount of the selected scheduled invoice is considered as under-invoicing. However, the progress percentage of the project is not updated.

For non-validated invoice lines linked to an invoicing schedule (with milestone or no milestone):

• Scheduled invoice consumption:
• If an invoice line is entered with a quantity above the schedule line, a quantity consumption is created on the next line(s) on the schedule. If the next scheduled invoice is partly consumed, the remaining quantity is updated. If the next scheduled invoice is fully consumed, the scheduled invoice is removed.
• If a milestone is set on the first scheduled invoice but another milestone is set on the second invoice:
• If the consumption is partial, the milestones are kept on both scheduled invoices.
• If the second scheduled invoice is consumed in full, the invoice and the related milestone are removed. The quantity of the second scheduled invoice is added to the previous scheduled invoice quantity.
• The same applies when no milestone is set on the first invoice: the milestone remains empty even if the scheduled invoice partly or fully consumes the next scheduled invoices with milestones.
• Scheduled invoice split:
• If an invoice line is entered with a quantity below the schedule line, a scheduled invoice line is created with the same characteristics as the updated line (except from the Category and Reason at the end of the schedule. This quantity is equal to the difference with the quantity on the updated line. This line is not linked to a milestone and its status is: To be invoiced.

When the invoiced quantity is entered, a price list search processing is automatically carried out. The objective of this search is to recover:

• the gross price as well as the associated reason,
• the charges and discounts in percentages or in amounts to be applied to the line level as well as the associated reasons.
• any free product(s),
• the weighting coefficient for the sales representatives' commission rates.

The price list search processing can be triggered in different ways depending on the product type entered:

If the product entered has the Normal type, the search processing is automatically triggered.If the product entered is of type Kit parent product or BOM parent product, an initial price list search is triggered for the parent product, then before triggering the price list search for the components, a read of the BOM file is carried out in order to identify whether different alternatives of the type Commercial exist, in which case they are displayed in a window. If the product has only a single BOM code, it will be taken into account automatically.

This is the conversion factor between the sales unit and the stock unit. This coefficient can be modified in certain cases. It can be edited if the sales unit of the product has been specified as 'editable', or if the chosen packing unit has also been specified as 'Editable' (See Product record). It cannot be edited if the unit used is a unit defined for the customer. If units are used where the factor is modifiable, it is necessary to define for the product concerned, only prices expressed in stock unit. In addition, if a basic price list has been defined for the sales unit, the modification of the conversion factor for the sales unit does not trigger a recalculation of the unit gross price.

 Once the line entered, it is no longer possible to modify the conversion factor. The line must be deleted and recreated so as to modify the factor.

This field indicates the product management unit in which are expressed:

• The stock
• The standard price
• The BOM link quantity, etc.

This information is always displayed, regardless of the transaction used. It cannot be modified.

This is the unit gross price (in sales unit) of the product expressed tax-excluding or tax-including (depending on the price type). It comes from a price list search, or from the base price of the sales product if the price list search did not return any result.

If the sales unit is different to that of the price list line:

- The price list amount is converted if the Unit conversion is set to Yes in the Price list setup. This conversion is based on the table of unit conversion factors. If no conversion is set up for these units, the price list amounts are considered by applying a conversion rate of 1.

- The price list is not used if the Unit conversion is set to No in the Price list setup. The gross price is set to 0.

Click 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;
• Get an explanation on how the net price was obtained from the gross price and the different discounts.

If the entered price is null, a message is displayed to request confirmation.

This message is displayed neither for the components of a BOM nor for free items.

A processing for Free items is triggered at the end of the document line. This processing generates all the free product lines (Gross price and discounts set to 0). If the parameter FOCPRI - Free product valuation (chapter VEN, group PRI) has the value Yes, a price list search is triggered for the free item so as 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.

The original line number of the free item is mentioned in each free item line generated in the quote line file (information not displayed on the screen). The Origin information is displayed on the line that created the free items in the Free field. For the free item line, this information is set to Yes. All free item lines are accessible in modification mode (except the price and discounts fields). It should be noted that the management of free items is not taken into account for components.

When creating the document, if the setup manages grouped price lists (GRPPRI - Management of grouped price lists), a question is asked about whether to carry out a new price list search (for the grouped type) that is used to determine the specific conditions linked to the whole quote. At the end of this process, you may get the following, 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.

Help common to the Sales and Purchase modules.

The displayed discount and cost columns are linked to the setup of the price lists structure code associated with the supplier in said supplier's record.
These columns can be initialized by means of the price lists (see the Sales pricing setup and Price list entry documentations).

Access to these columns can depend on the setup of the reasons associated with the price lists as well as the value of the reason given to the

• UPDPRISAL - Default price reason - base parameter (VEN chapter, PRI group), for sales,
• UPDPRIPUR - Default price reason - base parameter (ACH chapter, PRI group), for purchases.

