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.