Basic Data Set Up for the Receive Electronic XML Invoices Process

In order to receive electronic XML invoices (e-invoices), the following basic data set up options must be considered.

• Supplier
  It must be specified on the Supplier/Invoice/Message Defaults tab whether the invoice should be automatically checked and created in the external supplier invoice interface. If the Automatic Approval is enabled, both the check and create steps are automatically carried out. E-INVOICE must be entered as the media code and a value must be entered in the Approval User field in order to receive e-invoice messages into the system.
   
• Company
  Invoice image and attachments included in the e-invoice message are automatically checked into IFS/Document Management when the invoice is created. To be able to check in the invoice image and attachments into IFS/Document Management, basic data must exist in Company/Invoice/Document Management tab. Enter an invoice image document class and an attachment document class to be used to check in the invoice image and attachments into IFS Document Management. Enter an invoice image document prefix and an attachment document prefix to be used when creating the name of the invoice image and attachment.
   
• Person
  To be able to check in the received invoice image and attachments into IFS/Document Management the user must be registered as a person in the Person page.
   
• Document Management
  The document classes to be used to check in the invoice image and attachments must be defined in the Document Class page. In order to check in attachments to IFS/Document Management, the relevant file extensions must exist in the File Types page.

Party Identification

To receive a supplier invoice into IFS Cloud, the company ID and the supplier ID must be identified in the e-invoice file. Agreeing with your suppliers on what information to use for party identification is an important part of setting up basic data for the Receive Electronic XML Invoices process.

The following procedure is used by IFS Cloud to identify the company ID. (Note: The system would proceed from one step to another only if the first step results in no match or more than one match.)

1. Match the customer association number in the received invoice with the association number of the company.

2. Match the Buyer Organisation Unit Number with the own address ID of the company.

3. Match the customer's tax identity with the tax identity of the company.

4. Match the customer ID with our ID at supplier defined in the Supplier page.

5. Match the customer ID with the actual company ID

6. Check whether the supplier ID exists for only one company.

7. Display an error message in IFS Solution Manager.
   
   

The following procedure is used by IFS Cloud to identify the supplier ID. (Note: The system would proceed from one step to another only if the first step results in no match or more than one match.)

1. Match the supplier association number in the received invoice with the association number of the supplier.

2. Match the Seller Organisation Unit Number with the own address ID of the supplier.

3. Match the supplier tax number in the received invoice with the tax identity number of the supplier.

4. Match the bank account number in the received invoice with the default bank account number of the supplier.

5. Match the Seller ID at Buyer with the supplier ID.

6. Match the purchase order number if it is used, if an internal supplier is registered for the PO site, this will be considered as the actual supplier ID.

7. When SellerSiteCode is used, if an internal supplier is registered for this site, this will be considered as the actual supplier ID.

8. Display an error message in IFS Solution Manager.

Pages

External Supplier Invoices

Activity Diagrams

External Supplier Invoices