These discounts or costs are defined in amount or in percentage and they are applied with a totaling or cascading method to the gross price to determine the net price of the document line.

From the Actions icon, you can:

• View the reasons associated with the price as well as the different discounts and costs fields
• Modify, if necessary, the reasons allocated to each column.

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.

The cost price is loaded by default by the valuation of the product chosen for the margin calculation (see the valuation methods defined for the Product-Site record) at the time of the creation of the document line and is expressed in sales unit. The different choices possible for the cost price valuation are: Standard price, Revised standard price, Last price, Weighed average price, FIFO price, Lot average price and LIFO price. If the valuation method happened to return a zero value, a fall value can be used by specifying another valuation method contained in the list previously described. This value is stored in the document line.

It is possible to pre-load this information as a function of the document transaction used.

The 'cost price' is systematically recalculated upon: 

• modification of a quote turned into an order,
• delivering an order, 
• validating a delivery,
• invoicing of an order.

In quote management, the 'lot average price' always returns a null value. The alternative default is used in this case. During the delivery confirmation, the Lot average price is used again to recalculate the margin and thus obtain a real margin depending on the shipped lot(s).

Specificities related to credit memos:
When a credit memo is created with a customer return or an invoice as its origin, the cost price proposed is the cost price from the original document. If it is a direct credit memo, the cost price is calculated from the margin calculation rule defined by the Product-site valuation method.

This field displays the margin in sales unit, calculated based on the difference between the net price and the cost price.

During the gross margin calculation, a control can be carried out to verify that this margin is not below the minimum threshold defined in the Sales tab in the Product record. This control can be blocked according to the value attributed to the user parameter SDACLOK - Non block. control price, prof, qty (VEN chapter, AUZ group). The calculation carried out to control the margin rate is the following:

(Ex-tax price - Cost price) / Total ex-tax price) *100 >= percentage of the minimum margin.

No control is carried out on nonbillable deliveries.

This field indicates the tax level applied to the selected product.

The tax level, when crossed with the document tax rule, is used to determine the tax rate to be applied on the document line.

There are three tax levels for a document line.

The first level is compulsory and it corresponds to the VAT.

The other two levels concern additional and special taxes that can be submitted to the VAT or not, and be applied to the ex-tax basis or any other evaluated formula.

The tax levels for the document line will be loaded by default with the values associated with the product record (Accounting tab). These values can be modified depending on the transaction. You can also, if the user's authorizations permit it, access the tax level management.

The parameter CTLTAX - Tax codes control (VEN chapter, VAT group) is used to control that the tax codes linked to the tax level are consistent. Using this control, the system checks that the tax level:

• is specified,
• is activated,
• has a legislation and company group consistent with the ones of the document.

Enter the code to use in order to override the default SST tax code from the product or invoice element. This tax code is recognized by Sage Sales Tax and is used to identify line types for tax purposes. This field is available only if the LTA - Local taxing activity code is activated, and the USATAX - Tax system user parameter is set to Yes.

For invoicing elements designated as the SST document discount for a company, you cannot remove the SST tax code value on the document.

The project code in document line is initialized by the one entered in the header or, in the case of a document transformation, by the one of the selected document lines (in picking or in mass processing, if the project code on a document line is inactive, the line cannot be selected).

It can only be modified if one of the two following conditions are met:

• The PJTSNGDOC - one project per document parameter (TC chapter, MIS group) is set to No,
• The entry of this field is authorized by the entry transaction being used.

In modification mode, the project code management depends on the value of the CTLOPPCOD - Mandatory project control parameter.

• 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.

When the entry is controlled, depending on the context, a project or one of its entities can be picked (a budget batch or task), using its posting code:

The project allocation code is composed of:

• The project sequence number for projects.
• The concatenated project sequence number with the budget batch code for a project budget batch.
• The concatenated project sequence number with the number of tasks for a project task.

You can only select one Active posting code depending on the status of the relevant entity. If it becomes inactive after the creation of the document, the control is performed and blocks the modification of the document.

For non-deliverable Service products, you can select a project set with progress billing if the PJM activity code is active. Once the order has been recorded, you can view it in the Project management (GESPJM) function in the generated billing plan, linked to the selected project.

When the project code of the document header is modified, this project code is automatically transferred to the lines, except when the multi-project management is authorized. In this case, a dialog box would open and suggest to transfer this code to the lines of the document, according to the following options:

• Yes: The project code is applied to all lines, excluding lines linked to a billing plan and lines with an incompatible milestone.
• No: The project code is not transferred to the lines.
• Same value: The project code is only transferred to the lines associated to the previous project code.

