Based on the file received on a monthly basis from the fuel provider that contains the fuel acquisition lines (broken down on cards) you can do the following operations:
Generate vendor invoices on expense types, broken down on expense/tax credit and non-deductible (base and VAT);
Match expenses with the fuel for each car.
In order to generate the invoice and allocated the fuel expense, you need to have defined/established in SocrateCloud the following elements:
Defining Fuel Cards - see Fuel Cards;
Configuring the products involved in the process that generates the fuel invoice.
The products defined in SocrateCloud and those from the file received from the fuel provider are mapped in the Partner Product Key field found in the Purchasing tab of the Product window, by following the rule Partner Product Key = Name of the product from the imported file. You can associate multiple products from the imported file to a product registered in SocrateCloud.
The products/charges used in the invoice generating and costs-resources allocation process need to be associated to a cost type, following the rule: "you can link multiple products to a cost type, but a product can only be linked to one cost type", so that you can uniquely determine a category and cost type for a product. The association is done in the Products/Charges tab of the Cost Type tab from the Resource Cost Setup window.
Each product on the fuel invoice will have associated a product or a charge corresponding to the corresponding to the non-deductible expense type. This association is achieved in the Related tab of the Product window, by selecting the Non deductible expenses as the Related Product Type and choosing the Related Product corresponding to the non deductible expense. This way, when generating the invoice, the value of a product from the imported file will be broken down on deductible or non deductible expense types, depending on the deductibility percentage established at the card setup stage.
If you use Charges on the invoice the mapping will be done by the following rule Charge Name = Name of the product from the imported file.
In order to import the fuel invoice log report you need to define an import loader format. The import format can be defined in the Import Loader Format window, found in System Admin -> Data -> Data Import, with the following characteristics:
Associate the I_GL_Distribution_SO_Import repartizare generală table to the master.
The minimum required fields are:
Document Date: of ddMMyy format, it is a central element for generating the Distribution document (a document will be issued for each date found in the imported document);
Card Number: the number of the fuel card;
Partner Product Key: the key of the product used to register the vendor invoice;
Quantity: product quantity;
Amount: product amount (without VAT)
Document No: can be set to be constant with a generic value, that can subsequently be manually modified or automatically completed with information from the sequence corresponding to the distribution document
Distribution Type: for this distribution, the distribution type is a weighted value. Therefore, the field can be a constant, specifying the value of the distribution type.
Doc BPartner Value: it is recommended you configure it to be a constant value (= the key of the fuel vendor, as defined in SocrateCloud).
Depending on the fuel log report, the import loader format can be modified. In order to generate the invoice and distribute the expenses, you need to follow the steps described below:
Preparing and importing the file corresponding to the rendered services
Generating the General Distribution document in the General Distributions Import window
Generating the vendor invoice and cost-resource allocation
Previous to the import, you need to verify that the data belonging to the imported file are compatible with the defined import format.
The imported file needs to be of csv - "comma delimited"- format.
Load the file in the Import File Loader window, found in System Admin -> Data -> Data Import by selecting the file to be imported and the corresponding import structure.
By pressing the Process button, you will generate records in the temporary General Distributions Import window (their number being equal to that of the lines of the imported file). These records are generated for the organization used at login.
In the General Distributions Import window, open on of the generated lines and press the Import General Distribution button.
Select the General Resource Cost Allocation document type.
Press the Start button. A document will be registered for each separate date found in the imported file, on the organization used at login with the lines of the imported file.
The resulting document will be found in the General Distributions window, found in Performance Analysis -> Accounting Rules.
In order to register the vendor invoice, press the Generate Invoice (Vendor) button and fill in the fields:
The generated invoices (customer/vendor) contain lines that are centralized on the products found in the General Distribution lines. The invoice will be generated centralized on the products/charges in the lines, broken down on expense types (credit or non-deductible). The generated vendor invoice will be Drafted, so you will need to Complete it.
Starting with 14.11 the invoice will be generated grouped by Trx Organization, employee and the product/charge. The quantity corresponding to lines deductible less than 100% will be split proportionally between the deductible and non deductible elements.
In order to allocated the costs to the fuel as resources, press the Generate Resource Cost Allocation button.
The "Resource Cost Allocation" document is only generated if the vendor invoice has been generated and completed. The invoice lines become the lines of the Resource Cost Allocation document, and these allocation lines are calculated depending on the distribution document lines, as such:
Resource = from the lines of the distribution document grouped by product and card;
Res. Cost Cat. = according to the product;
Res. Cost Type = according to the product;
Allocated Amount = sum(product+card);
Allocated Quantity = sum(product+card).
The General Distribution document can be re-activated or closed. By voiding the invoices generated from a distribution document, the Vendor Invoice field will be updated by erasing the values. The document does not have any accounting consequences.