One-Time Suppliers—Key Exercises

Basic Data Setup

Basic Data Requirements for One-Time Supplier Invoicing

Purpose: The purpose of this exercise is to set up basic data required for invoicing of one-time suppliers. 

Note: The basic data required will be found in the following links and will be the same as the data required for the invoicing process. The data will differ according to the company you are using,

Basic Data Requirements for Supplier Invoicing

BDR for Separate Posting and Payment Authorization

Main Exercise

Purpose: The purpose of this lesson is to enable users to set up basic data for one-time suppliers, and to handle invoicing and payment processes for one-time suppliers.

 

Create a One-Time Supplier

Purpose: The purpose of this exercise is to learn how to set up a one-time supplier master record which can be used for various supplier names and addresses. These various addresses represent discrete suppliers for which you do not need to follow-up total purchases. The addresses of one-time suppliers can be added at invoice entry. When you open up the window you will see both the general tabs and one tab per installed component. One-time suppliers are only supported in Finance, i.e. you cannot enter information in the Purchase tab, in the Purchase Address sub tab and in the Purchase Tax Information sub tab. Make sure to save the information you have entered before changing to another tab.

Create Identity

  1. Open the Supplier window.
  2. Add a new record (F5).
  3. Enter an identity, e.g. 9999999, and a general description, e.g. One-time supplier home country, for your one-time supplier master record.

One-Time Supplier General Information

  1. Click the General tab.
  2. Set a default language and select a country from the drop-down list.
  3. Select the One-Time Supplier check box. Note: IFS/PAYLED must be installed to select a supplier as one-time supplier.
  4. Save (F12).

One-Time Supplier Default Address Information

Purpose: The purpose of this step is to learn how to define a default address for a one-time supplier identity to get appropriate tax information suggested at invoice entry.

  1. Click the Address tab.
  2. Add a new record (F5).
  3. Enter an Address Identity, e.g. D for Default.
  4. Fill in default information for mandatory address parts in the General Address Information sub tab. To be able to change information in the Address field, double-click in the address box.

Note: How the address is presented is defined in Address Presentation. You can specify which fields will be displayed and in which order. 

  1. Select the Default Address check box for all available address types.  
  2. Save (F12).

Note: It is not necessary to enter Document Tax Information like Tax ID number as this information will be added for each one-time supplier at invoice entry.  

One-Time Supplier Invoice Data

  1. Click the Invoice tab
  2. Add a new record (F5).
  3. Enter the following default information for the supplier in the General sub tab:
Company Supplier Type Currency Supplier Group Payment Term Automatic Payment Authorization Payment Authorizer ID
Own company ID External Default currency of the supplier Supplier group for external suppliers, home country 20, 20 Days Net When Posted *
  1. Save the information.
  2. In a VAT or Mixed Tax Regime, click the Tax Information sub tab and enter a tax code in the Tax Code field.
  3. Save (F12).

One-Time Supplier Payment Data

  1. Click the Payment tab.
  2. Add a new record (F5) and enter the following information:
Company Interest Template Payment Advice Payment Priority Confirmation Template
Own Company ID 1 At Create Order 1 Select from LoV
  1. Save (F12).
  2. To be able to connect a payment method to later registered invoices, you must specify all needed payment methods in the Payment Methods sub tab of the window.
  3. Go to the Payment Methods sub tab and add a new record (F5).
  4. Use the List of Values to select the payment methods shown in the table below:
Payment Method Description Default
MAN (or other payment method with EMPTY format) Description for manual payment method will be displayed Unchecked
CHECK (or other payment method with CHECK format) Description for payment method CHECK wll be displayed Unchecked
SEPA-CT  (or other payment method with SEPA format) Description for SEPA-CT will be displayed Checked
  1. Save your entry.

Note: Payment addresses will be registered later as part of the one-time specific information when the invoices are entered.

 

Create Invoice with new One-Time Information

Purpose: The purpose of this exercise is to learn how to enter an invoice for a one-time supplier with new one-time specific information.

Manual Supplier Invoice

Purpose: The purpose of this exercise is to create a manual supplier invoice for a one-time supplier and register the one-time specific information after the invoice is saved.

