| Self billing |  |
| For each purchase order header you can define whether self billing is used. Self billing is typically used if you have: A contract with the supplier for the price of the goods you are buying. An agreement with the supplier that you will pay for the goods without receiving an invoice for them. The supplier does not need to send an invoice. Instead, you use the self-billing procedure to automatically generate invoices for these goods. If the self-billing procedure is used, ERP LN creates, matches, and approves invoices automatically when goods are received. This is all done in the Accounts Payable module. Self-billed internal invoices For invoiced goods transfer between warehouses of separate financial companies, it is important that for every sales invoice a corresponding purchase invoice is available. Otherwise, reconciliation is not possible. To ensure that ERP LN creates an internal purchase invoice for every internal sales invoice, you can select the Generate Invoices with manually entered Invoice Date check box in the Generate Self-Billing Purchase Invoices (tfacp2290m000) session. If you select this check box, ERP LN ignores the composing criteria for sales invoices that you set up in Accounts Receivable and in Invoicing, and creates an internal purchase invoice for every internal sales invoice. The self-billing procedure The self-billing procedure is similar to the procedure for manually created purchase invoices, and consists of the following steps: You register the receipt of the goods in Warehousing. In the Generate Self-Billing Purchase Invoices (tfacp2290m000) session of the Accounts Payable module, you generate the purchase invoice documents. ERP LN creates an open invoice entry. ERP LN automatically matches and approves the invoice documents. ERP LN creates the postings for the generated purchase invoice to the general ledger. Posting information For a self-billing document, the same postings are created as for manually registered invoices related to orders that you can enter in the Purchase Invoices (tfacp1110s000) session. For each invoice line of the generated invoice, ERP LN sets the level of tax calculation to Transaction Line. For a debit memo, the same postings are created as for registered credit notes related to purchase orders. The transaction type category is Purchase Credit Notes. For each line of the generated debit memo, ERP LN sets the level of tax calculation to Transaction Line. The posting on the control account usually is a credit posting for a self-billing invoice, or a debit posting for a debit memo invoice. This depends on whether the amount is positive or negative and whether the transaction type allows the posting of negative amounts and negative amounts for credit notes. Rules for the generation of self-billed invoices In Procurement, the self-billing procedure is controlled by the following fields in the Purchase Order Lines (tdpur4101m000) session: Self-Billing. An invoice can be generated for every receipt of the order lines. In the financial company to which the purchase office is linked, you can select the order lines and generate the invoices in the Generate Self-Billing Purchase Invoices (tfacp2290m000) or the Generate Internal Freight Invoices (tfacp2246m000) session. Invoice after Self Billing Date Type Self Billing Method These fields are defaulted as follows: From the Invoicing Terms and Conditions (tctrm1145m000) session. From the Purchase Contract Lines (tdpur3101m000) session. From the Items - Purchase Business Partner (tdipu0110m000) session. From the Buy-from Business Partner (tccom4120s000)/ Purchase Orders (tdpur4100m000) sessions. Non-purchase self-billed invoices For the following types of internal invoices, which are also created by processes of the Accounts Payable module, you cannot generate self-billed invoices with the Generate Self-Billing Purchase Invoices (tfacp2290m000) session: Internal freight invoices. Internal freight invoices are generated in the Generate Internal Freight Invoices (tfacp2246m000) session. Commission invoices. The creation of commission invoices is completely triggered from the Commissions and Rebates module in Sales. To support this process, the transaction type, the series, and the batch description for the commission invoices are stored in the ACP Parameters (tfacp0100m000) session. Invoice dates and document dates In the Generate Self-Billing Purchase Invoices (tfacp2290m000) session, you can enter the data for the batch that contains the self-billed invoices. The financial period information that you enter is used for all the transactions in the process. If you select the Generate Invoices with manually entered Invoice Date date check box, you can enter the invoice date as well as the transaction entry date and the financial periods for the batch. The invoice date must be the same or later than the Invoice Cut-off Date. Note If you register the receipts of the purchase orders, the invoice accrual balance increases and if you approve the invoice, the invoice accrual balance decreases. If you specify an earlier period for the self-billed invoices than the period in which the receipts were registered, the invoice accrual account is decreased before it is increased. To avoid this type of discrepancy, the Transaction Entry Date and the Invoice Date if you supply a date, must be the same or later than the Invoice Cut-off Date. You can still manually change the period information, and you can also change the period balance if this is required. If you manually approve an invoice in the Match/Approve Purchase Invoices (tfacp2107m000) session, the Posting Data for Approval Transactions (tfacp1141s000) session starts in which you can change the period information. The following rules apply to the transaction date of all transactions and the document date of the invoice: If the Generate Invoices with manually entered Invoice Date check box is cleared, ERP LN uses the receipt date of the latest receipt that is part of the invoice for the transaction date and document date of each invoice. If the Generate Invoices with manually entered Invoice Date check box is selected, ERP LN uses the entered invoice date for the transaction date and document date of the invoice. The entered invoice date cannot be earlier than the cut-off date and therefore, it is always later than any of the receipt dates. If you enter an earlier date, ERP LN displays an error message. The rate information For a transaction, ERP LN determines the currency rate to be used according to the rate information. The rate information consists of the following details: Rate type Rate date Currency rate Rate factor In addition to the rate information, the currency rate used for the generated invoice and the postings in the general ledger depends on the value of the Rate determiner of the purchase order. The rate determiner is a mandatory compression criterion, therefore, the rate determiner is the same for all the order lines combined on the invoice. If the value of the rate determiner is other than Document Date, each related order line is posted with its own rate information on the invoice accrual account. In this case, the rate information of the order line is the same as the rate information on the purchase order header. Consequently, the involved invoice accrual account is increased by the receipt and decreased by the generation of the self-billed invoice with the same rate information. Therefore, no currency differences postings occur in the integration transactions. The rate information of the invoice and the control account posting is the average rate of all the related invoice accrual postings. If the rate determiner is Document Date, all the postings are made with the currency rate that is effective on the document date of the invoice. Consequently, every invoice accrual posting can create a Currency Difference entry in the integration transactions. The Currency Difference entry results from the difference between the purchase order header rate information and the rate information effective on the invoice document date. Related topics Generate Self-Billing Purchase Invoices (tfacp2290m000) Generate Internal Purchase Invoices (tfacp2295m000) Financial business partner group ledger accounts Payment and receipt methods To process purchase invoices Examples of generated self-billed purchase invoices |