Enter Invoice Info per Company

Explanation

This activity is used to enter the basic company invoice data required by IFS/Invoicing.

Prerequisites

System Effects

As a result of this activity, the IFS/Invoice basic features will be defined.

If you use the posting proposal feature for the company, it would not be possible to post supplier invoices in the Supplier Invoice Entry window. You will have to use the Posting Proposal window to post the invoice. When you select the Use Posting Proposal check box on the General tab in the Company window, the Supplier Invoice Workflow tab will be made available.

Window

Company

Related Window Descriptions

Company, Company/Invoice

Procedure

Before you begin, verify that the correct company ID appears in the header of the Company window.

On the Invoice/General tab:

  1. In the Postings Parameters section, select the Create Posting at Invoice Entry check box if you want a voucher to be automatically created when the invoice is saved.
  2. Select the Same No on Prel. and Final Suppl. Invoice Voucher check box if you want the same voucher number for both the preliminary and final posting of a supplier invoice.
  3. Select the Same Date on Prel. and Final Suppl. Invoice Voucher check box if you want the same date on the vouchers for the preliminary and final posting of a supplier invoice.
  4. Select the Use Posting Proposal check box if you want to use the posting proposal feature, when posting supplier invoices for the company.
  5. In the Accepted Invoice Voucher Difference in Accounting Currency field, enter the maximum difference in accounting currency that should be allowed when an invoice is posted.
  6. Under Misc Parameters section, select the date to be used when calculating the planned payment date from the Planned Pay Date Calc Base list. Either the payment term base date or the arrival date can be used for this purpose.
  7. Select the date in the Incoming Inv Curr Rate Base list that should be the base for the currency rate when register supplier invoices manually. Currency rate date for external supplier invoices are handled in External Supplier Invoice Parameters. Customs Declaration Date can not be used as base for external supplier invoices. If Customs Declaration Date is used and no date is entered at invoice registration, then is the currency rate based on voucher date instead.
  8. Select the date in the Outgoing Inv Curr Rate Base list that should be the base for the currency rate when issuing customer invoices.
  9. Select the Supplier Invoice Authorization Only by Separate Function check box. This means that invoices can be authorized for payment using the Authorize Payment Plan window only. Otherwise, invoices can also be authorized at final posting, manually or automatically. For more information, see the Supplier/Invoice tab.
  10. Select the Cash Discount Based on Gross Amount check box, if appropriate. Otherwise, cash discount is based on the net amount.
  11. Select the Set Invoice Date to Current Date when Printing Outgoing Invoices check box if you want the invoice date to be updated to the date of printing when the invoice is printed.
  12. Select the check box Print Advance Payments Information On Customer Invoice if you want any advance payments made for an invoice to be disclosed in the printed invoice.
  13. Select the Print Invoice Amount Verbally check box if you want the invoice amount to be printed verbally on the invoice print-out.
  14. In the Cust Inv Creation Method, select a value for payment reference number on customer invoices. This may not apply to all countries and it is optional. Unless the value selected is Not Used, it would not be possible to enter information in the Payment Reference field in the Payment Proposal Details window.
  15. Select whether there should be a validity check of payment reference number on supplier invoices. This may not apply to all countries and it is optional. If the Used value is selected, the Payment Reference field in the Payment Proposal Details Window cannot be edited.
  16. This field has before been used to specify the text printed in the footer of external outgoing documents. A new concept for specifying footer text, named Document Footer, has been introduced in folder Enterprise/Company/Basic Data. It is this new concept that should be used and therefore Page Footing field on company has been set not editable.
  17. Save the information.

On the Invoice/PO Matching tab:

  1. Select a value in the Supplier on PO line(s) not equal to Supplier on Invoice field to specify how purchase orders should be matched with invoices if the invoicing supplier on the purchase order is not the same as the supplier on the invoice.
  2. Enter values in the Tolerance % and Tolerance Amount fields, if desired. These values will be used when matching supplier invoice amounts to purchase order amounts if no tolerance parameters are set on the supplier. If the Self-billing check box is selected on the Supplier/Invoice tab, no tolerance checks will be performed. The currency code used for tolerances will be displayed in the Tolerance Currency field and will not be editable.
  3. Select the method of authorizing the postings from the Posting Authorization list. Authorization can be done automatically, manually, or manually when tolerance amounts match.
  4. Select the Create Tolerance Posting according to Posting Control check box if the tolerance lines should be posted according to posting control. If it is not selected, the tolerance postings will be posted in a similar way the previous cost posting line was posted.
  5. Save the information.

On the Invoice/Document Management tab:

  1. Select a value in the Invoice Image Document Class field. This document class is used by the system when an invoice is sent or received. Note! Document classes must be predefined in the EDM Basic window before they can be used here.
  2. Select an Invoice Image Document Prefix. This prefix is used when creating the name of the file that was checked into IFS/Document Management.
  3. Select an Attachment Document Class. This will be used by the system to check in the attachments connected to an invoice to IFS/Document Management when the invoice is sent or received.
  4. Select an Attachment Document Prefix. This prefix is used when creating the name of an invoice attachment that was checked in to IFS/Document Management.
  5. Save the information.

On the Invoice/Default Invoice Types tab:

Verify that the appropriate default invoice type is defined for each invoicing activity.