Windows:
Manual Supplier Invoice
 

  1. Open the Manual Supplier Invoice window.
  2. Add a new record (F5).
  3. Enter the identity of your one-time supplier, e.g. 9999999, in the Supplier field. The default information from the master record, like currency, payment terms, automatic payment authorization and authorizer, is fetched.  
  4. Enter the invoice number in the Invoice Identity field.
  5. Double-click Line Information
  6. In a VAT or Mixed Tax Regime, the tax code is suggested.
  7. Enter a (positive) amount in the Net Amount field or the Gross Amount field depending on your settings.
  8. Save (F12). The status of the invoice is set to PrelPostedAuth.
  9. The One-Time Specific Information dialog box appears.  
  10. Enter the name of the supplier in the Supplier Name field.
  11. Enter all parts of the address in the respective fields, and select a country from the drop-down list in the Country field.
  12. If a tax ID type is defined for the address country, select a tax ID type from the List in the Tax ID Type field.
  13. Enter the tax ID number for this supplier in the Tax ID Number field. If the tax ID number is an EU tax ID number, click the Validate Tax ID button. If the tax ID number is a valid EU tax number, the Validated Date field will be filled with the current date, else an information will be raised that the tax ID number is not valid.
  14. Click Save: The one-time address ID is automatically created and shown in the Address ID field.
  15. Click the Payment Information tab. Default values are displayed.
  16. Enter the name of the supplier contact person in the Name field in the  AP Supplier Contact group box.
  17. Select E-Mail from the drop-down list in the Comm.Method field, and enter the email address of the supplier contact in the Value field.
  18. Select E-Mail from the drop-down list in the Output Media field.
  19. Let the default payment method SEPA-CT unchanged. The Payment Address ID field is automatically filled with the one-time address ID and cannot be edited.
  20. Double-click Electronic Payment Address and enter an IBAN (e.g. DE80700100800130015806) in the Receiver's Account field and a BIC (e.g. PBNKDEFF700) in the BIC/Swift Code field.
  21. Click OK to save and close the dialog box.
  22. In the Manual Supplier Invoice window, right-click and click General Info. The Supplier Invoice General Info dialog box appears with the one-time address ID in the Supplier Invoice Address field.
  23. Click OK or Cancel to close the Supplier Invoice General Info dialog box.
  24. In the Manual Supplier Invoice window, right-click and click Installment Plan and Discounts. The Supplier Invoice Installment Plan and Discounts dialog box with the payment method used in the one-time specific infromation (e.g. SEPA-CT) and the one-time address ID in the Payment Address ID field appears.
  25. Click OK or Cancel to close the Supplier Invoice Installment Plan and Discounts dialog box.

Outgoing Supplier Invoice

Purpose: The purpose of this exercise is to create an outgoing supplier invoice for a one-time supplier and register the one-time specific information after the invoice is saved.

Windows:
Outgoing Supplier Invoice
 

  1. Open the Outgoing Supplier Invoice window.
  2. Add a new record (F5).
  3. Enter the identity of your one-time supplier master record, e.g. 9999999, in the Supplier field. The default information from the master record, like currency, default address IDs and tax liability, is fetched.  
  4. Double-click Line Information, enter object ID and quantity. Description, price and tax code are fetched from the sales object.
  5. Save (F12). A preliminary invoice number is created.
  6. The One-Time Specific Information dialog box appears.  
  7. Enter the name of the supplier to whom this invoice shall be sent, in the Supplier Name field.
  8. Enter all parts of the address in the respective fields, and select a country from the drop-down list in the Country field.
  9. If a tax ID type is defined for the address country, select a tax ID type from the List in the Tax ID Type field.
  10. Enter the tax ID number for this supplier in the Tax ID Number field. If the tax ID number is an EU tax ID number, click the Validate Tax ID button. If the tax ID number is a valid EU tax number, the Validated Date field will be filled with the current date, else an information will be raised that the tax ID number is not valid.
  11. Click Save: The one-time address ID is automatically created and shown in the Address ID field.
  12. Click the Payment Information tab. No default payment method is displayed for outgoing supplier invoices.
  13. Enter the name of the supplier contact person in the Name field in the  AP Supplier Contact group box.
  14. Select E-Mail from the drop-down list in the Comm.Method field and enter the email address of the supplier contact in the Value field.
  15. Select E-Mail from the drop-down list in the Output Media field.
  16. Enter MAN in the Payment Method field as you expect a payment from your supplier, and you do not want this outgoing invoice to be included in a payment order.
  17. Click OK to save and close the dialog box.
  18. In the Outgoing Supplier Invoice window, the one-time address ID is shown in the Supplier Inv Address field and in the Supplier Delivery Address field. Payment method MAN is displayed in the Payment Method field.
  19. Right-click and click Print Invoice: The invoice is printed with the name, address and tax ID number which were entered as the one-time specific information.

