8.5.1. Entering Vendor Invoices

Vendor Invoice

In SocrateCloud invoices are managed in the Invoice (Vendor) window located in the Procurement -> Vendor Invoice menu. To enter a new vendor invoice press the New record button. The following fields are available:

• Order, Date Ordered - the associated order and order date if the invoice was generated based on a purchase order;

• Vendor Invoice No - the document number (if not entered manually the system will automatically generate a number);

• Order Reference - enter a reference number for the transaction (e.g. contract number and date);

• Customer Bill of Entry - enter the associated bill of entry. Bill of entries can be defined in the Customs Bill of Entry/Export window;

• IBAN - enter the vendor's account number;

  • Important: the bank used on the payments will be the one for which the value entered in the BNR Code field corresponds to the BNR code within the IBAN. Also the bank address needs to be within Romania (Country = Romania). If the system cannot find a bank you will receive an error message;

• Partner Bank Account - bank account defined for the vendor in the Business Partner window, Bank Account tab;

  • Note: this account will not be used if an IBAN (IBAN field) is entered on the invoice. Details in Payment Approval;

• Target Doc Type - select a sub-type of the base document type "Vendor invoice". Details in Document Types;

• Date Registered - date when the document was registered by the organization. Payment terms and discount schedules will be calculated using this date;

• Date Invoiced - date when the invoice was issued;

• Account Date - date when accounting transactions generated by the invoice are registered;

• Vendor, Vendor Location, Vendor Contact - select the desired vendor;

• Price List - determines the prices for invoiced products;

• Currency - the currency used on the document (determined by the price list);

• Representative - select the person responsible with invoicing processing;

• Discount Printed - if checked discount values will be printed on the purchase order;

• Payment Method - select a payment method which will be used to pay for the invoiced products: Credit Card, Check, Cash etc.

• Payment Term - the terms in which payments for the invoiced products will be made. Details in Payment Terms;

• Fixed Date - if checked, a due date will be calculated and displayed on the invoice. The selected payment term will no longer apply to the invoice;

• Contract - select the associated contract;

• Create Lines From - process used to create invoice details based on another document (purchase order, receipt, contract);

• Generate Receipt from Invoice - process used to generate a receipt based on the vendor invoice. Select the Warehouse in which the products are received and a Document type and then press Start to generate a matching receipt. The process is only available for processed invoices;

The Reference section contains accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting:

The Status section displays information about the document status (according to the document workflow):

• Sub Total - total value for the document details;

• Grand Total - displays the total value for the invoice, including taxes;

• Document Type - indicates the document type (determines the status sequence and processing rules);

• Document Status - indicates the current status for the document;

  • Initial status: "Draft" - the document is being defined. Can be edited or deleted;

• Document Action button - is used to change the document status. The available actions are:

  • "Complete" -> Document Status: "Completed" - the document has generated it's effects within the system. Cannot be edited or deleted;

    • processes the invoice and allows you to post the corresponding accounting transactions;

    • starting with v15.11, when completing an invoice, allocations to any existing prepayments will also be generated. Prepayments represent payments allocated to the sales order based on which the invoice was generated. This only works for 1:1:1 order, invoice and payments associations!

  • "Void" -> Document Status: "Voided" - all document effects within the system have been cancelled;

    • will cancel any action made by generating a document with reverse amounts which will have the same data as the initial invoice;

    • the generated document will have the following properties:

      • Document Status: "Reversed"

      • Document Date = date on the voided invoice;

      • Description = voided document number;

    • when voiding an invoice entered with different accounting and document date, the generated invoice will have identical dates;

    • vendor invoices from open calendar periods, matched with receipts from closed periods can be voided after deleting the invoice-receipt match document, as long as the receipt match requirement for the respective receipts is "Purchase Order". The receipts will not be un-posted;

    • "Complete" will process the document. A processed document can no longer be edited;

    • starting with v15.05, when voiding an invoice a message will indicate that any payment - invoice allocations will be deleted;

    • if the invoice document type is set to generate mirror documents, voiding an invoice will also generate a voiding mirror invoice;

    • "Reverse" -> Document Status: "Reversed" - all document effects within the system have been cancelled;

    • will cancel any action made by generating a document with reverse amounts which will have the same data as the initial invoice;

    • the generated document will have the following properties:

      • Document Status: "Reversed";

      • Document Date = current date;

      • Description = voided document number;

  • "Close" -> Document Status: "Closed" - no other documents can be generated based on closed documents. No other document action can be applied. Documents with associated unprocessed documents cannot be closed;

• Copy Lines - allows you to copy details from a previously entered invoice.

