Customer Invoices with Errors

Explanation

This activity is used for manually creating vouchers that were not automatically created when invoices were printed, sent as invoice messages or when collective voucher is created for many invoices using the Create Collective Voucher right mouse button option in the Instant Invoice window. The reason a voucher is not created could be, for example, that the posting control is not correct. Once the error that prevented the voucher from being created is corrected in posting control or basic data, the vouchers can be manually created.

The activity also handles invoice messages sent with E-INVOICE media code that has send errors (i.e. invoices that were not sent to IFS/Connect). A send error occurs when IFS Application fails to send an invoice to a customer due to a validation error (e.g. when an invoice is sent with an attachment enclosed with a file extension that is not defined in EDM Basic/File Types tab, or due to technical errors (e.g. if the Extended Server was not working at the time the invoice was sent).

A customer invoice sent as an invoice message with the E-INVOICE media code can have both posting errors and send errors. The NOTIFY_SEND_E-INVOICE_FAILED event is used to notify users when an invoice sent with E-INVOICE media code has one or more send errors.

Prerequisites

In order to perform this activity,

• posting errors that prevented the creation of vouchers must be corrected in posting control or basic data, and
• send errors must be corrected by changing the relevant basic data or by contacting your system administrator

System Effects

As  a result of this activity, invoices are given their final identity and a voucher is created and transferred to the hold table in IFS/Accounting Rules. Customer invoices sent with E-INVOICE media code will be sent to IFS/Connect.

Window

Customer Invoices with Errors

Related Window Descriptions

Customer Invoices with Errors

Procedure

1. Open the Customer Invoices with Errors window. The system date (today's date) is the default in the Vou. Date field. The applicable period is shown in the Period field. The code for the user group is shown in the User Group field and the voucher type is shown in the Vou. Type field.
2. Use the Populate or Query function to view the invoices for which no voucher was created in connection with printing and to view customer invoices sent via E-INVOICE media code with send errors. The Posting Error check box is selected for invoices with posting errors. The Send Error check box will be selected for invoices with send errors and a description of the send error will be displayed in the Send Error Message field.
3. Correct the posting and/or the send errors for the invoice(s) you want to process.
4. To process invoices for which the Posting Error check box is selected, select the relevant invoice lines with corrected voucher lines. Select the Use Voucher Date check box if all invoices, irrespective of invoice date, are to have the same voucher date. To process invoices for which the Send Error check box is selected, select the invoice lines with the corrected send errors.
5. Right-click and click Process Invoice to post the voucher if the invoice has posting errors or/and to continue the send process if the invoice has send errors. (Note: If the Use Collective Voucher check box is selected for the invoice line, clicking Create Vouchers would open the Create Collective Voucher dialog box. In such a situation, click OK to create a collective voucher for the invoice.)
6. Populate the window again to check whether the invoice has been removed from the window. If you find that the invoice is not removed, it means that the invoice has more posting/send errors. Correct those errors and repeat this procedure.