External Supplier Invoices on File — Key Exercises

Basic Data Setup

Enter Document Management Information for Company

Purpose: The purpose of this exercise is to set up your company to receive invoice images and attachments when invoices are received with E-INVOICE creator reference from the supplier.

Windows:
Document Basic /Document Classes
Document Management

  1. Open the Document Basic window and create a new record in the Document Classes tab. Enter a new document class as shown below and save.

     Document Class Document Class Description
    Attachment Invoice Attachment

  2. Open the Company window and query for your company.

  3. Create a new record in the Document Management sub tab and enter the following information.

Invoice Image Document Class Invoice Image Document Prefix Attachment Document Class Attachment Document Prefix 
INVOICE Invoice Image ATTACHMENT Invoice Attachment
  1. Save the information.

Enter Customer with Our ID and Message Setup Information

Purpose: The purpose of this exercise is to enter a customer to whom you can send invoice messages. The same invoice messages that you send to the customer will be used when carrying out the exercises for receiving an invoice from a supplier.

Windows:
Customer

  1. Open the Customer window and create a new record.

  2. Enter C10 in the Customer field, and a name for the new customer in the Name field.

  3. Create a new record in the General tab and select a default language and a country for the customer.

  4. Create a new record in the Our ID at Customer table. Enter the ID of your company in the Company field and C10 in the Our ID field.

  5. Save the information.

  6. Open the Message Setup tab and enter a new record as follows.

Message Class Media Code Address Message Default
INVOIC E-INVOICE IFSC Selected
  1. Save the information.
  2. Enter relevant information in other tabs.

General Exercises for Customer - Basic Data Requirements

Enter Supplier with Our ID and Message Defaults

Purpose: The purpose of this exercise is to enter a supplier from whom you can receive an invoice in the form of a message.

Windows:
Supplier

  1. Open the Supplier window and create a new record.

  2. Enter C10 as the supplier ID in the Supplier field, and enter a name for the supplier in the Name field.

  3. Create a new record in the General tab and select a default language and a country for the supplier.

  4. Create a new record in the Our ID at Supplier table. Enter the ID of your company in the Company field and C10 in the Our ID field.

  5. Save the information.

  6. Enter relevant information in other tabs and sub tabs using the link given below. In the Invoice/Message Defaults sub tab, enter two records as follows.

Media Code Automatic Approval

Default Load Type

 Approval User
E-INVOICE Selected SUPPEXT Your user ID
EDI Cleared SUPPEXT Your user ID
  1. Save the information.

General exercise for Supplier - Basic Data Requirements Exercises

 

Required Data

Purpose: The purpose of this exercise is to create a few invoice files that will be used in the main exercises. Note that this exercise is only carried out for training purposes. In real life, a supplier invoice  is loaded from an actual message sent by a supplier rather than a file that is created using IFS Applications.

Windows:
Instant Invoice

Enter an instant invoice for customer C10. Send them with the E-INVOICE media code and an attachment.

General exercise for Send Instant Invoice

Receive a supplier invoice

Purpose: The purpose of this exercise is to view the supplier invoice that was automatically loaded into IFS Applications.

Note: For training purposes, you must have an Out Folder and an In folder in your computer. The customer invoice that you sent in the previous exercise must be saved in the Out folder, and you must move it to the In folder in order to receive the same invoice as a supplier invoice. Please contact you system administrator before you carry out this exercise to ensure that the relevant locations are set up in your computer.

Windows:
External Supplier Invoice Load Information
Manual Supplier Invoice

  1. Open the External Supplier Invoice Load Information window and populate. You will find the invoice that you sent when you prepared the Required Data for this exercise, is now loaded as a supplier invoice.

  2. Select the record, right-click and click Invoice Information to open the External Supplier Invoices window. Check the following.

Series ID Invoice No Status Creator Reference Image File Name Image File Status Attachments
SX The invoice ID of the customer instant invoice that was sent to create the invoice file Created E-INVOICE invoice_image.pdf DocumentCheckedIn Selected

The invoice received is automatically checked and created since the Automatic Approval check box is selected for your supplier in the message defaults line with E-INVOICE media code in the Supplier/Invoice/Message Defaults tab.

  1. Select the invoice, right-click and click Attachments to open the Attachments window. The name of the document you attached to the instant invoice will be displayed in the File Name field. Select the attachment, right-click and click View Attachment to open the attachment.
  2. Open the Manual Supplier Invoice window and query for the invoice you received. The invoice status will be Preliminary or PrelPosted (depending on whether the Create Posting at Invoice Entry checkbox in the Company/Invoice/General tab is selected or not). View the invoice image and attachment by using the Attachments pane.
  3. Enter posting information for the invoice and post it.