Outgoing invoice book

Outgoing invoice book

• Description of the
• Functionality
  • Outgoing invoice book
    • Description of the search functionality
  • Manual account assignment
• Related topics
• Technical documentation

Technical description

The outgoing invoice book serves on the one hand to transfer the registered invoices/credit notes to the financial accounting department. For this purpose, the corresponding documents can be filtered using various selection criteria. In addition to the filtered documents, the list also shows the initial account assignment belonging to each invoice/credit note. Thus the outgoing invoice book can also be used for control and evaluation.

The outgoing invoices and credit notes are listed sorted according to the document number.

If the client's outgoing invoices and credit notes are divided into individual domains, the invoices and credit notes from the logged-in domain are displayed first, but you can switch to other domains or display the invoices or credit notes from all domains.

Functionality

1. Compile outgoing invoice book
   After entering any selection criteria (see fields below), the outgoing invoice book is compiled using the totals button and displayed as a list on the screen.
2. Edit outgoing invoice book
   The list can be printed or copied to the clipboard
3. Transfer outgoing invoice book to financial accounting
   As soon as the outgoing invoice ledger 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 financial accounting (i.e. financial postings are created). Registered vouchers are invoices and credit notes in the "Registered" status or, more generally, in the status that has progress indicator "1".

Outgoing invoice book

Menu

Menu item	Description
Edit	-
: Compile	The outgoing invoice book is compiled
: Show customers without financial account	Checks whether all customers of the displayed invoices are assigned to a financial account. It is advisable to call up this function once before posting the invoices, so that the posting can be carried out without interruptions.
: Print Statistics	see print preview
Close	Close window

 

Toolbar

Symbol	Description
	Compile outgoing invoice book; see search functionality
	Print statistics
	Display document history
	Copy statistics to the clipboard
	Call up customers of a selected invoice/credit note
	Call up the financial accounts of the selected customer
	Display open items of the selected customer

 

Fields

Field	Description
Selection	-
: Date period	Select only those invoices/credit notes whose date is within the period. If only a current date is entered, only documents from this day will be searched.
: Receipts: from - to	Select only these invoices/credit notes from the number range entered. If a number is entered in "from", only the document with the corresponding number is searched for.
: : only printed	Only those invoices and credit notes are displayed which have been printed (emailed, faxed). This ensures that no invoice is transferred to financial accounting of which the customer has not been informed.
: : without account assignment / subtotals	Display only invoice or credit memo header information (e.g. for copying to the clipboard). If this field is marked, the two other fields "detailed totals" and "K.Art,..." are greyed out.
: : : detailed totals	This field can only be selected if the field "Without account assignment..." is not selected.
: : : K.Type, K.Stellen, K.Träger Evaluation	This field can only be selected if the field "Without account assignment..." is not selected.
: States	Display only invoices/credits from the selected states
:: Invoices and credit notes together	If this field is not marked, the states of invoices and credit notes can be selected separately
Company code	If the company codes are activated in the client, it is possible to display the list selected by company code.
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	Activates the checkboxes for transfer to financial accounting (posting period, etc.) These fields can only be selected if you are in the domain you originally registered.
: Posting period	Posting period for transfer to financial accounting. If the checkbox "Posting period fixed" is not set, only the invoices/credit notes belonging to the posting period set here are transferred to financial accounting when posting. These documents are then also posted to financial accounting with this posting period. Only currently started posting periods can be selected.
: Posting period fixed	Important! If this checkbox is selected, the posting period of the invoice/credit memo is ignored and the selected invoices/credit memos are transferred to financial accounting with the set posting period.
List	Depending on the option, invoices/credit notes are displayed in the list with the respective initial account assignment and final totals. The context menu of the list is displayed depending on the selected column. Context menu Menu Description invoice/credit note Opens the invoice/credit memo editing mask Archived document Displays the last printed document that has been archived. Customer Opens the edit mask of the FiBu account Opens the financial account of the customer OP. account Opens the OP account of the customer Edit account assignment Opens the editing mask for manual account assignment of the invoice List columns Field Description Standard list 1 Detailed display of invoices/credit notes with overview of the posted accounts. Document no. Document number of the invoice/credit note Date Date of entry Kd-No. Client number Debtor no. Accounts receivable number Due date Due date Mission Order type Number Order number Area Sales area Status Status of invoice/credit note Costs   Gross proceeds Gross proceeds Net Net amount Control key Control key (usually only S is displayed in the column header) VAT VAT rate Gross / Account Assigned Gross amount Registered Registration date / UniqueID of the account Customer / debtor Customer / debtor / short name of the account Intercompany Intercompany invoices/credit notes are marked with an X. (Headline of the column is usually not displayed) Corporation Tax Cost centre KTr Cost unit Mission Order number Print currency Gross amount without currency   Print currency Payday Date of receipt of payment Days overdue of payment Delay of payment in days period Statistical period 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 Document number Document number Date Date of entry KD number Client number Customer / Account Customer / account name Debtor Debtor number Value booking value   Currency Account Account number Account Ref. Account Name Corporation Tax Cost centre KTr Cost unit Mission Order type Number Order number Area Sales area period Statistical period