Sales documents: Quotes, orders, deliveries and invoices:

- If lines are impacted, a dialog box opens requesting a recalculation of prices and discounts. If you answer 'Yes', the price list search is run based on the new project code for all document lines.

- If the project code is modified on the line, the same price list search process applies to the line.

Depending on the processed document, the recalculation is performed only if the following conditions are met:

• For a quote: The item line is not ordered and is not free.
• For an order: The item line is not closed, not delivered, not invoiced nor free.
• For a delivery: The item line is direct and not free.
• For an invoice or a direct credit: the document is not validated, the item line is direct and not free. For direct credits, the quantity is different from 0.

Deliveries linked to a task:

The header project code displays the project code linked to the first selected task.

• If multi-project management of documents is enabled (PJTSNGDOC - One project per document parameter set to No), the delivery can include direct delivery lines and product lines linked to tasks. The header project code is used as the default value on direct delivery lines only. Product lines linked to tasks keep their project code, which cannot be modified. If the header project code is modified, the application of this code to the lines is suggested, as described above. This only applies to direct delivery lines.
• If multi-project management of documents prohibited (PJTSNGDOC - One project per document parameter set to Yes), the delivery cannot include both direct delivery lines and product lines linked to tasks.

• When the delivery is for direct delivery lines, you cannot enter a project code in the header that is already used on tasks.
• When the delivery is for product lines linked to tasks, you can only enter product lines linked to the same task. The header project code can then be used to filter tasks in the selection panel.

Specific case of free items generated by the price list search after updating the header project code: The free item displays the project code of its source product but only if this code is not used on a task.

For invoices, specify the lot to be issued.
Specifying it is not necessary in the following cases:

• the issue is multi-lot,
• not all the characteristics of the stock to be issued are specified (lot, sub-lot, serial number, location).

If the product is managed with serial numbers, only this number is necessary to determine the stock to issue.

If not, the lot, sub-lot and location (conditioned by the product management method) are needed.

For credit memos, if the product is not managed by lot, this field cannot be accessed. If the product is managed in mandatory or optional lot, the field availability depends on:

• the settings of the Credit memo entry transaction used,
• The lot management rule linked to the Delivery return movement defined in the product Category or in the stock management rules. At this level, it is possible to specify the type of lot entry and to assign a default value to the lot.

At the end of the entry, if no lot number has been entered, several cases can arise:

• the movement management rule allocates the document number,
• the system uses the lot sequence number for the product to allocate a new lot number. If no sequence number for the lot has been specified for the product and the lot is mandatory, a blocking message is displayed.

This field contains the number of sub-lots concerned by the stock transaction.

This field specifies the sub-lot to be issued. When the lot is selected, the sub-lot is immediately initialized.
Specifying it is not necessary in the following cases:

• the issue is multi-lot,
• not all the characteristics of the stock to issue are known (lot, sub-lot, serial number, location).

If the product is managed with serial numbers, only this number is necessary to determine the stock to issue.
If not, the lot, sub-lot and location (conditioned by the product management method) are needed.
For credit memos, this field specifies which sub-lot is involved in the receipt movement.

This field indicates the last sub-lot on which the stock movement is applied.

The supplier lot number can be entered for information purposes in the receipt transactions, and displayed in the stock issue transactions.

It is recorded in the stock file and corresponds to the internal lot number. This ensures that the origin of goods can be tracked.

For invoices, indicate the start serial number to be issued. The end serial number is automatically calculated.
It is not necessary to enter the start serial number when the serial numbers to issue are not in a row.

If the product is managed with serial numbers, only this number is necessary to determine the stock to issue.
If this is not the case, the lot, sub-lot and location (depending on the management method for the product) are necessary.

For credit notes, specify the first serial number that is involved in the receipt movement. This serial number must exist in the database but it is possible to enter a serial number which does not exist.

This is the serial number of the product.

Use this field to enter additional information, if necessary.

This field indicates the first recorded identifier.

This field is subject to the LPN - License plate no. management activity code.

This field is only displayed and available for entry for credit memos or direct invoices.
Select the container that you wish to use.

Help common to stock entry functions (Miscellaneous receipts, Receipts, Customer returns, etc.) and the Invoices function (in this case, the field is only displayed and editable for a credit memo or a direct invoice).

This field is subject to the LPN - License plate no. management activity code.

The management of this field depends on the 'Mandatory' or 'Optional' nature of the license plate number, which is defined for the Product category on the Receipt flow section.

In both cases, you can select the license plate number to be used. The selection list displays the active license plate numbers (both 'Free' or 'In stock') associated with the entered container. If no container is specified, the selection list displays all active license plate numbers attached to the site and available in stock. These containers are the ones you created previously, either by unit via the License plate number function or by batch via the License plate number creation function. You can also directly access the License plate numbers function in order to create a number and then switch back to entry mode on the document.

