Invoice receipt book

Invoice receipt book

Description of the Functionality Invoice receipt book Manual account assignment Related topics Technical documentation

Technical description

The invoice receipt book is used to list incoming invoices and/or incoming credit notes. It also enables posting to financial accounting.

The selection is essentially made by selecting the statuses that an incoming invoice and/or incoming credit note can pass through within its business process. The "Released" status is preset, i.e. the incoming invoices/credit notes that are about to be transferred to financial accounting are listed.

The documents are listed sorted by pagination number.

If the client's incoming invoices and credit notes are divided into individual domains, then those from the registered domain are displayed first, but you can switch to other domains or display the invoices or credit notes from all domains.

Functionality

1. Compile the invoice receipt book
   After entering any selection criteria (see fields below), the invoice receipt book is compiled using the totals button and displayed as a list on the screen.
2. Edit invoice receipt book
   The list can be printed or copied to the clipboard
3. Take over invoice receipt book into financial accounting
   As soon as the invoice receipt book has been compiled, another block ("Processing") is displayed in the screen (if you have not changed the originally registered domain). With the "Post" button (if "Financial accounting transfer" is activated), registered vouchers are transferred to the financial accounting (i.e. financial postings are created). Registered vouchers are incoming invoices/credit notes in the "Registered" status or, more generally, in the status that has progress indicator "1".

Invoice receipt book

Serves to list and possibly post incoming invoices and/or credit notes in the financial accounting.

Menu

Menu item	Description
Edit	-
: Call up the invoice receipt book	The list is recreated with the respective selected conditions
: Show suppliers without financial account	Checks whether all suppliers of the displayed invoices are assigned to a financial accounting account. It is advisable to call up this function once before posting the invoices so that the posting process can be carried out without interruptions.
Call up the incoming invoice status	In the incoming invoice status window, the items of the invoices displayed in the invoice receipt book are displayed. This functionality can be used, for example, to check whether there are invoice items in a statistical period which have not yet been released, although this would be possible.
: Print statistics	The statistics are printed
Close	The window is closed
Search	Call up the search window

Toolbar

Symbol	Description
	The list is recreated with the respective selected conditions; see search functionality
	The list is printed
	Copies the listing to the clipboard
	The document history of an incoming invoice/credit note selected in the listing is displayed
	The supplier master data of a selected incoming invoice/credit note is called up
	The financial accounting account of the supplier of a selected purchase invoice/credit note is called
	The supplier's open item account of a selected purchase invoice/credit note is accessed

Fields

Field	Description
Selection	-
: Invoice receipt date/date	Enter the date period of the incoming invoices/credit notes to be listed. If only a current date is entered, only documents from this day are searched for. If the button is pressed, the mode switches back and forth between "Invoice receipt date" and "Invoice date". The "Invoice receipt date" mode is preset, i.e. the incoming invoices are listed according to their recorded receipt date, in "Invoice date" mode according to their recorded invoice date
Receipts : from/to	Internal numbers of incoming invoices/credit notes. If a number is entered in "from", only the document with the corresponding number is searched for.
: Company code	If the company codes are activated in the client, it is possible to display the list selected by company code.
: : without accounting/subtotals	No account assignment or subtotals are displayed in the listing
: : : detailed totals	Detailed totals are displayed in the listing
: Invoices	The input invoices in the selected states are displayed. The status "Released" is preset to transfer these incoming invoices to the financial accounting.
: Credits	The incoming credit memos in the selected states are displayed. The status "Released" is preset to transfer these A/P credit memos to the financial accounting.
Domain	This selection box is only activated if invoices and/or credit notes are divided into different domains by client settings. When this mask is called up for the first time, the domain of the client is displayed to which you have logged in as a user. You can also display the invoices/credit notes of other domains. If no specific domain is selected, all invoices/credits of the client across all domains are displayed.
Processing	-
: FiBu handover	If this selection is activated, the selection fields described below appear for transferring the displayed incoming invoices/credit notes to the financial accounting. However, these fields can only be selected if you are in the domain you originally logged in As a rule, only "Released" incoming invoices/credit notes should be transferred to financial accounting. Nevertheless, at the end of a posting period it may be desirable - and especially necessary for accrual purposes at the end of a financial year - to transfer all the incoming invoices/credit notes available in the company, i.e. including those that have not yet been released, to Financial Accounting to determine the total commitment. To do this, select statuses other than "Released" and tick the "Also transfer not "released"" field (see below): "Unassigned" incoming invoices or credit notes cannot be transferred to financial accounting, however; these must be manually pre-assigned beforehand. If unreleased incoming invoices/credit notes are also transferred to financial accounting, they remain in their original "unreleased" status, e.g. in the "blocked" status. However, you can recognise that these incoming invoices/credit notes have already been transferred to financial accounting by the "Posting date" column in the listing. If such a block is then cancelled, for example, the status automatically changes to "transferred to financial accounting". Incoming invoices that have already been posted are of course not transferred to Financial Accounting again.
: Posting period	Selection of the posting period in which the incoming invoices/credit notes are to be posted in financial accounting. If the incoming invoice date is outside the posting period, you will receive a warning message. The selected incoming invoices are always booked in the selected period of the financial accounting, even if the invoice date is outside the period.
: also not "released" transferred	With this selection, it must be explicitly stated again that you also want to transfer unreleased incoming invoices/credit notes - which could be in the list - to financial accounting.
List	The context menu of the list is displayed depending on the selected column. Context menu Menu Description Incoming invoice/credit note Opens the invoice/credit memo editing mask Scanned document Displays the last printed document that has been archived. Supplier Opens the editing mask of the supplier FiBu account Opens the financial account of the supplier OP. account Opens the OP account of the supplier Edit account assignment Opens the editing mask for manual account assignment of the invoice List columns Field Description Standard list 1 Detailed display of the incoming invoice/credit note with an overview of the posted accounts. Paging number Paging number of the incoming invoice/credit note Document number Number of the incoming invoice document Date Date of the incoming invoice (date of receipt of the invoice) Supplier Supplier of the purchase invoice Due date Due date of the incoming invoice Order Number of a possibly assigned order (in case of several orders it is the number of the first order) Status Status of incoming invoice/credit note Net Net value of the purchase invoice/credit note, i.e. the value excluding any VAT Gross Gross value of the incoming invoice/credit note, i.e. the value including any VAT Registered Date of registration of the incoming invoice/credit note / UniqueID of the account Supplier/Account Name of the supplier/account name Payment/cash desk Date of first payment / cost centre Warpage/k. beam Days overdue of payment / cost unit Booking date/order Date of transfer to financial accounting / order no. Difference If there is a difference between the incoming invoice/credit note and the assigned order, it will be displayed here Company code If company codes are used, they are output here for the displayed incoming invoice/credit note WE control If the order items invoiced with the incoming invoice have all been delivered in full, the date of the last goods receipt or the last direct delivery appears in this column. Otherwise the note "GR open" appears here. In this way, it is possible to check in the invoice ledger whether incoming invoices that have not yet been approved by an auditor but have been delivered in full should not already be entered in the financial accounts for accrual reasons. (Attention: Please check the invoice carefully when you skip the inspector's work!) Standard list 2 Checkbox "without accounting/intermediate numbers" is active: Detailed display of invoices/credit notes - The individual accounts are no longer displayed, otherwise the columns are the same as in standard list 1 Standard list 3 Checkbox "K.Art, K.Stellen, K.Träger Auswertung" is active: The accounts of the invoices/credit notes are listed Pagination no. Paging number Document number Document number Date Date of entry Supplier Supplier number Value booking value   Currency Account Account number Account Ref. Account Name Corporation Tax Cost centre KTr Cost unit Order Order number period Statistical period

