Introduction
This application records all incoming receipts for the current shipment. This allows simple and rapid input of individual documents. Incoming documents, which cover multiple shipments should be entered using the accounts payable application in the general accounting module.
Description
As with outgoing invoices, there are 2 possibles states for an incoming voucher:
- New / Open documents
These are new or open documents that have been created (manually or using the voucher system), that have been partially processed and saved, but have not been completed.
- Completed documents
When a document is completed, the status is changed from open to closed. A valid document number is assigned and the data is sent to the accounting department. Completed documents can therefore not be modified, but can only be canceled and re-created.
New / Open documents
On clicking the appropriate link in the Voucher overview , the Fast Incoming Entry Editor is opened.
Order
The shipment number of the current shipment is automatically used.
Sender
The party who issued the incoming document.
Currency
The currency of the incoming document. The field will default to the local currency.
Exchange rate
If the local currency is used then the exchange rate will show as 1.00000000. If the currency is not local then an exchange rate must be entered.
Net amount
The total amount of the line items.
Tax amount
The total amount of tax on the line items.
Total amount
total of the net and tax amounts.
Document lines
Up to five individual items may be entered.
Type
The charge code of the item. The Full text search field feature can be used to locate charges and their codes.
Amount
The net amount of the item (less any taxes)
Tax
The kind of tax that may apply to the line item.
Remarks
A comment on the line item.
OK
Stores the document and then opens the incoming invoice editor.
Cancel
Cancels the incoming invoice without saving it.
Incoming invoice editor
On saving the data in the Fast incoming entry editor the Incoming invoice editor will open to permit the voucher to be finalized.
Menu bar item - Save
Saves the current document
Menu bar item - Close
Closes the current item. If the data has not been saved a query pop-up will appear asking if any changes should be discarded.
Finish
Closes the voucher and saves any changes.
Delete Voucher
Deletes the current document. (Only open documents may be deleted.)
Title Bar
the title bar will display the following information:
- Document Type (invoice or credit)
- Vendor
Vendor
The name of the vendor issuing the voucher. The full text search function can be used to locate the correct vendor. The context menu can be used to create a new partner
or take other actions with regard to the vendor address.
Vendor's Reference
The reference used by the vendor to identify the incoming document. This is usually the vendor's invoice number.
Voucher (date)
The date of the voucher.
Economic Date
The date assigned to the incoming invoice for accounting purposes.
Currency
The currency of the incoming document.
Rate (Exchange)
The exchange rate to be used for the incoming document. The correct rate can be selected from the master exchange rates if these have been maintained. The rate can also be input manually. If the currency is the local currency then the exchange rate will default to 1.00000000.
Total Amount
The total amount of the voucher including any taxes.
Transfer / Cash / Check (Payment type)
The link will open a window that will allow the method of payment to be selected. In the case of a check payment, the check number can be input.
Credit Account
Displays the account number of the vendor. This is taken from the partner master data .
Tax ID
The official tax identification number of the vendor. This is taken from the partner master data .
Base Amount
The total amount shown on the incoming voucher.
Tax Amount
Total tax amount for the document is entered. In addition the tax rate will be shown. This is based on the data entered in the Quick Entry Editor in conjunction with the master data (Country master data and the charge type .) Tax free amounts will display 0% tax rate. A reason code may be required where a tax free rate is entered. Reason codes may be one of the following categories:
Reason Code |
Description |
|---|---|
TR |
Export/Import |
DT |
Customs |
3C |
Third Country |
OS |
Offshore |
IN |
Internal |
This allows invoice amounts to have differing tax rates or to be tax free. The possible tax types will be according to the tax information maintained in the Tax tab of the master country data.
all taxes
This action link will cause a pop-up window to appear where the taxes on all taxable lines can be edited.
Net / Difference
The net amount of the voucher will be shown and the difference between this and the total of the current line items will be shown.
Taxes
Displays the total calculated tax amount of the line items.
Total Amount
The total of the line items and any taxes.
Remarks
Addition information about the voucher.
Charges
Individual line items. The line item editor can be used to add or edit lines.
# (Number)
The line number of the line item.
Order
The order number associated with the line item. Normally this is the shipment number.
Month
The date of the shipment to which the line item relates.
If multiple line items have the same shipment (order) number, then the shipment or order number and it's details are displayed in only the first line for that shipment.
Type
The charge type of the line.
Amount
The total net amount of the line item.
Tax
The tax and any reason code for the line item.
Net Amount
The total net amount of the lines.
New...
Opens the line item editor for entry of new lines
Edit
Opens the line item editor to allow the highlighted line item to be edited. Alternately double-click the desired line item.
Delete
Deletes the selected line.
Estimates
This button opens the estimates editor which may be used to resolve estimates on the shipment. The estimates editor is mainly used to resolve multiple estimate simultaneously and is use generally in connection with the invoice editor. More details about the estimates editor can be found here.
The New, Edit, Delete and Estimates buttons are only active when the document is saved.
Open Order
Open the shipment to which the line item belongs.
Tip
Use the key combination Crtl + I to display the following information:
- The user who generated the invoice
- The date of the invoice
Edit Chargeline
Order
The shipment number.
Jobcosting of the Order
This table shows the full current jobcosting of the relevant shipment, including the document type the charge code income and costs. The total amounts are displayed at the bottom of the table.
Profit
Displays the profit of the shipment.
Resolve
By clicking on this link action in the jobcosting table, the related estimate amount is resolved and replaced by the current line item.
Type
The charge type of the line.
Amount
The amount of the line item. Line items may be entered in a currency different to that of the incoming voucher.
Rate
The exchange rate of the line item. If the rate is in a foreign currency then the correct rate can be selected from the master exchange rates if these have been maintained. The rate can also be input manually. If the currency is the local currency then the exchange rate will default to 1.00000000.
Total amount
The total amount of the line in the document currency.
Tax
The tax code for the line item.
Reason-Code
A reason code if the the item is tax free. (for countries where taxes may apply)
Remarks
additional comments relating to the line item.
Closed documents
In closed documents, the following actions are available:
Closes
Closed the current document.
Copy
Creates a copy of the document. This is then available as a new/open document that may be further processed. When copying, the charge lines checkbox will be active and can be used to include the existing charge lines in the new copy of the voucher. If left unchecked, only the document header is copied.
Cancel
creates a cancellation of the current document. When a voucher is cancelled, the charge lines check box is available. If checked when the voucher is cancelled a new/open voucher is created that contains all the charge lines from the cancelled document. If not checked, then the voucher is cancelled and the new/open voucher contains only the header information.