Setup and Common data

This chapter explains the very limited exceptions to changes in the existing data model. These limited changes were necessary to build a robust solution that does not significantly impact your current workflows.

There could be additional changes in future releases.

Setup module

Parameters

Open: Setup > General parameters > Parameter values (ADPVAL)

The parameters are in the TC chapter, INV group.

These parameters are linked to the EINV activity code:

EINVOICE - Electronic invoice

EINVPIHEXP - Purchase invoice exp. template

EINVSYNC- Network synchronization This parameter is hidden. See the note on the What's new page.

EINVPIHIMP - Purchase invoice imp. template

EINVBISEXP - AP invoice export template

EINVBISIMP - AP invoice import template

EINVMAP - E-invoicing mapping code

EINVMAPIN - Inbound mapping code

EINVPRTPVI- E-invoicing preview destin.

EINVDBGMOD - Debogging mode: Do not activate in production.

This parameter depends on the SNAP activity code:

SNAPSTDSCP - AP Automation standard script

Sequence numbers

Open: Setup > General parameters > Sequence number definition > Structures (GESANM)

Two sequence numbers are included with your solution.

SNAP - Sage Network invoices is used by AP Automation in the Process documents function when adding or generating documents.

SINV - can be used in the Get inbound invoices function when new records are created.

If these sequence number definitions are updated, you need to ensure that their structure is different so that there is no potential for overlap or duplicates.

Import templates

Open: Setup > Usage > Imports/Exports > Imports/Exports templates (GESAOE)

Import and export templates are used throughout Sage X3. They can be easily configured, but be careful not to modify them.

These templates depend on the EINAP activity code:

EINVBISEXP - Export template AP invoice

EINVBISIMP - Import template AP invoice

EINVPIHEXP - Export for purchasing invoice

EINVPIHIMP - Import for purchasing invoice

These templates depend on the SN activity code:

SNBPC - Customer sync model

SNBPCCNT - Customer contact sync model

SNBPR - Business Partner sync model

SNBPS - Supplier sync model

SNCPY - Company sync model

SNCPYCNT - Company contact sync model

Destinations

Open: Setup > Destination > Destinations (GESAIM)

For PDF outputs for sales invoices, you need to ensure the following settings for the PDF_EINV print destination:

Output type should be Archiving.

Export format should be PDF.

Customer invoice type

Open: Setup > Sales > Document types > Invoice types

You need to associate each Sage X3 invoice type to the correct invoice type listed in Miscellaneous table 206.

Common invoice types are 380 (Commercial invoice) and 381 (Credit note).

Invoicing elements

Open: Setup > Sales > Invoicing elements (GESSFI)

The Discount and charge reason code to be used in the XML file is associated with the Invoicing elements. This code is controlled in Miscellaneous table 212.

Supplier invoice type

Open: Setup > Purchasing > Document types > Invoice types

You need to associate each Sage X3 invoice type to the correct invoice type listed in the Miscellaneous table 206.

Common invoice types are 380 (Commercial invoice) and 381 (Credit note).

You can define a specific invoice type for factoring.

Companies

Open: Setup > Organizational structure > Companies (GESCPY)

The following fields are used in the mapping process to determine the Sage X3 company:

Subject to tax checkbox
Company tax ID no., 9-digit SIREN (CRN) in France
EU VAT no.
Service ID

Sites

Open: Setup > Organizational structure > Sites (GESFCY)

The following fields are used in the mapping process to determine the Sage X3 site:

Site tax ID no. (CRN), 14-digit SIRET (CRN) in France
Routing code
Suffix
Electronic address
Email address
Service code

Local menus

This list is for your information only. These local menus cannot be modified.

Chapter - Description

2076 - Document status

2128 - Generated document

2129 - Invoice status

2130 - Einvoicing mapping

2131 - Einvoicing status

2132 - Einvoicing partial matching

2134 - Life cycle invoice type

2135 - Life cycle internal status

2136 - Sync statuses

2137 - Operation Type

2138 - Package type

2139 - Step Name

7794 - E-invoicing messages

7795 - Mode

7796 - E-invoicing notes texts

7797 - Discount / Charges

7798 - AP Automation messages

7799 - Update/Initialize

Common data module

Miscellaneous tables

Open: Common data > Common data > Miscellaneous tables (FONADI)

Note that some tables can be changed and some cannot. These tables do not update automatically

Table	Description	Type
18	Unit of measure UNECE	Changeable
206	Invoice type ( Code type de facture)	Changeable
207	Business process type	Changeable
208	VAT category (Code de catégory de TVA)	Changeable
209	Exoneration code (Motif exonération)	Changeable
210	BPs (Third parties types)	Changeable
211	Payment means code (payment type)	Changeable
212	Discount & charge reason code	Changeable
970	Life cycle statuses	Not changeable
971	Refusal reasons	Not changeable
972	Requested actions	Not changeable

Business partner

Open: Common data > BPs > Business partners (GESBPR)

Depending on the process, the following fields are used to determine the BP, to launch the e-invoicing process, or to design the route of the e-invoice:

On the Identity tab

Company name 1 (BPRNAM)
SIREN = 9- digit or SIRET = 14-digit (CRN) in France
EU VAT no. (EECNUM)
E-invoice type: The information entered in this field triggers the display of additional fields required for the electronic invoicing process. It can be updated in bulk using the BP e-invoice data update function (EINVBPRUPD) under Common data > BPs > Utilities.
Service code: This code can be used for B2G (Business-to-Government) transactions or to construct the electronic address.
Routing code and Suffix: These are used in combination with the tax IDs to specify the destination for the electronic invoice.
Electronic address code: This is constructed using the tax ID, routing code, and suffix.
Electronic invoice type: This information begins the e-invoicing process.
E-invoicing mapping code: This information links the BP to an XML format to be used.

You can set up exceptions per company, such as adjusting how e-invoicing is managed for each of your companies.

Customers

Open: Common data > BPs > Customers (GESBPC)

The same information entered in the BPs function (GESBPR) record is used to manage outgoing electronic invoices.

Supplier

Open: Common data > BPs > Suppliers (GESBPS)

The module, Purchasing or A/P-A/R accounting, where to create the invoice transaction defaults from the supplier.

If you choose Manual, the status of the record in the temporary storage table is Incomplete mapping and you need to manually select the destination module.

When generating the supplier invoice, the account used to initialize the invoice line defaults from the supplier accounting code, line 17 (Purchasing).

Currency

Common data > Common tables > Currencies (GESTCU)

The ISO code (ISOCOD) is used to map the currency in the XML file.

Units of measure

Open: Common data > Common tables > Units of measure (GESTUN)

The UNECE code is used to map the unit of measure in the XML. It is controlled by the Miscellaneous table 18.

Tax rates

Open: Common data > Common tables > Taxes > Tax rates (GESTVT)

Tax rates need to be updated to populate mandatory information in the XML files:

Tax code: The list of allowed values are in Miscellaneous table 208.
Exemption reason: If there is an exemption, the list of allowed values are in Miscellaneous table 209.
Charge reason code: The list of authorized values are in Miscellaneous table 212. This code is used to identify parafiscal taxes in the XML file. This field is not active for VAT taxes.

Payment methods

Open: Common data > BP tables > Payment methods (GESTAM)

The payment method type code in the XML file is associated with the payment method. The list of authorized values are in Miscellaneous table 211.