Enter External Supplier Invoice Parameters

Explanation

This activity is used to define a number of parameters that will control the loading of external supplier invoices, which are normally created in a non-IFS system.

One set of parameters refers to a load type. Several load types can be defined. A load type is referenced when loading invoices into the external interface. At least one load type must be defined in order to perform a load. An invoice type must be defined for each load type. This invoice type will be used when loading transactions for which the invoice type is not defined. Invoice types must first be defined in the Supplier Invoice Types window in IFS/Invoice.

One load type can be defined as the default load type and it will be suggested when using the load interface. The parameters for a load type control the following:

• Is it allowed to manually modify the external invoices or not?
• Is it allowed to manually remove loaded external invoices or not?
• Should external customer invoices be checked and created immediately after the external file is loaded?
• Are partially-created invoices allowed or not?

Prerequisites

These prerequisites must be completed prior to loading external invoices:

• Basic data for accounting rules must be defined.
• General basic data for supplier invoices must be defined. This includes defining invoice types, which is done in the Supplier Invoice Types window in IFS/Invoice.
• Parameters that control the load of external supplier invoices must be defined.

System Effects

As a result of this activity, it is possible to load external supplier invoices to IFS/Invoice.

Window

External Supplier Invoice Parameters

Related Window Descriptions

External Supplier Invoice Parameters

Procedure

1. Open the External Supplier Invoice Parameters window.
2. If a new parameter set will be created, create a new record and define a load type. Otherwise, populate the window or query for the load types to be modified.
3. In the Invoice Type field, use the List of Values to select the invoice type to be used on loaded supplier invoices.
4. If you want to set the load type as the default load type for the company, select the Default check box.
5. If you want to allow modifications for the loaded invoices that belong to this load type, select the Changeable check box.
6. If you want to allow the deletion of loaded invoices, select the Deletable check box.
7. If the invoices should be checked immediately after loading, select the Check When Loaded check box.(Note: This check box should be selected if you want to select the Create When Checked check box.)
8. If vouchers should be created immediately after the invoices are checked, select the Create When Checked check box.
9. Select the Allow Partial Create check box to create invoices for invoices loaded through this load type even if errors occur while creating.
10. If you want to create a posting proposal for each invoice loaded using this load type, when the invoices contain any posting information, select the Create Posting Proposal if Postings Exist check box. 
11. If you want to create an invoice document for each invoice loaded without a source original document, select the Create Image check box.
12. In the Base for Transaction Date field, select a value from the list to indicate the date which should be used as transaction date for the
13. Select the Enforce Project Unique Procurement check box if you want project specific invoices to be created.
14. Select the Recalculate Sales Tax check box if you want the tax amount on the tax line to be recalculated by applying the tax code of the company to the invoice amount in the external file. (If this check box is not selected the tax amount on the tax line will be the same as the tax amount on the external file). 
15. Select Automatic Posting Irrespective of Company Settings check box if you want the invoices to be posted when they are created even if Create Posting at Invoice Entry check box is not selected under posting parameters in the Invoice/General tab of the Company window.
    Note: If Create Posting at Invoice Entry is selected, selecting  the Automatic Posting Irrespective of Company Settings check box will be of no use.
16. Select the Use Default Currency Code check box, if you want to fetch the Supplier’s default currency code defined in Invoice/General tab of the Supplier window when there is no currency code in the file. 
17. Save the information.