If you want to enter multiple license plate numbers on the same document line, leave this field blank and click Enter detailed quantities entry from the Actions icon available on the document line.
When you enter a license plate number, there is no restriction on the line quantity, as compared to the capacity of the container used.

• When the license plate number is 'Mandatory', you can leave this field blank and create the relevant license plate number(s) 'on the fly'. The number of containers is determined automatically based on:
  - The container capacity; This capacity is defined on the Product-site record, Management section, based on the packaging and/or stock unit of the product.
  - The line quantity; When multiple containers are required, the number of containers is displayed on the Enter detailed quantities window. This window opens automatically if stock information is missing from the line entry. Otherwise, click the Actions icon from the document line to open it.
  After the creation process, the '$' symbol is displayed in the License plate number field of the document line if the line has been distributed over different license plate numbers. To view the list of license plate numbers used, click the Actions icon on the document line and open the Receipt modifications window.
  You can only create numbers 'on the fly' when the following conditions are met:

- The License plate number is set to 'Mandatory' for the Product category.
- The entered container and unit must be defined in the containers setup table at the Product-site level.
- The container capacity must be defined in the same unit as the document line.
Once the numbers have successfully been created 'on the fly', the License plate number label printing window is automatically displayed if printing is authorized by the entry transaction.

• When the license plate number is 'Optional', no 'on the fly' creation is performed. If you want to use one or several containers, you need to manually enter their license plate number on the document line, or in detailed line entry mode. You may also use the License plate number assignment function afterwards.

Inter-site / inter-company specificities: for an inter-site or inter-company receipt, the license plate number does not correspond to the one specified on the sales delivery, since the LPN is single-site.

• For invoices, specify the status of the stock to be issued.
  Specifying it is not necessary if all the characteristics of the stock to be issues are not specified (lot, sub-lot, serial number, location).

• If the product is managed with serial numbers, only this number is necessary to determine the stock to issue.
• If not, the lot, sub-lot and location (conditioned by the product management method) are needed.
  
• For credit memos, specify the status of the receipt movement stock.
  When the original invoice triggered a stock movement, the status and location are not issued from the original invoice, contrary to the other stock information. Both pieces of information can be accessed from and initialized by the stock receipt rules.
  When the credit memo line is direct, the status and location can be accessed from and loaded by the stock receipt rules.

The location types are used to codify the warehouse locations according to their storage characteristics: size, authorized statuses, technical constraints etc.

They are associated with the products by site, and are used in this way to geographically group the products with similar characteristics.

According to the stock transaction parameterization, the location type for the product is proposed by default and can be modified in the transaction entries.

For invoices, specify the location that is the origin of the issue. To select a location, use the selection window available from the Actions icon.

Specifying the location is not necessary if:

• an issue from several locations is performed,
• not all the characteristics of the stock to be issued are specified (lot, sub-lot, serial number, location).

If the product is managed with serial numbers, only this number is necessary to determine the stock to be issued.
If this is not the case, the lot, sub-lot and location (depending on the management method for the product) are necessary.

For credit memos, the access to the field depends on the settings of the Credit memo entry transaction used.

When the original invoice has triggered a stock movement, the status, license plate number and location do not arise from the original invoice, contrary to the other stock information. These three pieces of information can be accessed from and initialized by the stock receipt rules.

When the credit memo line is direct, the status, license plate number and location can be accessed from and loaded by the stock receipt rules.

If the product is managed by license plate number, the location associated to the LPN is displayed. It cannot be modified.

If the product is managed by location and no license plate number is entered, a default location can be initialized according to the management rule assigned to the Delivery return movement type, and to the locations set up in the Product/site record. The semantic identifying a location category is used to associate in the Article/site record a location type and a potential location. The location type and the location defined in the Product-site record can refer to a group of location types and/or locations if the wild cards (?,*) are used in their definition (see the Location types and Product-site documentations). In the case of some location types, the assignment depends on their availability or their capacity (replenishment management). These pieces of information can be modified.

If the customer credit memo transaction allows it, a dock type location can be entered in the credit memo header. If this is the case, this location is suggested by default. The locations of the type dock are not suggested in the selection if the customer credit memo transaction does not specify receipts to dock.

In some cases, the user may choose not to enter the location type and/or location, because the goods to return will be distributed across different storage locations. This distribution is specified in the stock detail window. If a $ symbol appears in these fields at the end of entry, it means that different location types and/or locations have been assigned and that a sub-detail exists for the stock lines.

This is the unitary amount by stock unit that can be used to value the stock (if the valuation method for a customer return is Order price).

