On supplier invoice entry, it is necessary to identify the invoice type in the header. The invoice type will determine the processing applied to the entered invoice.

In order to correctly process the operation, the following elements are required:

  • an automatic journal to process the operation in accounting,
  • an entry type to manage the propagation authorizations for the various ledger types and to define the sequence numbers.

An invoice type to define the various invoice categories.
Example: France invoice and export invoice.

Prerequisite

See also Refer to documentation Implementation

Screen management

Entry screen

An invoice type is defined by an alphanumeric code of five characters. This code will be called in supplier invoice entry.

The invoice type setup is performed on a single screen where the following information needs to be entered:

Purchase invoice types

Enter the user invoice type:

Invoice

This transaction type refers to orders and/or receipts. These received invoices can relate to previously recorded receipts, not yet received orders or orders without receipt (general purchases).

Additional invoice

This transaction type refers to invoices that can only be assigned to already invoiced products. These invoices can only come from:
    • The supplier of the goods (e.g.: for additional invoicing);
    • A business partner other than the supplier of the goods, in which case the invoices must be assigned to products (e.g.: for freight charges or customs expenses).
      This additional invoicing can also lead to price adjustment movements for products managed in stock.

Credit memo

This transaction type is used to fully or partly cancel an invoice in the event of a dispute on the price or quantity.

Credit memo on return

This transaction type is similar to the previous one, except that it needs to be reconciled with the return that generated it.

Automatic journals

If this field is empty, the automatic journal PIHI is used.

Block number 1

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

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

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

    Short title used in the screens and reports. This title is recorded in your connection language.

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

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

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

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

    Invoice type (field PIVTYP)

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

    The invoice type is associated to a type of journal for which a counter (manual or automatic) is specified.
    Legislation (field LEG)

    In creation mode, the legislation code can be initialized via the user parameter LEGFIL - Legislation (selection filter) (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’.
    The legislation code is not mandatory. When the code is entered, you can only use the invoice type for companies subject to this legislation.

    Reminder of the main principles relating to the use of data or a setup element defined by legislation, when the company context is known (record, flow, etc.)

    • 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 (‘All legislations’ level), it is considered as having a multilegislation nature. This element can be used in every record, irrespective of the 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 (provided it is ‘Active’).
      Warning Notes:
          • If the setup element defined for the company is not ‘Active’ and the setup element defined at the "All legislations" level is, this setup element cannot be used.
          • To reduce the processing time and thus improve performances, we recommend not to create multilegislation records and instead create records for each legislation of the folder.
            For further information, refer to the documentation on Performance improvement: List of the multilegislation objects.
    • 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:
    Setup of invoice type as follows:

    Invoice type

    Legislation

    FAF

    Blank = all legislations

    FAF

    FRA

    CTD

    Blank = all legislations

    BEF

    FRA

    CVC

    POR

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

    Invoice type

    Legislation

    FAF

    FRA

    CTD

    Blank = all legislations

    BEF

    FRA

    NoteAn 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:
    Setup of invoice type as follows:

    Invoice type

    Legislation

    Group of companies

    FAF

    Blank = all legislations

    Blank = all groups

    FAF

    FRA

    GRP

    CTD

    Blank = all legislations

    Blank = all groups

    BEF

    FRA

    Blank = all groups

    CVC

    POR

    Blank = all groups


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

    Invoice type

    Legislation

    Group of companies

    CTD

    All legislations

    All groups

    BEF

    FRA

    All groups


    Note The FAF invoice type cannot be used because it is defined for the GRP company group for the FRA legislation.
    • Description (field DESAXX)

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

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