Enter Supplier Invoice Information
Explanation
This activity is used to enter supplier general details, property code and tax information to be used at invoice entry as default
information. This information can be changed at invoice entry.
Enter information on the currency normally used, the default payment terms, and information
on authorization and tax code. You can also view and enter property code
information used for supplier invoices. Invoice properties can be used for
grouping or sorting invoices, e.g., by country, region, or other parameters. Note
that grouping and sorting are not currently available.
If you want use payment reference number for this supplier you can make it a
mandatory entry at invoice entry.
It is possible for the Invoicing
Supplier to be
different from the ordering supplier. The tax code of the invoicing supplier can
be different from the ordering supplier. The tax information
entered relates to the ordering supplier of the purchase order.
When handling multi-site ordering, it is recommended that the supplier type is set to
Internal and that a specific supplier group is used. This is however not mandatory for multi-site to work.
You can also specify on what level the matching should
be performed in the purchase order and tolerance information such as the
tolerance percentage, and tolerance amount, and how to handle tolerance postings. If
the supplier receiving the purchase order and the supplier who issues the
invoice is different from one another, the invoicing supplier name can also be
specified so that the purchase orders and invoices with the different suppliers
can be matched with one another.
You optionally can enter default tax information for the supplier. For example, you can enter the default values for the tax code, tax book or tax book structure, tax regime, the nature of tax liability, and the tax ID information. The supplier's tax regime will default to the tax regime specified for the company. (The tax regime determines the taxes that should be applied on invoices.)
Prerequisites
This activity has the following prerequisites:
- The supplier must have values in the
General and
Address
tabs in the
Supplier window.
System Effects
As a result of this activity:
-
Various supplier information is suggested at invoice entry, e.g., the currency
normally used by the supplier, the payment terms agreed upon, and the
default authorizer and in which state the supplier invoice
should be authorized for payment. If At Posting or At
Final Posting is selected from the Automatic Payment Authorization
list, the supplier invoice is automatically authorized for payment accordingly
depend on the supplier invoice state . If the Automatic Authorization Of Payment Plan check box is
selected, the supplier invoice is automatically authorized at final entry. (The
check box can only be selected if the Supplier Invoice Authorization Only By
Separate Function is not selected in the Invoice tab in the
Company window,
IFS/Enterprise).
-
If the Self-billing check box is selected, automatic creation of finally posted supplier invoices will take place in
IFS/Purchasing on receipt of complete purchase order or specified quantity. No
tolerance checks will be performed if this check box is selected. If tax book or tax book structure is specified, it
will be used when reporting tax transactions relating to the supplier. The specified
purchase order matching level will be used when matching
purchase orders with supplier invoices.
- A supplier invoice will be generated taking into consideration
the supplier information of the invoicing supplier and not the ordering
supplier, e.g., identity, tax code, etc.
- If the tax liability is
Taxable, amounts inclusive of tax will be
calculated for both the Sales and VAT tax regimes.
- If the company tax regime is VAT, the tax code specified
will be used as default when a tax code is not specified, and when an
invoice is manually entered.
- If a delivery type is specified in the
Tax
Information tab, that delivery type will be suggested as the default
delivery type in all windows where supplier invoices/Invoice lines are
created (i.e.
Preliminary Supplier Invoice,
Manual Supplier Invoice,
Posting Proposals, Supplier Invoice
Template and External Supplier Invoice Line Information).
Window
Supplier
Related Window Descriptions
Supplier
Supplier/Invoice
Procedure
To perform this activity, follow these steps:
- Open the
Supplier window.
- Query for the supplier.
- Click the
Invoice tab.
- Create a new record.
- To define general invoice information, use the
General sub-tab.
- In the Supplier Type list,
click External for suppliers outside the company, or Internal
for suppliers within the company, e.g., department or cost center.
- Specify the suppler group to which the supplier belongs to, if applicable.
- In the Currency field, select the default ISO code for the
supplier's currency from the List of Values.
- In the Payment Term field, select the default payment term for
payment of invoices from the supplier.
- In the Plan Paym Delay field, enter the number
of days after or before due date when the supplier will be paid. If the supplier
will be paid after the due date, enter the number of days preceded by a plus
sign (+), if paying before the due date, enter the number of days with a
minus sign ().
- In the Authorizer field, select the authorizer from the List of
Values.
- If a preliminary code is used as the control type for posting of preliminary costs,
select the code from the List of Values in the Preliminary Code field.
- Enter the ID of the recipient of the invoices
for the supplier in the Invoice Recipient field.
- The Invoicing Supplier field will
automatically display the ID of the ordering supplier. You can use the
List of Values to select a different supplier.
