Enter Basic Supplier Invoice Information
Explanation
This activity is used to create a supplier invoice and enter basic information
into it. You can also specify the invoice as an advance invoice.
If the company uses the posting proposal feature by selecting the Use
Posting Proposal option in the
Invoice/General
tab, it will be possible to automatically match the invoice. The postings will
be retrieved from the purchase order reference or the receipt reference given
in the invoice, and will be matched according to the PO matching level selected
for the company. Similarly If the invoice needs to be matched with project transactions
from an invoicing advice, the reference should be entered in the invoice header.
If the company is using posting proposals, the invoice will be automatically
matched only if an invoicing advice is entered in the header. If there is no
advice entered or if the company is not using posting proposals, it is possible
to manually match transactions with the invoice.
Purchase orders and project transactions can be matched with their related
invoices in the Posting Proposals page.
If the company is not selected to use posting proposals, it is possible to create
invoice lines automatically based on purchase order receipts.
A check will be performed to identify whether invoice numbers have been duplicated
against all companies where the supplier is registered for invoicing. If duplicate
supplier invoice identities exist, an error message will be displayed.
Prerequisites
- A supplier should exist in the system.
- If invoice lines need to be created based on unmatched purchase order
receipts, a reference to one or more purchase orders should be entered in
the invoice header and the invoice should not be saved.
System Effects
- A supplier invoice is created. If you specify the invoice as an advance
invoice, posting types IP16 (Supplier Debts, Advance Invoice) and
IP22 (Tax Received, Advance Invoice) will be used to post the invoice.
The advance invoice can later be connected to the final invoice which will
result in reducing the amount due from the final invoice. (if the advance
invoice is paid in full)
- When invoice lines are entered, invoice line totals are updated automatically.
When saving the invoice, line totals will be copied to invoice header. If
the invoice is entered with header amounts (without creating invoice lines
manually), an invoice line is created automatically, but the changes done
to the header amounts will not affect the invoice line and vice versa. If
the header and line totals mismatch, a question will be raised when saving
the invoice, giving an option to copy line totals to header.
- When the invoice lines are created automatically based on unmatched
PO receipts, already existing invoice lines will be replaced by the copied
unmatched PO receipts.
- If the postings are retrieved from the purchase order reference or receipt
reference given in the invoice, and the invoice is in balance, then the
invoice will be automatically marked as matched with the purchase order
or the receipt reference, as appropriate. If the posting proposal is not
in balance, then a tolerance line will be created automatically or manually
to balance the proposal according to the selected Always Create Tolerance
Posting option on the
Invoice/General
sub tab in the Supplier
page. A tolerance line will not be created if the company is using line
level matching. The tolerance will be posted on the correct posting line
in this case.