The valuation method of the stocks is defined per product category depending on a storage site.
It can be:

• set up by transaction type,
• manually modified if necessary, if the transaction authorizes it.
• viewed in the stock detail window.

The order price is initialized as follows:

• if the credit memo line with stock transaction has as its origin an invoice line with stock transaction, then the order price is equal to the value of the stock issue in the invoice. The order price is not modifiable in this case,
• if it is a direct credit memo with stock transaction, the order price is initialized but can be modified.

The description of the transaction is a text free to enter and registered in the stock journal for each credit memo line transaction. This information can be modified in the stock detail window. If it has been modified, it is recovered and registered in the invoice line of this field.

The sales reps on the document line are initialized by the sales reps entered in the document header. If the latter are not entered, the sales reps in the line are initialized by the sales reps for the customer, by those for the ship-to customer if there are no sales reps in the customer record.

If the parameter LINREP - Sales rep on detail allows it (chapter VEN, group MIS), the sales reps can be modified on the document line. It is possible, based on the user's authorizations, to access the sales representative record.

The commission rate for the sales representative is initialized on the line based on the commission category for the customer and the commission rate for the sales representative by category. This commission rate can be weighted by a modifiable weighting factor that can be initialized by the price list setup. This information comes from the invoice header in the case of a direct invoice or the original document.

This coefficient is used to weight the commissioning rate of the sales representatives for this document line upon commision calculation.

This information is initialized using the price list search: some price lists are used to define a weighing coefficient for the commissioning rate of the sales representatives.

The analytical dimensions are initialized according to the Default dimensions setup, associated with the management of delivery lines. Depending on the setup, they remain available for modification.

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.

Start and end period for the service provision.

Number of periods

Used in Finance to distribute the Accruals.

Frequency (number of days, weeks, decades or months).

Used in Finance to distribute the Accruals.

This information characterizes the line type by distinguishing a classic product from a kit or a BOM product.
It can take the following values:

• Normal,
• Fixed kit,
• Kit Component,
• Kit Option, Kit Variant,
• Flex kit,
• BOM component,
• BOM Option,
• BOM Variant.

This information specifies whether the line concerns a free item or is at the origin of the generation of one or more free items.

On exiting the line grid, all the totals are carried out as well as any calculations of the tax calculation bases.

In the lower section of the tab, the Ex-tax and Tax incl. totals are displayed (they cannot be modified) as well as the total margin for the invoice.

This field is used to specify whether the line identifies a physical flow playing a role in the Customs document file statement. An invoice line not linked to a physical flow can be declared for regulation if an EEC rule and/or an EEC transaction nature is entered on the invoice (Customs information option).
The initialization of this field is carried out differently whether it concerns a product managed in stock or not:

1/ Product managed in stock

• If it concerns direct invoices/direct credit memos without stock movements the physical flow is initialized to No and remains modifiable.
• If it concerns direct invoices/direct credit memos with stock movements the physical flow is initialized to Yes and remains modifiable.
• If it concerns invoices stemming from a delivery or an order the physical flow is initialized to Yes and cannot be modified.
• If it concerns invoices stemming from a delivery or an order to which additional lines have been added the physical flow is initialized to Yes and cannot be modified.

2/ Product not managed in stock

• If it concerns direct invoices without stock movements the physical flow is initialized to No and remains modifiable.
• If it concerns direct invoices with stock movements the physical flow is initialized to No and remains modifiable.
• If it concerns invoices stemming from a delivery or an order the physical flow is initialized to Yes and remains modifiable.
• If it concerns invoices stemming from a delivery or an order to which additional lines have been added the physical flow is initialized to Yes and cannot be modified.

This is the total margin of the document calculated from the margins on the document lines.

This field indicates the ex-tax result including the various invoicing elements of the selected products.

These information is displayed when printing the report SBONFACP2
 The calculation detail is stored in tables SVCRVAT and SVCRFOOT.

This field indicates the tax-including total, which includes:

• the various invoicing elements of the selected products,
• the tax calculation by tax basis.

This information is displayed when printing the DEVTTC report.
The detail of the calculation is stored in the SVCRVAT and SVCRFOOT tables.

Click this action to trigger a search on the price list and on the discounts and charges for the current line on the invoice date.

Click this action to display the details of how the net price of the invoice line is obtained by application of the different discounts on the gross price of the product.

This Stock issue action can only be accessed for invoice-type transactions.

It is available as long as the invoice has not been validated.

If the invoice originates from deliveries or orders, this functionality is only accessible for new lines added to the invoice.

Use this action to choose, to modify or to view the stock lines to be issued for an invoice line if the invoice is managed with stock transaction and if the product is managed in stock.

This Issue modifications action is available when the invoice is posted.
You can use it to:

• view the issued stock for the invoice line when the line has been the object of a stock transaction.
• modify the analytical dimensions for the stock transactions if these have not been posted yet by the stock interface.