Connect existing One-Time Information to a new invoice

Purpose: The purpose of this exercise is to learn how to connect exisitng one-time information to a new invoice if a second invoice has to be created for the same one-time address (e.g. in the case of a debit note).

Manual Supplier Invoice

Purpose: The purpose of this exercise is to connect exisitng one-time information to a new invoice after the invoice is saved, and to print a debit note for a one-time supplier.
Note: Before you start this exercise make sure that you have an invoice type with the Print Debit/Credit Note check box selected (see exercise Basic Data Requirements for Supplier Invoicing).

Windows:
Manual Supplier Invoice
 

  1. Open the Manual Supplier Invoice window.
  2. Add a new record (F5).
  3. Enter the identity of your one-time supplier master record, e.g. 9999999, in the Supplier field. The default information from the master record, like currency, payment terms, automatic payment authorization and authorizer, is fetched.  
  4. Click the List of Values icon in the Invoice Type field, and select an invoice type which has the Print Debit/Credit Note parameter with value TRUE.
  5. Enter an invoice number in the Invoice Identity field if the invoice series has no automatic numbering.
  6. Double-click Line Information
  7. In a VAT or Mixed Tax Regime, the tax code is suggested.
  8. Enter a negative amount (which should be less than the amount of the first exercise on Manual Supplier Invoices) in the Net Amount field or the Gross Amount field depending on your settings.
  9. Enter the reason for the debit note in the Description field.
  10. Save (F12). The status of the invoice is set to PrelPostedAuth.
  11. The One-Time Specific Information dialog box appears.  
  12. Click the List button in the Supplier Name field, and select the address ID which was created as one-time address ID for your first manual supplier invoice. Supplier Name, address information and document tax information are fetched into the dialog box.
  13. Click Save and then the Payment Information tab to view AP Supplier Contact Information fetched from the connected one-time address ID.
  14. The default payment method (e.g. SEPA-CT) from the master record is suggested in the Payment Method field, the one-time address ID is suggested in the Payment Address ID field.
  15. Click OK to save the suggested payment method and address ID to the installment(s), and to close the One-Time Specific Information dialog box.
  16. In the Manual Supplier Invoice window, right-click and click Print Debit/Credit Note. The debit note is printed with the name, address and tax ID number from the connected one-time address.

 

Create Payment Proposal and Payment Order including Payment Advice for One-Time Supplier

Purpose: The purpose of this exercise is to learn how to create payment proposals and orders for one-time suppliers.

Supplier Payment Proposal

Note: Before you create the supplier payment proposal, enter several supplier invoices for your one-time supplier with different one-time address IDs and different payment methods as described in exercise Create Manual Invoice with New One-Time Information.

 

