| # Purchase Invoices (tfacp1110s000) Use this session to enter the details of a purchase invoice. If the invoice must be matched with purchase orders you must select invoice type in the Invoice Type field. If the invoice covers purchased transport rather than purchased goods, select Invoice Related to Freight Orders. Use the commands on the appropriate menu to perform various types of matching in the corresponding sessions. Depending on the type of matching and the type of invoice, you can match the invoice with specific lines and enter the amount or quantity to be matched. If the invoice is related to purchase order lines, you can: Manually match the invoice with order lines by clicking Match with. Enter the cost item and the additional costs transactions by selecting Add Costs on the appropriate menu. Approve the invoice when the Amount Unassigned is zero. On the appropriate menu, point to Invoice and on the submenu, click Approve. Reverse the approval of the invoice if this is still allowed. On the appropriate menu, point to Invoice and on the submenu, click Unapprove. Note If a freight order is already completely handled in Freight Management, you cannot approve the invoice. Purchase orders which were created through a subcontracting PCS order, a subcontracting service order or a subcontracting maintenance order, cannot in all cases be unapproved. Automatic matching If the Automatic Matching check box in the ACP Parameters (tfacp0100s000) session is selected, LN will automatically match the invoice. If you enter the number of an order or a packing slip, LN will try to match the invoice with the order or the orders associated with the packing slip. If you enter a value in the both fields, LN will only refer to the order from the Order field. Related topics To process purchase invoices Purchase invoice authorization The freight invoicing process How LN determines the applicable bank charges Monthly billing invoices Invoice Document The purchase invoice transaction type. You select this transaction type in the Transactions (tfgld1101m000) session. LN uses it to identify the invoice, together with the document number in the next field. Invoice Document The purchase invoice document number. It is used in LN to identify the invoice, together with the transaction type in the previous field. Allowed values If more series numbers are defined for this invoice transaction type in the Transaction Type Series (tfgld0114m000) session, you can select another series number. Default value LN enters a series number defined in the Transaction Type Series (tfgld0114m000) session. When this field is filled, LN sets the Invoice Status field to Registered. Invoice Status The stage the invoice has reached in its processing. Approved for Payment If this check box is selected, the invoice was approved for payment. If this check box is cleared, and payment approval is required for the invoice, the invoice cannot be selected in the Select Invoices for Payment (tfcmg1220m000) session. Related topics Payment authorization in Accounts Payable Invoice Data General Invoice Type This field indicates whether the invoice is related to purchase orders or other costs. If the invoice covers purchased transport rather than purchased goods, select Invoice Related to Freight Orders. Depending on the invoice type you choose, one of two purchase invoice processing procedures is started from this session: If the invoice type is Cost Invoice: The entry of transaction lines in the Purchase Invoice Transactions (tfacp1120s000) session. If the invoice type is Invoice Related to Purchase Orders or Invoice Related to Freight Orders: The matching with orders, entry with cost items, and the approval of the invoice in the Match Purchase Order Lines (tfacp2541m000), Matched Purchase Invoice/Statement Line Transactions (tfacp1133s000), and Purchase Invoices (tfacp1110s000) sessions. Example If you manufacture cars and you need to buy tyres, a purchase order for tyres is generated. If the invoice for these tyres is registered, the invoice type must be Invoice Related to Purchase Orders. LN matches the invoice with the purchase order. If you manufacture cars, and you need to buy coffee for your coffee machines, LN does not generate a purchase order. This is because this cost is not related to your business, which is making and selling cars. The invoice that is registered for the coffee must have invoice type Cost Invoice. This invoice will not go through the invoice matching procedure. Order The purchase-order lines. You can zoom to a list of purchase order lines for which the receipts have been registered. If the invoice type is Invoice Related to Purchase Orders, you can select a purchase order. If the Automatic Matching check box in the ACP Parameters (tfacp0100s000) session is selected, LN attempts to automatically match the order you enter in this field with the invoice. Load If the invoice is related to freight orders, this is the load. Related topics The load building process Packing Slip If you enter a packing slip, LN attempts to automatically match the orders linked to the packing slip with the invoice. Shipment If the invoice is related to freight orders, this is the shipment. Freight Order Cluster If the invoice is related to freight orders, this is the freight order cluster. Reference Line If a payment slip is attached to the invoice, this field must contain the payment slip reference line. Related topics The payment slip reference line in Sales Invoicing To process payment slips for purchase invoices Business Partner The business partner that sends invoices to your organization. This usually represents a supplier's accounts receivable department. The definition includes the default currency and exchange rate, invoicing method and frequency, information about your organization's credit limit, the terms and method of payment, and the related pay-to business