You can only access this function for credit memo-type transactions. Use this function to view the Stock detail entry window and specify the stock information that has not been entered on the credit memo line or if you want to proceed with the necessary splits (Credit memos with different statuses, on different locations, etc.). You can only access this action for a credit memo line if no stock movement has been recorded yet. If the stock transactions have been recorded, it is necessary to use the Receipt Modification function described later in this document.

You can only access this function for credit memo-type transactions. Use this function to process products managed by lot, as long as the stock receipt has not been completed yet. You use it to identify, when the lot has not been entered, how the lot is calculated during the receipt to stock. The possible values are: Lot sequence number / Document no. / Blank lot.

Use this action to access the return at the origin of the credit memo. You can only access it for credit memo-type transactions. You can use it to:

• Process the products managed by lot, provided that the receipt to stock has not been completed. (It can always be accessed from stock detail windows in creation or modification modes.)
• Specify mandatory characteristics of the lot (according to the lot setup: expiration, etc.); you can also set up characteristics meant for information only.

Click this action to access the delivery at the origin of the invoice line.

You can only access this function for credit memo-type transactions. You use it to modify the stock transactions that have been carried out upon saving a credit memo.

This action is similar to the Enter detailed quantities function available when saving a stock transaction on a credit memo line.
This action is only available when the situation is stable. This means that you must not be in modification mode on the credit memo: the Save button must be disabled.

On saving a modification, reversals are carried out on the original transactions in the stock journal and new stock transactions are carried out on the original transaction dates. A modification on a receipt is possible if the stock line linked to the credit memo still exists or if the quantity to be processed for this line is sufficient.

Use this action to modify all the stock information entered and to delete credit memo lines, if required (on the condition that the credit memo has not been posted). If all the stock information is deleted, the credit memo line is deleted. If it is the only credit memo line, the credit memo is deleted if this is authorized by the parameter SIVSUP - Delete invoice/accounting entry (chapter TC, group INV).
When the credit memo is posted, this function remains accessible, but the stock information can no longer be modified. You can view the stock information and modify the analytical dimensions for the stock transactions if these have not been posted by the stock interface yet.

For further information on this function refer to Receipt modification.

Click this action to enter a text on the invoice line printed on the document. This text can be initialized on the invoice line by the product text or by the original document text, depending on the value of the SALTEXLIN - Product text tracking (chapter VEN, group TEX) general parameter.

This feature is subject to the SVC activity code. You use it to generate analytical MOs spread over time, by invoice line.

Using the Actions icon from the selected lines, this opens the Accruals management screen where you must determine the scheduling over time before validating an invoice or credit memo: specify a start date, an end date and a frequency. These are initialized by the entry dates in the invoice header.

The ex-tax amount for the invoice line is distributed on each MO according to the number of journals generated.

Click this action to access the Sales documents traceability function and view or browse through the hierarchy of documents at the origin of, or issued from, the relevant document.

Click this action to delete all the delivery lines from an already-created invoice, as long as this invoice is not validated.
In invoice creation mode, this action is not available. To delete a selected delivery, you need to clear its selection from the selection panel.

The Line deletion standard action does not enable the deletion of invoice lines having originating from a delivery. In this case, a warning message is displayed.

In the case of the modification of an invoice by deleting either a delivery, or an order, or an order line, the amounts of the invoice elements are not recalculated by taking into account the deleted deliveries, orders, or order lines: the share of the invoicing elements relating to these lines or documents is not subtracted from the modified invoice.

Click this action in order to open a window displaying the note(s) associated with this product.

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

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

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

For further information, see the documentation on Notes.

You can only access this action from the scheduled invoice lines of orders.

Use this action to inquire the invoicing schedule and view all the potential modifications applied to the line, updated in real time.

This field contains the description of the tax present on the lines of the document.

This field indicates the ex-tax amount totaled for all the product lines having a tax basis corresponding to the first column.

This field indicates the ex-tax basis liable to VAT. It is made up of the ex-tax amount to which any additional or special taxes are added (entered in the product lines) liable to VAT.

This field contains the tax code present on the document lines.

This field indicates the tax rate corresponding to the tax basis.

This field contains the amount of the tax obtained by applying the tax rate to the liable basis.

This field contains the additional or special taxes applied to this tax basis.

This field indicates the short title of the invoicing element.

This field concerns the basis subject to tax of an invoicing element for which the including tax calculation basis is equal to the including tax amount.

The basis of an invoicing element with an excluding tax calculation basis is equal to the excluding tax amount of the invoicing element.

When the invoicing element has a product rate tax rule, you can display the distribution of the basis subject to product tax using the Actions icon.

This field indicates the tax code applied to this invoicing element.