Windows:
Supplier Payment Proposals
Report Archive
Supplier Payment Orders
 

  1. Open the Supplier Payment Proposals window.
  2. Right-click and click Create Proposal: The Create Supplier Payment Proposal dialog box appears.
  3. Change the date in the Until Plan Pay Date field to a date after the planned payment dates of the invoices you created for your one-time supplier.
  4. Enter selection criteria which include your one-time supplier.
  5. Select the Only Installments Specified with Default Payment Method check box and the Include Credit Invoices check box.
  6. Click OK. A new proposal is created.
  7. Highlight the new proposal, right-click an click Details.
  8. In the Supplier Payment Proposal Details window, invoices of your one-time supplier are included which have another than the default payment method of the master record. The address specific supplier name is shown in the Supplier Name field.
  9. Highlight an invoice of your one-time supplier with the SEPA-CT payment method, right-click and click One-time Specific Information. The One-Time Specific Information dialog box appears.
  10. Add information which might be missing, and click OK to save and close the One-Time Specific Information dialog box.
  11. Go back to the Supplier Payment Proposals window, highlight the new proposal, right-click and click Acknowledge. The proposal gets Acknowledged status.
  12. Highlight the proposal, right-click an click Create Payment Order. The Create Payment Order dialog box appears.
  13. Enter SEPA-CT in the Payment Method field and select the payment institute.
  14. Click OK. The Cash Accounts dialog box appears.
  15. Select a cash account with an IBAN as Account Number.
  16. Click OK to create the order. The Create Order Results dialog box with the created order number appears.
  17. Click OK to close the dialog box.
  18. Open the Report Archive window and populate.
  19. In the Notes field of the payment advices for your one-time supplier, you see the output media from the one-time specific information.
  20. Highlight a payment advice for your one-time supplier, right-click and click Print to preview the payment advice.
  21. Open the Supplier Payment Orders window and populate.
  22. Highlight your payment order, right-click and click Payment File Trace Information. The Payment File Trace Information window appears. Invoices of the one-time supplier are shown with the one-time specific information (name, address, bank account, BIC).

 

Create Difference Item for One-Time Supplier

Purpose: The purpose of this exercise is to learn how to enter difference items for one-time suppliers.
Note: In order to enter a Mixed Payment, the basic data for mixed payment should be set up.

Basic Data for Mixed Payment

Windows:
Mixed Payment
 

  1. Open the Mixed Payment window and create a new record.
  2. Enter your cash account or use the List of Values in the Cash Account field. You will get default values for currency, currency rate, and balance method if you have defined a default balance method for this account, else set the Balance Method to Detailed.
  3. Click the Transactions tab.
  4. Create a new record.
  5. In the Mixed Payment Transaction Type list, select Enter Supplier Payment.
  6. Enter your one-time supplier identity in the Payer/Payee Identity field.
  7. Select the New Item check box, enter an amount in the Amount field and save the transaction. A new record is created in the Matching Transactions sub tab.
  8. Select the applicable address ID from the List of Values in the Invoice Address ID field in the Matching Transactions sub tab.
  9. If not suggested and your tax regime is VAT or Mixed, enter a tax code in the Tax Code field.
  10. Save. You see the name of the selected invoice address ID both in the Name field in the lump sum transaction and in the matching transaction.
  11. In the window header, right-click and click Approve. The Create Voucher dialog box appears.
  12. Click OK.

 

Analyze One-Time Supplier

Purpose: The purpose of this exercise is to learn how to analyze items of one-time suppliers.


Windows:
Supplier Analysis
Order Report
Report Archive
Supplier Ledger Open Items

      

  1. Open the Supplier Analysis window.
  2. Select the Auto Populate checkbox, and query for your one-time supplier.
  3. In the Ledger Items tab, you can see, order by and search in context for the names, one-time addresses and AP supplier contact names of the invoices.
  4. Highlight a ledger item, right-click and click One-Time Specific Information. The One-Time Specific Information dialog box appears.
  5. Add information which might be missing, and click OK to save and close the One-Time Specific Information dialog box.
  6. Open the Order Report dialog box in Info Services.
  7. Select SupplierStatement of Account from the drop-down list The Report Parameters are loaded.
  8. Enter the identity of the one-time supplier, e.g. 9999999, in the From/To Supplier field.
  9. Click OK to order the report. The Print Report dialog box appears.
  10. Click the Preview button to check that a separate report is created for each one-time address ID.
  11. Open the Supplier Ledger Open items dialog box.
  12. Make sure that your one-time supplier is included in the selection criteria.
  13. Click the Options tab and select Supplier Name for Grouping.
  14. Click OK to order the report.
  15. In the Print Report dialog box you, can print or preview the report: You see that the grouping by supplier name does not use the name from the one-time address but the general name from the master record. The one-time information is printed in additional lines for each invoice.