partner. Default value If the invoice type is Invoice Related to Purchase Orders or Invoice Related to Freight Orders and an order number is entered in the Order field, LN enters the business partner related to the order. In case of protocol invoices, LN checks whether these conditions are met: The invoice-from business partner is located in an EU country other than Bulgaria. The financial company is located in an EU country. Functionality for Bulgaria is implemented. If these conditions are not met and the transaction type is for protocol invoices, LN displays a message. Tax ID The invoice-from business partner's tax number. Purchase Type The purchase type of the purchases made. To retrieve the most specific default purchase type, for invoices that are related to purchase/freight orders, LN checks for a purchase type in the following order: The purchase type of the unmatched order line. The purchase type in the Purchase Type Exceptions (tcmcs2103m000) session for the invoice-from business partner and the purchase order origin, with the various details fields left blank. The default purchase type of the business partner group of the invoice-from business partner. To retrieve the most specific default purchase type, LN checks for the default purchase type of the business partner group of the invoice-from business partner. Buss.Part.Inv.No. The invoice identification number used by the invoice-from business partner. This number is printed as the payment reference when the invoice is paid. Note You must enter this number if, in the ACP Parameters (tfacp0500m000) session, on the General tab, Invoice Number Mandatory is selected. Document Date The invoice's date of creation. This date is used, for example, to calculate due dates and discounts. Default value By default, LN enters the current date. Due Date The date on which invoice amount must have been paid. Default value If terms of payment are linked to the invoice, the due date is calculated accordingly. Otherwise, LN enters the current date. Related topics Due date calculation Rate Determiner The method to decide which date is used to determine the exchange rates. During the composing process, all amounts in foreign currencies are converted to the home currency, based on the determined exchange rate. Related topics Rate determiners Currency/Rate The invoice currency. Default value If the invoice type is Invoice Related to Purchase Orders or Invoice Related to Freight Orders and you have entered an order number in the Order field, LN enters the order currency, defined in the order details of the order you selected. If the invoice type is Cost Invoice, LN enters the currency defined for the invoice-from business partner. If the Rate Determiner field is Manually Entered, you can enter the applicable currency rate in this field. However, note the following exceptions: If either the displayed home currency or the transaction currency is an EMU currency, you cannot enter the current rate manually. If the currency system is Dependent, you can manually modify rates only if the displayed home currency is the reference currency. In other words, you can only define a currency rate between the reference currency and the transaction currency. Currency Rate The factor by which an amount in a different currency is multiplied to calculate the amount in the currency base. Amount The invoice amount. Default value LN enters the order amount defined in the order details of the order you selected, if: In the ACP Parameters (tfacp0100s000) session, the Order Amount default as Invoice Amount check box is selected In the Purchase Invoices (tfacp1110s000) session, the Invoice Type field is other than Cost Invoice. Amount in Home Currency The home currency. From the Tools menu, choose Rotate Currency to switch home currencies. In The invoice amount expressed in the home currency. Reference You can enter a text to be used for internal reference. Tax Details Level of Tax Calculation Select the level on which the tax on the invoice must be calculated. Default value The default tax calculation level is set in the ACP Parameters (tfacp0100s000) session. Note If functionality for Bulgaria is implemented and the transaction type's Register Document Type is "07", you must select Invoice Header. Tax Country/Code The country in which the tax must be paid. Default value By default, LN enters the tax country defined in the order details of the order you selected. Tax Country/Code The tax code for calculating tax over the invoice. Default value By default, LN enters the tax code of the selected order. For protocol invoices, the following applies: If the transaction type for protocol invoices is used, the tax type of the tax code must be Shifted. If the transaction type for protocol invoices is not used, the tax code is not allowed even if its tax type is Shifted. Tax Period The year and the tax period in which the tax over the invoice amount is settled. Tax Amount in Payment Currency If you have selected Invoice Header in the Level of Tax Calculation field, LN enters the amount of tax to be paid over the invoice amount. LN calculates the tax amount using the tax code entered. If the tax code is a singular tax code, you can change the tax amount. If the tax code is a multiple tax code, you can change the tax amounts in the Tax Codes by Line (tfgld1109s000) session. On the appropriate menu, click Tax Codes by Line to start the session. In The tax amount calculated in one of your home currencies. Payment/Dimensions Payment Data Terms of Payment Agreements about the way in which invoices are paid. The terms of payment include: The period within which invoices must be paid. The discount granted if an invoice is paid within a given period The terms of payment allow you to calculate: The date on which the payment is due The date on which the discount periods expire The discount amount Late Payment Surcharge