This field indicates the tax rate applied to this invoicing element. If the calculation basis of the invoicing element is tax-incl. or the tax rule of the invoicing element is product rate, this information is not displayed and the corresponding tax code either.

When the invoicing element has a product rate tax rule, you can display the various tax rates by subject basis using the Actions icon.

This field indicates the tax amount calculated for this invoicing element from the liable basis and the tax rate to be applied.

If the calculation basis of the invoicing element is Tax incl, this information will not be displayed.

When the invoicing element has a product rate tax rule, you can display the distribution of the various tax codes by liable basis using the Actions icon.

This field indicates the tax-incl. amount of the invoicing element.

Analytical distribution key of the invoicing element. The key can be modified from the Actions menu.

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 allocation processing keys are used to automatically distribute the amount of a financials posting line on several analytical lines.

This distribution is carried out according to weighting coefficients.

Analytical dimensions of the invoicing element.

The analytical dimensions are initialized according to the setup of Default dimensions, associated with the management of invoicing elements. Depending on the setup, they remain available for modification.

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

Use the Actions icon to change the dimension codes of the dimension types.

This field indicates the ex-tax result including the various invoicing elements of the selected products.

This information appear upon printing of the DEVTTC report.
 The detail of the calculation is stored in the SVCRVAT and SVCRFOOT tables.

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

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

The calculation of the discountable bas depends on:

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

This field indicates the tax incl. total, which includes:

• the various invoicing elements of the selected products,
• the tax calculation by tax basis.

This information appear when printing the report:

• ARCTT2 for the Orders function.
• BONLIV for the Deliveries function.
• DEVTTC2 for the Quotes function.
• DEVTTC for the Invoices function.

The detail of the calculation is stored in the tables SVCRVAT and SVCRFOOT.

You can access the Sage Sales Tax screen from the Actions menu.

A tax code can be used to identify several tax types:

• VAT (Value Added Tax): based on the excl.-tax amount
• Additional tax: based on the excl.-tax amount on the quantity or any other item of a document line
• Special tax: based on the excl.-tax amount on the quantity or any other item of a document line
• Local tax: See below.

For a Special tax or Additional tax, select the Subject to VAT check box if the tax type is subject to a VAT.

Local tax

Application

This type of tax is not managed in France.
It is applies to Canada and Argentina.

Prerequisites

The PTX - Tax rates implementation activity code must be activated beforehand.
To manage Argentine local taxes, the KAG - Argentinean activity code must be active.

Principle

Taxes on the document footer are applied according to the region of origin and/or destination.

This feature can be extended to other cases: The local taxes depend on information from the TAXLINK table. They can be used as additional taxes in the document footer. This particular case is useful for preventing the tax from being transferred directly into the table.

Location

• In the Sales module, the local tax is displayed directly on the invoice footer.
• In the Purchasing module, the four additional tax codes are displayed on the line and can be modified.
  If the number of taxes is limited for sales, you cannot specify more than four taxes in purchasing lines.

Use this field to specify the tax rate that can be applied to this tax.

A tax code can be used to identify several tax types:

• VAT (Value Added Tax): based on the excl.-tax amount
• Additional tax: based on the excl.-tax amount on the quantity or any other item of a document line
• Special tax: based on the excl.-tax amount on the quantity or any other item of a document line
• Local tax: See below.

For a Special tax or Additional tax, select the Subject to VAT check box if the tax type is subject to a VAT.

Local tax

Application

This type of tax is not managed in France.

It applies to Canada and Argentina.

Prerequisites

The PTX - Tax rates implementation activity code must be activated beforehand.

To manage Argentine local taxes, the KAG - Argentinean activity code must be active.

Principle

Taxes on the document footer are applied according to the region of origin and/or destination.

This feature can be extended to other cases: The local taxes depend on information from the TAXLINK table. They can be used as additional taxes in the document footer. This particular case is useful for preventing the tax from being transferred directly into the table.

Location

• In the Sales module, the local tax is displayed directly on the invoice footer.
• In the Purchasing module, the four additional tax codes are displayed on the line and can be modified.
  If the number of taxes is limited for sales, you cannot specify more than four taxes in purchasing lines.

Use this field to specify the tax rate that can be applied to this tax.

Header Text

Click this action to:

• Enter an invoice header text during the creation process.

• Modify this text in invoice modification.

This text is printed on the invoice document. This text can be initialized, depending on the parameter SALTEXINV - Invoice text position (chapter VEN, group TEX), by the invoice text entered for the bill-to customer.

Footer text

Click this action to:

• Enter an invoice header text during the creation process.

• Modify this text in invoice modification.

This text will be printed on the invoice document. This text can be initialized, depending on the parameter SALTEXINV - Invoice text position (chapter VEN, group TEX), by the invoice text entered for the bill-to customer.

