In customer invoice entry, you need to enter 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

SEEREFERTTO Refer to documentation Implementation

Screen management

Entry screen

A user invoice type is defined by an alphanumeric code composed of three characters. This code is called in customer invoice entry.

The setup of the user invoice type is performed in a single screen where the following fields must be entered:

  • Sales invoice type
    Specify if the user invoice type (breakdown) is:
    • Of the Invoice type:
      This type refers to the direct invoices or invoices recovered from an order or delivery. This type can be validated in accounting.
    • Of the Credit memo:
      This type is used to respond to potential disputes. You can link a credit memo to an invoice: this makes it possible to partially or completely close an open item in this invoice; or you can directly link it to a business partner: a negative open item will be generated which you can use to post a payment. This invoice type is also used, when the corresponding flag is selected and the INVCAN - Cancellation invoice parameter is set to Yes, to manage cancellation invoices.
    • Of the Pro forma type:
      This type is used to "simulate" the creation of an invoice but it cannot be validated for accounting purposes.
  • Sequence number counter
    The Manual sequence number field is used for the non automatic management of numbering managed by the user.
  • Automatic journal
    If this field is empty, the automatic journal SIHI is used. You can however specify the automatic journal to be 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.

    SEEINFO 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.

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

    Invoice type (field SIVTYP)

    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.
      SEEINFO 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.
    SEEREFERTTO For further information, click here.
    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’).
      SEEWARNING 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

    SEEINFOAn 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


    SEEINFO 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)