 

Buttons

button	Description
Booking	Transfer invoices/credit notes to financial accounting. This button is only activated if the field "Financial accounting transfer" is marked, see
Close	Close window

 

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

An invoice can be manually assigned to an account after it has been registered but not yet posted to financial accounting. When registering, a preliminary account assignment is already made automatically if this has been set above the client. A distinction can be made between simple and detailed account assignment. If it is still necessary to adjust the account assignment manually, the functionality of this module can be used. The manual account assignment can also be used if the invoice cannot be preassigned due to an undefined account assignment rule.

While the "Invoice" group is only used to display the invoice data and, if necessary, to maintain the conversion currency and its exchange rate, the "Account assignment" group can be used to view the initial account assignment and make changes. In addition, the original, automatically made initial account assignment can be restored.

When leaving the window by clicking the close button, the value assigned to the account is compared with the gross value of the invoice. If a difference occurs here, the invoice jumps to the status "not assigned" and can therefore not be transferred to the financial accounting until the difference has been eliminated.

Menu

Menu item	Description
Edit	-
: Restore account assignment	Restore original account assignment
: Carry out tax account assignment	With this function, the booking container for the tax can be created automatically. This is only possible if no tax posting container exists yet.
: Invoice	Call up associated invoice/credit note

 

Fields

Field	Description
Invoice	Displaying the billing information
: Course	The fixed exchange rate is displayed here if the invoice was entered in a foreign currency. The conversion rate is frozen at the latest after the invoice has been registered. To change the exchange rate, the registration must first be cancelled again via the invoice mask. Any manual account assignment that may already have been made must first be cancelled.
Account assignment	-
: List	List of the account assignment items, consisting of the value, the account (MUST criterion), the cost centre and the cost object
: Total	Output of the total of the values of the account assignment items
: Difference	Output of the difference to the gross amount. At the end of processing there should be no more difference.
Position	Editing the position selected in the list
: : Value	Values
: : Account	Account details (G/L account/cost element)
: : K.Stelle	Cost centre details
: : : K.carrier	Cost unit details

 

Buttons

button	Description
Save	The changes in the account assignment item are saved. If no item has been created yet, this is done automatically at the moment of saving.
New	A new account assignment item is created. Here you can use the context menu to control whether an empty item is to be created or whether the item is already assigned to the cost centre and cost object from the invoice. (The cost centre and cost unit are first attempted to be determined via the order group. If this is not successful, the data is retrieved from the invoice header).
Delete	The account assignment item that is displayed in the group grade is deleted.
Reset	Changes that have just been made are reset.
Close	The window is closed. Here the assigned value is compared with the gross value and the user is informed of a possible difference.

 

Related topics

• Index
• Invoices/credit notes

 

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Technical documentation

• Implementation
• Quality assurance
• Listing of different queries for the search
• Outgoing invoice book basic module

Listing of different queries for the search

Number from	Number until	Date from	Date until	Value of searchMode
0	0	0	0	0	In this case, the documents are retrieved from the selected statuses. Normally the status is checked in the macro"SelectTransactions
0	0	0	1	1
0	0	1	0	2	date = %D
0	0	1	1	3	date >= %D && date <= %D
0	1	0	0	4
0	1	0	1	5
0	1	1	0	6
0	1	1	1	7	uniqueID <= %s && date >= %D && date <= %D
1	0	0	0	8	uniqueID = %s
1	0	0	1	9	uniqueID >= %s && date <= %D
1	0	1	0	10	uniqueID >= %s && date = %D
1	0	1	1	11	uniqueID >= %s && date >= %D && date <= %D
1	1	0	0	12	uniqueID >= %s && uniqueID <= %s
1	1	0	1	13	uniqueID >= %s && uniqueID <= %s && date <= %D
1	1	1	0	14	uniqueID >= %s && uniqueID <= %s && date = %D
1	1	1	1	15	uniqueID >= %s && uniqueID <= %s && date >= %D && date <= %D

 

Invoice output book basic module

Module name

sinvbook.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