During the transformation of a document, this text is never propagated to the other documents.

Invoice address

Click this action to view or modify the address of the bill-to customer.

When a quote is converted into a proforma invoice, the content of this address is initialized with the content of the order address if the following conditions are met:

• The bill-to customer of the customer record is the customer themselves.

• The invoice address code is the same as the address code of the sold-to customer, for a miscellaneous customer or another type of customer.

If the conditions mentioned above are not met, the invoicing address code and the invoice address content are initialized with the following information:

• The address code and address content of the bill-to customer on the customer record if this bill-to customer is not a prospect.

• The address of the customer on the quote if the bill-to customer is a prospect.

Deliv. address

Click this action to:

• Access the complete delivery address.
• Modify the address before printing the packing slip, as needed.

If the price list is defined with respect to the country code and/or the geographical subdivision code and that the information is modified, a dialog box opens suggesting a recalculation of the discounts and prices. Answer Yes to trigger a price list search and a new assignment of prices and discounts.

This action is subject to the EDIX3 - Dematerialization activity code.

You use it to view the history of exchanges related to the generated EDI document.

This action is subject to the EDIX3 - Dematerialization activity code.

I can only be accessed when the document has been validated and if you are granted the proper functional authorizations.

You use it to generate the corresponding EDI document.

Click this action to directly select a document or enter criteria in order to filter the picking lists.

For order invoicing, you can access the selection list from the Order field and select from:

• Orders with direct invoicing not invoiced in full,

• Standard orders with scheduled invoices remaining to be invoiced.

The displayed orders are the only orders attached to the selected site.

Once the order has been selected, you can only select orders of the same category as the already selected order, for the same invoice: direct invoicing order or standard order. Picking lists in the selection panel are also filtered automatically to only display orders of the same category.

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. The picking lists and selection windows are filtered accordingly.

Click this action to display the customs information and the information necessary to create the Intrastat. On creation, they stem from the delivery or are initialized from those entered in the Ship-to customer section of the Customer record when it concerns a direct invoice:

• Incoterm negotiated as well as the Incoterm city, when needed,

• When the goods transit via a forwarding agent, code and address of the forwarding agent responsible for the export and located in the European Union: information also used for the Customs Document File concerning the transportation of the goods to their export location.

The EU information, used only for the Intrastat, is subject to the Intrastat activity code (DEB):

Customer EU identification number (or EU VAT number), Intrastat transport location (information combined with the Incoterm code to determine the sales contract delivery conditions) and Intrastat transport mode.

The information linked to the Physical flows and to the Regulation flows: The Intrastat rule and Transaction nature, also linked to the Intrastat activity code, are set up in the Movement rules and natures function.

They are only used for invoice (or credit memo) lines identifying physical flows playing a role in the Customs document file statement (Physical flow flag activated).

The invoice (or credit memo) that are not linked to physical flows can be declared for regulation if a regulation rule and/or nature is present on the invoice.

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

Click this action to view a stock summary by lot for the products in the invoice or the credit memo.

This action is active for invoices associated with orders with direct invoicing and invoices or direct credit memos with stock transaction.

Click this action to view the invoice or credit memo entry transaction used.

This option gives access, via tunnel, to the inquiry function Entry traceability that makes it possible to visualize and browse into the hierarchy of original entries or coming from the document.

Provided you are granted sufficient authorizations, you can click this action to access the generated accounting document from the invoice or credit memo.

Use this action to select and process transactions. This window opens when the payment method tied to the payment entry transaction is set up for credit card processing.

This option is available only if the SEPP activity code - Credit card integration is activated and if the payment method associated with the payment terms for the entry transaction has the Credit card processing check box selected. The document's bank/currency must be the same as the payment card's processing code bank/currency.

This screens displays information for payments methods for a sales order or shipment including:

• Account information including payment type, account nickname and processing code

• Authorization status

• Remaining amount

• Billing information

• Transaction History for this order or shipment

In this screen:

• Click New to add payment card information before processing the transaction.

• Click Jump to from the Account nickname or Processing code fields to modify in the screen that is displayed the details of an existing card in the customer payment gateway data. In this screen:

• If the payment processor is Sage Exchange, click the Edit card icon to enter the changes.

• If the payment processor is Sage Pay, you cannot edit the card details. Instead, you need to delete the card an create a new card.

• Select the account nickname from the selection menu to add a new payment method.

• Click Submit to process an authorization against the document.

• Click Void to cancel the authorization for this document.

Changes that increase document totals:

• If the new order total exceeds the current authorization amount, the system automatically re-authorizes the order for the new amount.

• When the Manual entry check box is selected, re-authorization for the order and amount is not allowed.