Supplier invoice types

Enter a 3- to 5-digit alphanumeric code. This code is used in supplier invoice entry.

The invoice type is used to identify the invoice category and define different invoice categories.

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

For a new invoice type, enter or select the legislation.

The legislation code can default from the LEGFIL - Legislation (selection filter) parameter (SUP chapter, INT group). You can also use this parameter to filter the selection panel and only display the codes defined for this legislation and those defined for all legislations.

When the code is entered, you can only use the invoice type for companies subject to this legislation.

When a setup element is defined for a legislation, it can be used only when the legislation of the context is identical. It cannot be used in a record set up with another legislation.

When a setup element is defined without a legislation, or All legislations, it is considered as having a multilegislation nature. This element can be used in every record, for any legislation, unless there is a setup element with the same code, defined for the company legislation. In that case, the setup element defined for the company legislation is the only one submitted for selection and accepted on entry as long as it is active.

• If the setup element defined for the company is not active, and the setup element for all legislations is active, this setup element cannot be used.
• To reduce processing times, avoid creating multilegislation records and instead create records for each legislation in the folder.

An additional filter is applied on the setup element depending on the company group defined. This setup element can only be used and is only suggested for selection if the company to which the record is associated belongs to this company group.

Example 1: Invoice type setup

When entering an invoice for a company with a FRA legislation, only the following invoice types are suggested for selection:

An additional filter is applied depending on the company group entered.

If, in the example above, a company group is also specified at the level of the FAF invoice type setup with the FRA legislation, this invoice type is suggested for selection only if the company belongs to the company group entered.

Example 2: Invoice type setup

When entering an invoice for a FRA legislation company, belonging only to the NOR group, only the following invoice types are submitted for selection:

The FAF invoice type cannot be used because it is defined for the GRP company group for the FRA legislation.

Description (field DESAXX)

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

By default the short title, the long title, or the column header of a data are recorded in the connection language of the user.
You can add your translation in another language by selecting Translation from the Actions icon.

In the Translation window, add a new language code. When users connect in that language, they see the translated text.

Short description (field SHOAXX)

The short title used in screens and reports.

By default the short title, the long title, or the column header of a data are recorded in the connection language of the user.
You can add your translation in another language by selecting Translation from the Actions icon.

In the Translation window, add a new language code. When users connect in that language, they see the translated text. The connection language is defined as the default language for the folder.

Group (field GFY)

By entering a company group, you can limit the scope to companies in the selected group only. When this data is used for another record or with a setup element also defined in the group, a control checks that the groups have at least one company in common when the groups are different.  

In addition, a consistency check is performed for the legislations of the companies in the selected group.
At least one of these companies needs to have the same legislation as the one entered in the Legislation field. If  not, a warning message displays.

When using the document type, a consistency check is also performed between the legislation and group of the document type and the legislation and group of the document.

 For further information, click here.

This is used to carry out the process on a specific invoice category.

• Invoice: Direct invoice or one from an order or a delivery. It can be validated in accounting.
• Credit memo: Use to fully or partly cancel an invoice as needed; for a return, it needs to be reconciled with the return that generated the credit memo
• Debit note
• Credit note
• Proforma: A simulated invoice that cannot be validated in accounting.

You need to select one of the following:

• Invoice: For orders and/or receipts, such as received invoices from previously recorded receipts, orders not received, or orders without receipts

• Additional invoice: For invoices linked to other invoices such as transportation expense allocation

The code entered in this field is compared to those that were recorded in the automatic journal groups:

• For common codes, the criteria determined in the automatic journal groups is used
• If there are no common codes, the account code of the automatic journal is used: PIHI.

The code entered in this field is compared to those that have been recorded in the automatic journal groups:

• For common codes, the criteria determined in the automatic journal groups is used
• If there are no common codes, the account code for the automatic journal is used.

The journal code you enter here is used when posing an invoice.
This field is optional. You can only enter a journal code whose legislation and group setup is matches the setup of the invoice type and journal type.

If it is not entered, the journal code will be determined by the setup of the automatic journal, otherwise via the journal type.

Type of journal used when creating and posting an invoice.
This field is optional. You can only enter a journal type whose legislation and group setup matches the setup of the invoice type and journal code.

If blank, the automatic journal settings determine the journal type.

This field is only displays when the KPO activity code is active for Portuguese legislation.

The type of document is necessary so you can assign a dedicated sequence number.

• Normal
• Manual document recovery: This means that the source document was generated manually in paper form because the system was unavailable.
• Backup document recovery: This means that recorded documents were lost due when restoring a backup. These are documents recorded between the time the backup was performed and the time the backup was restored. You need to manually recreate these records.
  For these 2 document types, you need to enter the original document number in the transaction: Original document no. field for invoices and Manual document field for the other document types.
• External document: This means that the document was originally created in another application that provided the electronic signature. No electronic signature was generated by (Undefined variable: Sage_X3.SageX3) for this document type.

The document number needs to be unique.

Use this field to assign the correct document type to the SAF-T XML file.
The choice of the document type depends on the invoice category:

• If the category is Invoice: The SAF-T document type can be Invoice, Simplified invoice, or Debit note.
• If the category is Credit memo: The SAF-T document type must be Credit memo.
• If the category is Debit note: The SAF-T document type must be Debit note.
• If the category is Credit note: The SAF-T document type must be Credit memo.
• If the category is Proforma: The SAF-T document type can be Proforma or Consignment invoice.

Select this checkbox if the invoice type is a result of the self-invoicing process. You create the invoice instead of being created by the supplier. Because the supplier does not create the invoice, you have 2 options for SAF-T submissions:

• You send the file with the invoices directly to the state.
• You send the file to the supplier who is responsible for sending invoices to the state.

This setup is used when validating purchase invoices automatically creates expenses in the Fixed assets module.

You need to define the distribution terms of the invoicing elements on invoice lines that need to be considered when creating expenses.

• Distribution by invoicing element: The setup applied at the level of invoicing elements to be included.
  When a distribution is requested, the amount of each expense is increased or reduced in proportion to the distributed part of the invoicing element.
  When no distribution is requested, an expense is created for the entire amount of the invoicing element.
  
• No distribution: No distribution is applied, regardless of the setup defined for invoicing elements. An expense related to the entire invoicing element amount is automatically created when validating the purchase invoice. This option is particularly useful when a breakdown is set up at the level of invoicing elements, and the automatic journal is set up for a posting by account.

By default:

• For journals PIHI and PIHI3, no breakdown is defined in the setup.
• For other journals, the setup defines a breakdown by invoicing element.

Enter the invoicing type code used to map the e-invoice XML value to the (Undefined variable: Sage_X3.SageX3) value.

These codes are defined in Miscellaneous table 206.

Enter the factoring invoicing type code used to map the e-invoice XML value to the (Undefined variable: Sage_X3.SageX3) value.