Buttons

button	Description
Booking	The listed incoming invoices/credit notes are transferred to financial accounting. This button is only activated if the field "Financial accounting transfer" is marked, see
Close	The window is closed.

Description Search functionality

Number from	Number until	Date period	Search
No	No	Current date (e.g.: 17.07.2006 or today, etc.)	Only documents from this date are searched for.
No	No	Periods: e.g..: "June 2005 -" or " - 31.03.2006"	All documents from 01.06.2005 until today are searched. All in the past up to and including "31.03.2006".
Yes	No	no input	In this case, the system searches for the document with the entered number.
Yes	No	any arbitrary date input	The system searches for documents whose number is equal to or greater than the one entered. The date is also taken into account.
No	Yes	any	All documents up to the number entered are searched for, taking the date into account.
Yes	Yes	any	Only documents within the entered numbers are searched for. The date is also taken into account when entering.

 

Manual account assignment

Before the transfer to financial accounting, the automatic account assignment of an incoming invoice/credit note can be subsequently changed/edited.

The upper list shows the values of the purchase invoice. The account assignment group consists of two parts. All items are displayed in the left half. If an item is selected here, it is offered for editing in the other half.

In addition, you can restore the original account assignment via the 'Edit' menu and jump to the incoming invoice.
The total of the item values and the difference to the gross value are displayed under the account assignment list. You cannot leave the window as long as a difference occurs.

An incoming invoice account assignment can only be processed if the ER is released. If it is then changed manually, the status of the ER cannot be reset unless the option "Restore account assignment" is selected.

 

Manual account assignment for EU income tax

In the case of EU income tax keys, the offsetting entry is made automatically in the manual account assignment. The tax value to be offset must be entered as a value in the processing group of the posting item. However, the real tax value - i.e. €0.00 in each case - is displayed in the list of posting items.

 

Menu

Menu item	Description
Edit	-
: Restore account assignment	Restore original account assignment
: Incoming invoice / incoming credit note	Call up the corresponding incoming invoice / incoming credit note

Fields

Field	Description
Incoming invoice	Reproduction of the values of the incoming invoice
Account assignment	-
: List	List of positions
: Total	Output of the sum of the position values
: Difference	Issue of the difference to the gross amount You cannot exit the window as long as a difference occurs.
Position	Editing the position selected in the list
: : Value	Values
: : Account	Account details
: : K.Stelle	Cost centre details
: : : K.carrier	Cost unit details

Buttons

button	Description
Save	The changes are saved.
New	An empty account assignment item is created.
Delete	The account assignment item is deleted.
Reset	Changes that have just been made are reset.
Close	The window is closed.

 

Search window

The search window offers more advanced selection options for the purchase invoices than the selection group in the invoice receipt book.

Search fields

Field	Description
Data	-
: date of receipt
: Date of invoice
: Test date
: Release date
: Booking date
ER number
: Pagination number
Status	-
: List
: Invoices
: Credits

Buttons

button	Description
Search	Executing the search

 

Related topics

• Index
• Requirement request
• stock/requirements list
• Order enquiry
• Order item
• Order item
• Frame orders
• Approved purchase requisition
• Stock account
• Part master data
• Overview Purchasing
• Goods receipt

 

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Technical documentation

• Implementation
• Quality assurance
• Invoice Receipt Book Module

Invoice Receipt Book Module

Module name

pinvbook.mod

Classes

-

Security

In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.

Received messages

Message	Parameters	Function	Security

 

Sent messages

Message	Parameters	Function	Receiver module