Sales Invoice Types

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 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

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:

Field descriptions

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.

    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.

    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.
      Note 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.
    See also 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’).
      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

    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:
    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)

    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 must 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/group of the document type and the legislation/group of the document.

    See also For further information, click here.

    Setup

    Invoice category (field INVTYP)

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

    There are five invoice categories:

    • Invoice
    • Credit memo
    • Debit note.
    • Credit memo
    • Pro forma
    Sales auto journal (field COD)

    The code entered in this field will be compared by the system with those that have been recorded in the automatic journal groups:

    • in case of common codes, the system will apply the criteria determined in the automatic journal groups,
    • if there are no common codes, the system will take into account the code of the automatic journal entered in this field.
    BP auto journal (field COD2)

    The code entered in this field will be compared by the system with those that have been recorded in the automatic journal groups:

    • in case of common codes, the system will apply the criteria determined in the automatic journal groups,
    • if there are no common codes, the system will take into account the code of the automatic journal entered in this field.
    Journal (field JOU)

    Journal code assigned upon invoice creation. It will be used upon invoice posting.
    This field is optional. It is only possible to enter a journal code whose legislation and group setup is coherent with the setup of the invoice type and journal type.
    See alsoThe general principles linked to the multi-legislation setup are detailed here.

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

    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.
    See alsoThe general principles linked to the multi-legislation setup are detailed here.

    If it is not entered, the journal type will be determined by the setup of the automatic journal.
    Number of days for next invoice (field NUMDAYINV)

    If the sequence number of the document is a chronological one, and an invoice has been created with a wrong date, the error can be serious since the process cannot be reversed.
    This field is used to check the entry of the document date: If the user tries to create a document (invoice) with a date later than the current date + the number of days indicated, an error message is displayed when entering the invoice.
    The control is applied only n the following situations:

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

    If the entry type has not been defined on the invoice type, the sequence number is not entered on the entry type. Therefore the automatic journal will be used to evaluate the entry type and the associated sequential number. If no entry type is defined, the entry types SIHI or BPCIN automatic journal will be checked by default.
    Cancellation invoice (field INVCAN)

    The management of this field is subject to the INVCA - Cancellation invoice activity code. It can only be accessed when the category of the invoice type corresponds to a Credit memo or Credit note.
    When this flag is checked, the document linked to this invoice type will be set within the framework of an invoice cancellation:

    • This document type can only be entered in an automatic transaction dedicated to invoice cancellations.
    • In order to create a cancellation invoice, you must attach it to an invoice. This invoice cannot be matched, linked to a credit memo, and must be paid.
    • Once the document has been created, you cannot modify any of the information it contains: the amounts must match the invoice amounts.
    • You must only use automatic entries linked to the source documents.

    Electronic signature

    Record type (field RECTYP)

    This field is displayed only 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 the value :

    • Normal
    • Manual document recovery
      This means that the source document has been generated manually in paper form (as the system was unavailable).
    • Backup document recovery
      This means that already recorded documents have been lost due to the restoring of a backup. These are documents recorded between the time when the backup has been performed and the time when the backup has been restored.
      It will be necessary to create them again manually.
      For these two types of documents, it will be necessary to enter the original document number in the transaction (ORIDOCNUM field -Original document no. for invoices and MANDOC -Manual document, for the other types of documents).
    • External document
      This means that the document was originally created in another software, which has provided the electronic signature. No electronic signature will be generated by Sage X3 for this document type.

     The document number which is entered must be unique.
    SAF-T document type (field SAFTINVTYP)

    Use this field to assign the correct document type to the SAFT 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, Simplifiedinvoice or Debit note
    • If the category is: Credit memo, the value of the SAF-T document type must be: Credit memo
    • If the category is: Debit note, the value of the SAF-T document type must be: Debitnote
    • If the category is: Credit note, the value of the SAF-T document type must 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 only displayed if your system is set up for Portuguese localization, that is the activity code KPO is active.
    Cash VAT (field CSHVATRGM)
    Automatic invoice (field AUTINV)

    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.
    Final sequence no. (field CODNUMEND)

    Electronic invoice

    Invoice type code (field EINVTYP1)
    Factoring invoice type code (field EINVTYP2)

    Specific Buttons

    Copy

    Error messages

    The only error messages are the generic ones.

    Tables used

    See also Refer to documentation Implementation