- Enter the default currency rate type to be
used with transactions related to the supplier in the Default Currency
Rate Type field.
- If a national bank code should be used for the supplier, select the code from the List of
Values in the National Bank Code field.
- If a default posting template should be used for the supplier, enter the
required posting template ID in the
Posting Template Identity field. The List of Values can be used to
select the posting template.
- Select the automatic payment authorization method
from the Automatic Payment Authorization list. The selected method
will be reflected in the
Manual Supplier Invoice window.
- To specify automatic authorization of supplier invoices at final entry,
select the Automatic Authorization of Payment Plan check box.
- To require entering the payment reference number at supplier invoice
entry, select the Mandatory to enter Payment Reference at Invoice Entry
check box.
- If you want to specify default invoice types for the supplier, use the List of Values to select the default invoice type for manual, automatic, and recurring manual invoices.
- Select the Notes check box to enter notes about the
invoice. Anyone can access the notes
entered by the previous users. The user cannot remove or
modify notes created by other users.
- Save the changes.
- To define a default cost code string used at final posting of supplier invoice
entry, right-click and then click Default Cost Code String. Create a new
record and enter the account number and required code part BJ, if required.
Save the changes.
- To define invoice properties, click the
Properties sub-tab.
- Create a new record.
- In the Property Code field, select the code from the default
invoice property code for the supplier and enter a description.
- Save the changes.
- If you want to specify default tax information for the supplier, click the
Tax Information sub tab.
- Select the tax regime of the supplier from the Tax
Regime list.
- If you want to specify the nature of the tax liability for the supplier, use the List of Values in the
Tax Liability field and select the tax liability type from the list.
- If the supplier was defined as subject to income tax reporting and/or withholding in the
Tax Withholding/Reporting
window, select a reporting method
from the list.
- If you want to specify a default tax book or tax book structure, enter the reference for the tax book or structure in the
Tax Book Ref field. You can use the List of Values to select a valid tax book or structure.
- If the tax regime is VAT, enter a value in
the Tax Code field, or click List to select a value from the
List of Values.
- In the Tax ID Type field, use the List of Values to select the taxpayer identification type of the supplier.
- In the Tax ID Number field, enter the taxpayer identification number
of the specified supplier. To validate the tax
identity
number right click and click the Validate Tax ID Number option. If
the entered tax identity number is correct the Validated Date field will be
automatically updated based on the system date. Note: This field will only
be validated for EU member countries.
- Enter the delivery type which you want to specify
as the default delivery type for the supplier in the Delivery Type
field if necessary.
- Select the Automatic Creation of Default Sales
Tax Lines check box if default sales tax lines are to be created
automatically.
- To define invoice properties, click on the
PO Matching sub-tab.
- In the PO Matching Parameters section,
select the matching level for the purchase order in the PO Matching Level
field.
- Select the Self-billing check box to allow
automatic invoicing in IFS/Purchasing when a purchase order arrival is
registered. If this check box is selected, no tolerance check will be
performed.
- If you selected Line Matching for the PO
Matching Level field and if you want to allow the quantity in the
invoice line and the purchase order line matched with it to differ when the
invoice posting is automatically authorized, select the Accept Quantity
Difference check box.
- Select a value for the Validate field to
specify how the validation of the purchase order reference and the receipt
reference connected to invoices of the supplier should be carried out.
- Specify whether tolerance is allowed for the
supplier by selecting the Allow Tolerance check box.
- Enter a tolerance percentage or tolerance amount to define the range of
tolerance when matching invoices to purchase order receipts. If values are
entered in both fields, the values giving the smallest tolerance will be
used by the system. If no values are specified, the corresponding amount
specified on the Company/Invoice tab is used. Tolerance checks
will not be performed if the Self-billing check box is selected, even if
values are entered in these fields.
- The Tolerance Currency field will automatically display the company's
accounting currency.
- Select the Always Create Tolerance Posting
check box to create a posting line for the difference amount regardless of whether
it is within tolerance or not.
- If you want quantity differences between the
purchase order and the invoice to be ignored when authorizing the postings,
select the Allow Quantity Difference check box.
- Save the information.
To Inactive a Supplier, follow these steps:
- Open the Supplier window and select a
supplier to
inactivate.
- Click the Invoice tab and select a company from the Company field.
- In the Inactive Date field, enter a date from which the supplier will
no longer be active.
- In the Inactive Reason field enter an ID or, using the
List of values select a predefined reason. Alternatively you can enter an inactive reason in
Inactive Reason
text field.
- Save the information.
Note: Only the inactive reason will be saved and not the inactive
reason ID.