The Customer Invoices without Customer Order process is used for entering, creating, and printing customer invoices. The process includes customer invoicing with no link to customer order. The process allows customer invoices to be created in three different ways. It is possible to create and print instant invoices, as well as entering manual customer invoices and external invoices on file. The process also contains functions for customer invoice cancellation. There are different ways of entering and creating invoices in the system. The invoices in the process are divided into the following types:
Instant invoices are invoices with no link to stock. The instant invoice entry requires sales objects. After the invoice has been created, it is printed. The printing is handled within the system by a separate printing function. The printing creates a voucher in the hold table in IFS/Accounting Rules.
Manual customer invoices are invoices created in a non IFS system. These invoices are not printed, only entered into the system. The entry creates a voucher that is automatically transferred to the hold table in IFS/Accounting Rules.
External invoices on file are customer invoices created in a non IFS system. These invoices are loaded into the IFS system via file. The loading transfers invoice information to the customer ledger and creates a voucher for transfer to the hold table in IFS/Accounting Rules. Before you can use external interfaces, you must define several parameters within the Enter Customer Interface Parameters activity. These parameters include a default load type, whether change or cancellation of invoices is permitted, whether the check and create steps should be executed directly, and whether a partial creation of customer invoices is allowed. When you perform a partial creation of customer invoices, you create customer invoices from those external invoices that are correct, and reject those external invoices that are incorrect. The external customer invoice interface can only handle information in text files. It is possible to read files with different layouts. The file layout is specified in the External File toolkit in IFS/Accounting Rules. However, there is also a default definition that can be used directly. You will load the file into IFS Applications by using an external file wizard. The wizard can handle the Check and the Create Voucher steps directly, if required.
Advance Invoices
When a customer is required to make a payment in advance to obtain the goods or the service, an advance invoice is created for the payment due from the customer. Once the advance payment is made, the advance invoice can be connected to the final invoice. As a result, the amount paid in advance will be offset against the total invoice amount.
Saving an advance invoice creates a voucher in the hold table in IFS/Accounting Rules. The voucher is posted as follows.
Invoice Amount: Posted on the code strings defined for the posting type IP17 Customer Claims, Advance Invoice and IP19 Unpaid Customer Advance Payment in the Posting Control Navigator in IFS/Accounting Rules.. Note: The Gross Amount is posted on IP19.
Tax Amount: Posted on the code strings defined for IP23 Tax Disbursed, Advance Invoice and IP25 Contra Account, Disbursed Tax, Advance Invoice in the Posting Control Navigator in IFS/Accounting Rules.
Zero Invoicing:
You can enter a gross amount of zero (0) for customer invoices, instant invoices, and external invoices on file. These invoices will then automatically advance to the PaidPosted state. What happens is that a zero payment is automatically created after the invoice is created.
Printing Instant Invoice:
Before instant invoices are printed, check that necessary data has been entered in the Invoice tab of Company in the Enterprise module. If an invoice fee is to be charged, VAT code must be stated. If text is to apply in the page footer, the text must be entered before you print invoices.
Until an invoice is printed, it is preliminary and numbered from a preliminary number series. Once printed, the invoice is final and is given a final invoice number. Print one or more invoices via Print Invoice. There is a function in Instant Invoice for reprinting of invoices already printed.
Printing an invoice creates a voucher in the hold table pending updating in IFS/Accounting Rules. The voucher is posted as follows:
If a print error occurs, no voucher is created, but incorrect voucher lines can be seen in Customer Invoice Postings Analysis. Once the error has been resolved, a voucher must be created.
Cancel Invoice:
Manually created customer invoices can be cancelled as long as they are not paid. After cancellation, the invoice can be entered again. An instant invoice can only be cancelled as long as it is not printed. After printing, a reversal invoice must be created and printed. Instant invoices can be netted by using the Netting function in IFS/Payment.
Before you start entering information check that Basic Data Required (BDR) has been set up as per instructions in Define Financials Basics, the Set up Basic Data Accounts Receivable process.