The percentage that is charged over the goods amount or over rendered services that the recipient of the invoice must pay if the bill is not paid within a specified period. Payment Method The method used to create a payment (purchase invoice) or a receipt (sales invoice). The payment method defines details such as: The maximum amount The due date Allowance of foreign currencies and other details which must be printed on the report These are default values that you can change on the order or on the invoice. If the Payment Method Mandatory check box is selected in the Company Parameters (tfgld0503m000) session, you must link a payment method to the invoice or to the payment schedule lines. Reason for Payment The reason for a foreign payment. You can enter a code in this field if: The Add Reason to Foreign Payments check box in the Payment/Receipt Method (tfcmg0140s000) session is selected. The business partner's country code is different from the country code that belongs to the company in which the invoice is created. Important! If for the specified pay-to business partner data was entered in the Pay-to Business Partner 1099 Details (tccom4126s000) session, this field is mandatory. Additional description code The code for the description of the reason for payment in a foreign currency. The additional description is a requirement for Nordic bank files. If you register a purchase invoice, you can enter a reason for payment. If additional descriptions are linked to the reason for payment, LN displays the default additional description code. You can change the additional description code. Original Pay-to Business Partner The pay-to business partner that is linked to the invoice-from business partner. For a factored invoice, the original pay-to business partner is replaced with the factor. Related topics Reverse Charge Mechanism Pay-to Business Partner The business partner to which you pay invoices. This usually represents a supplier's accounts receivable department. The definition includes the default currency and exchange rate, the supplier's bank relation, the number of days within which you must pay the invoices, and if the business partner uses a factoring company. Factoring Commission in If this check box is selected, the purchase invoice is factored. Related topics Reverse Charge Mechanism Schedule If this check box is selected, a payment schedule exists for this invoice. Related topics To use payment schedules Factoring Number The identifier with which the business partner is registered by a factor. Related topics Reverse Charge Mechanism To Bank The invoice-from business partner's bank. If a payment schedule is linked to the invoice, this field is empty. The bank is determined separately for each payment schedule line. Buy-from Business Partner The business partner from whom you order goods or services; this usually represents a supplier's sales department. The definition includes the default price and discount agreements, purchase-order defaults, terms of delivery, and the related ship-from and invoice-from business partner. Bank Reference If you use bank reference numbers, this is the bank reference number of the invoice. Related topics Bank reference numbers Account/Dimensions Control Account The control account to which the transaction will be posted. LN derives the control account from the financial business partner group. Dimensions The dimensions to which the transaction will be posted. For invoices related to purchase orders, LN retrieves the dimensions from the integration mapping scheme if the following conditions are fulfilled: The purchase order details are entered on the invoice. The integration document type for dimension accounting for self-billing invoices was initialised in the ACP Parameters (tfacp0100s000) session. If these conditions are not met, and for dimension types for which no integration mapping is defined, LN retrieves the dimensions in the same way as for cost invoices and freight invoices. For cost invoices and freight invoices, for each dimension type, LN retrieves the dimensions in the following order: From the Invoice-from Business Partners (tccom4122s000) session From the financial business partner group control accounts specified in the Accounts by Financial BP Group (tfacp0110m100) session Tax amounts are also posted to these dimensions. If mandatory dimensions are linked to the tax accounts and no dimensions are defined for the control accounts, LN posts the tax amounts to the dimensions that you specify in the Posting Data for Tax Codes (tfgld0171s000) or the Posting Data for Multiple Tax Codes (tfgld0170s000) session. Summary Amounts Net Amount The total invoice amount, minus taxes, corrections and credit notes. Matched Amount The part of the invoice amount that is already matched with order lines. This amount is increased each time new orders are assigned to the invoice. Entered Transactions The total amount of the cost item and additional costs transactions entered for this invoice in the Matched Purchase Invoice/Statement Line Transactions (tfacp1133s000) session. To enter transactions, click Add Costs. Note For cost invoices, this is the total amount of the transactions entered for this invoice in the Purchase Invoice Transactions (tfacp1120s000) session. Price Difference A difference between the invoice amount and the order amount or the goods received amount which is caused by a difference between the price per unit on the order and the price per unit on the invoice. The price difference amount can also include a currency difference if the order currency exchange rate is different from the invoice currency exchange rate.
    Price difference = invoiced quantity * (order price per unit - invoice price per unit)
Amount Unassigned The invoice amount that is still unassigned to purchase orders or cost items. If this amount is zero, you have completely matched the invoice.