Crate Lines From

The process allows you to automatically create invoice details, based on another document (purchase order, receipt, contract):

• Select a business partner (vendor);

• Select the source document: Purchase Order, Receipt or Contract;

• Select the document lines:

  • you can select all the lines from the source document or individual lines

  • by checking All Receipts you can view and select lines from any receipt not yet matched;

• Press Ok to create lines. The created lines will be automatically matched to the source document lines;

Keep organization from source doc - you may keep the organization from the source document when creating lines (this is useful when the master is entered for a parent organization and the lines for child organizations);

Attribute Set - only source document details containing products with the selected attribute set will be displayed;

Note: The description and accounting dimensions will be copied from the source document to the purchase order for both master and details.

Multiple Due Dates

Starting with v14.03 SocrateCloud offers the possibility to operate multiple due dates on an invoice which can be set up independently for individual invoice lines. To use this functionality a new document type needs to be defined with the Mandatory Pay Schedule checkbox selected. Defining new document types is done in the Document (Type) window.

In order to process an invoice of this type, you will have to specify a due date for each invoice line entered. The due dates can be entered manually or generated automatically using the available processes (buttons):

• directly from the invoice - Generate Pay Schedule - the button is available for document types with the Mandatory Pay Schedule checkbox selected;

  • the process will generate a due date for every invoice line according to the selected parameters:

    • start date - due date for the first invoice line;

    • period type - select a period used to determine the time between due dates;

    • gap - select a gap used to determine the time between due dates as follows;

      • if "0" - all the due dates will be the same

      • if "n" - due dates will be "n" periods (months) apart, starting with the first due date, and following the sequence determined by the line number;

• from the invoice line - Generate Rates - the button is available for document types with the Mandatory Pay Schedule checkbox selected;

  • the process will generate for the respective line multiple due dates and installments according to the parameters:

    • start date - due date for the first installment

    • period type - select a period used to determine the time between due dates;

    • gap - select a gap used to determine the time between due dates as follows;

      • if "n" - due dates will be "n" periods (months) apart, starting with the first due date, and following the sequence determined by the line number;

    • rates no - indicates the number of installments (due dates); the total line amount will be divided by "rates no" in order to determine de value for each installment.

All the due dates and associated installments will be displayed in the Payment Schedule tab

Due dates generate by the system can be edited as long as no payment allocated. If any modifications are made you must make sure installment percentages add up to 100%.

Invoice Lines

Vendor invoice details can be entered manually in the Invoice Line tab or automatically using the Create Lines from or Copy Details processes in the Invoice (Vendor) window.

The Invoice Line tab is used to manage vendor invoice lines. For each product in the vendor invoice a line must be entered. To enter a line press the New record button. The following fields are available:

• Quantity - enter the product quantity (for the selected unit of measure);

• UOM - if a conversion between units of measure has been defined, an alternate unit of measure can be used on the invoice;

• Quantity Invoice - the product quantity, displayed in the base unit of measure;

Amount section:

• Price - the price for a single product unit (for the selected UOM);

• Discount % - percent discount based on the list price. Will change it's value according to the price value (Price field), and the price will change it's value according to the discount;

• Unit Price - the price for a single product unit (for the base UOM);

• List Price - product list price, determined by the purchase order price list;

• Tax - VAT tax rate used;

• Tax Amount - VAT tax rate value for the line;

• Tax Correction Amt - an appropriate correction to the tax amount can be entered in this field;

General Ledger section:

• Project, Campaign, Activity, etc. - accounting dimensions used for analysis, determined by the accounting schema. Details in Accounting;

• Line Amount - displays the total value for the the invoice line, excluding taxes (Quantity x Price);

• Line Total - displays the total value for the invoice line, including taxes;

• Description Only - if checked the line represents a description, and has no accounting consequences;

• Printed - indicates whether the line is printed or not;

• Withholding - total withholding tax owed. Details in Withholding tax;

The Reference section section is automatically completed when saving the purchase order line with information regarding the product's associated bill of materials.

Invoice Tax

The Invoice Tax tab is used to display information regarding the VAT used on the vendor invoice. The tax rates used for the invoiced products are displayed. For each tax rate the following fields are available:

• Tax Value - total value for this tax rate cumulated for all the invoice lines;

• Base Value - total value for the lines using this tax rate;

• Includes Tax - indicates whether the tax is included in the invoice prices.