Customer invoice types

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

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 as follows:

• It is used for the sales and BP customer invoices.
• It identifies an invoice category, such as invoice, credit memo, and so on, and a posting structure for posting invoices.
• It is associated with a journal type that has a manual or automatic counter.

When creating an invoice, only an invoice type with a legislation and company group consistent with those of the company linked to the sales site can be used.

This is explained in detail in the Legislation field help.

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 restrict the selection list so that it only displays the codes defined for this legislation, as well as those defined for All legislations.

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

Legislation‑based setup rules

This section describes the key principles that govern the behavior of a setup element defined by legislation when the company context is known (records, flows, etc.).

• Single‑legislation setup elements: 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.
• Multilegislation setup elements: When a setup element is defined with no legislation, at All legislations level, it is considered multilegislation. It can be selected in any record, regardless of the legislation, unless a setup element with the same code exists for the company’s legislation. In that case, the element defined for the company’s legislation has priority: it is the only one offered for selection, and it is the only one accepted during entry, provided it is active.
Note - warning

• If the setup element defined for the company is inactive, and the multilegislation element is active, the multilegislation element cannot be used.
• To improve performance, avoid creating multilegislation records and instead create one record per legislation in the folder.

For more information, see Performance improvement: List of the multilegislation objects.

• Company group filtering: An additional filter may apply depending on the company group defined on the setup element. This setup element can only be used and is only suggested for selection if the company associated with the record belongs to the specified company group.

• Description (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 (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 (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.

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: Used to respond to potential disputes. You can link a credit memo to an invoice to partially or completely close an open item on this invoice. Or you can directly link it to a business partner; a negative open item is generated that you can use to post a payment. This invoice type is also used when the INVCAN - Cancellation invoice parameter (TC chapger, INV group) is set to Yes to manage cancellation invoices.
• Debit note
• Credit note
• Proforma: A simulated invoice that cannot be validated in accounting.

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

• For common codes, they are determined in the automatic journal groups.
• If there are no common codes, the automatic journal code entered in this field is used.

If this field is empty, the automatic journal SIHI is used. You can however specify the automatic journal to be used.

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

• For common codes, they are determined in the automatic journal groups.
• If there are no common codes, the automatic journal code entered in this field is used.

Enter the journal code assigned when creating an invoice to be used when posting.

You can only enter a journal code whose legislation and group setup is the same as the invoice type and journal type.

If you don't enter a journal code, the journal code is determined by the automatic journal or the journal type.

Type of journal used upon invoice creation and posting. This field is optional. It is only possible to enter a journal type whose legislation and group setup is coherent with the setup of the invoice type and journal code.

If it is not entered, the journal type is determined by the setup of the automatic journal.

If the sequence number of the document is chronological, and an invoice was created with an incorrect date, the error can be serious because the process cannot be reversed.

This field is used to check the entry of the document date: If you try to create an invoice with a date later than the current date plus the number of days indicated, an error message is displayed when entering the invoice.

The control is applied only in the following situations:

• It is not a Proforma type invoice.
• The value entered in this field is different from zero.
• The sequence number of the document is chronological.

If the entry type was defined on the invoice type, the sequence number is not entered on the entry type. The automatic journal is used to evaluate the entry type and the associated sequential number. If no entry type is defined, the SIHI or BPCIN entry type automatic journals are checked by default.

The management of this field is subject to the INVCA - Cancellation invoice activity code. It is only available when the invoice type is Credit memo or Credit note.

When you select this checkbox, the document linked to this invoice type is subject to the following:

• This document type can only be entered in an automatic transaction dedicated to invoice cancellations.
• To create a cancellation invoice, you need to link it to an invoice. This invoice cannot be matched, linked to a credit memo, and must be paid.
• After the document is created, you cannot modify any of the information it contains: The amounts must match the invoice amounts.
• You can only use automatic entries linked to the source documents.

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

The type of document is necessary so that it can be possible to assign to it a dedicated sequence number.

It can take one of the following value :

• Normal
• Manual document recovery: This means that the source document was generated manually in paper form because your system was down or unavailable.

• Backup document recovery: This means that recorded documents were lost due to restoring a backup. These are documents recorded between the time when the backup was performed and the time when the backup was restored.

  You need to recreate them manually.

  For these 2 types of documents, you need to enter the original document number in the transaction in the Original document no. field for invoices and the Manual document field for the other document types.

• External document: This means that the document was originally created using a third party solution that provided the electronic signature. No electronic signature is generated by Sage X3 for this document type.

Use this field to assign the correct document type to the SAF-T XML file.

The choice of the document type depends on the selected invoice category:

• If the category is Invoice, the value of the SAF-T document type can be: Invoice, Simplified invoice, or Debit note.
• If the category is Credit memo, the value of the SAF-T document type needs to be: Credit memo.
• If the category is Debit note, the value of the SAF-T document type needs to be: Debitnote.
• If the category is Credit note, the value of the SAF-T document type needs to be: Credit memo.
• If the category is Proforma, the value of the SAF-T document type can be: Proforma or Consignment invoice.

This field is displayed only when the KPO activity code is active.

This field is used to specify if the invoice type results from the self-invoicing process. In this case, the invoices of this type are not exported to the SAFT. The document must be entered internally but the digital signature is performed by the client software.

Invoices, whose Auto-invoice indicator is active, are always manual type invoices. These invoices must not be processed by the automatic invoice functions. This limit aside, this type of invoice can be processed as an invoice for a direct invoice order, based on the delivery information and other.

Enter the invoicing type code used to map the e-invoice XML value to the Sage X3 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 Sage X3 value.