    Amount unassigned = net amount - matched amount - entered transactions
Note For cost invoices, this is the invoice amount that is still unassigned to transactions. Approval Approval Document The transaction type that is used for approving the purchase invoice. After you have successfully approved the invoice, LN enters the transaction type for approval in this field. LN creates the financial transactions under this transaction type. It is only relevant when you use the invoice matching procedure. Related topics To match and approve purchase invoices Approval Document The document number that is used for approving the purchase invoice. After you have successfully approved the invoice, LN enters a document number in this field. LN creates the financial transactions under this document number. It is only relevant when you use the invoice matching procedure. Related topics To match and approve purchase invoices Withholding Tax Net Amount Payable to Supplier The net payable invoice amount. Net Amount Payable to Supplier The net payable invoice amount in the home currency. In The invoice currency. Withholding Income Tax The withholding income tax amount. Withholding Income Tax The withholding income tax amount in the home currency. Withholding Social Contribution The withholding social contributions amount. Withholding Social Contribution The withholding social contributions amount in the home currency. Social Contribution Company Expense The social contribution (expense) amount. Social Contribution Company Expense The social contribution (expense) amount in the home currency. Miscellaneous Authorization Data Hold Reason You can enter a hold reason to block this invoice for processing. if you set up default hold reasons, LN automatically links a default hold reason to registered invoices for which no payment approval is required. If payment approval is required for the invoice and the user who registers the invoice is authorized to approve the payment, LN does not link a default hold reason to the invoice. The Hold Reason field remains empty. However, if the user does not have sufficient authorization, LN a default hold reason to the invoice. Related topics Authorization of price differences and additional costs To approve invoices for payment Assigned Approver The assigned approver who can remove the hold reason or approve the invoice for payment. Related topics Authorization of price differences and additional costs To approve invoices for payment Approve Before The invoice must be approved before this date. Original Invoice Original Invoice If this invoice is a credit note, you can enter the transaction type of the original invoice to which you link the credit note. Note If you are using Bulgarian functionality and the transaction was canceled, select the transaction type for canceled documents that is defined in the ACP Parameters (tfacp0500m000) session. Original Invoice If this invoice is a credit note, you can enter the document number of the original invoice to which you link the credit note. Original Invoice If this invoice is a credit note, you can enter the payment schedule line or shipment number of the original invoice to which you link the credit note. Related topics To assign credit notes to receipt schedules Others Subcontracting If this check box is selected, this invoice is for a subcontracting item. LN selects this check box if the invoice-from business partner is a subcontractor. This is specified in the Invoice-from Business Partners (tccom4122s000) session. Cash Flow Reason If the purchase invoice must be included in the cash flow statement, this field contains the cash flow reason. Related topics Cash flow statements Payment Agreement If you have a payment agreement with the invoice-from business partner, this field contains the payment agreement. Related topics To use payment agreements Text Internal Text If this check box is selected, a text exists for the invoice. Lines Starts the Purchase Invoice Transactions (tfacp1120s000) session or Sales Invoice Transactions (tfacr1111s000) session, in which you can enter ledger accounts and the cost/revenue amounts which must be posted to these ledger accounts. Order Starts the Match Purchase Order Lines (tfacp2541m000) session, in which you can manually match purchase order lines to an invoice. Receipt Starts the Match Purchase Receipt Lines (tfacp2544m000) session, in which you can match receipt lines to purchase invoices. Consumption Starts the Match Invoice to Consumption (tfacp2151s100) session, in which you can match an invoice to consumption lines. Add Costs Starts the Matched Purchase Invoice/Statement Line Transactions (tfacp1133s000) session, in which you can enter the additional costs such as freight cost, and administration costs. Approve Use this command to approve the invoice and to balance the interim-accounts related to the receipt and the invoice. Unapprove Use this command to reverse the approval of the invoice. Tax Codes by Line Starts the Tax Codes by Line (tfgld1109s000) session, in which you can change the tax amounts for nonsingular tax rates. Tax Transactions Starts the Tax Transactions (tfacp1112m000) session, in which you can view or maintain transaction lines for posting invoice tax to the general ledger. Terms of Payment Starts the Terms of Payment (tfacp1111s000) session. Copy Received Purchase Invoices Copies the data from the Received Purchase Invoices (tfacp1500m000) session to the Purchase Invoices (tfacp1110s000) session. One-Time Business Partner Addresses Starts the One-Time Business Partner Addresses (tfacp1102s000) session. Payment Schedule Starts the Payment Schedule (tfacp1103m000) session. If a payment schedule is linked to the invoice, the Payment Schedule (tfacp1103m000) session displays the amounts, due dates, and discounts of the payment schedule lines. Subcontracting Invoices... Starts the Subcontracting Invoice (tfacp3160s000) session. Recurring Purchase Invoices Starts the Recurring Purchase Invoices (tfacp1513m000) session. Match with Allows you to match the invoice with loads, shipments, or clusters. Invoice Allows you to approve the invoice or to reverse the approval. Intrastat Transactions Starts the Intrastat Transactions (tccom7171m000) session. Withholding Tax If the invoice is subject to witholding tax and social cotnributions, this command displays the withholding tax amounts. |