This function is accessible from the main menu, the Consumption Master parameters and the Consumption Master grid when the Measurement Type ‘SUPPL ACTUAL’ and ‘SUPPL AVE’ is selected and the dialogue box next to the Invoice line is clicked.
The aim of this function is threefold :
to create an invoice – belonging to a consumption record
to settle / unsettle an invoice
to upload an invoice (and store it as a binary file)
The consumption data requires that an invoice be linked to the consumption data if the measurement type is ‘SUPPL ACTUAL’ or ‘SUPPL AVE’ and the record is to to past ‘MAN’ager approved status.
Certain business rules may be created and applied to ensure that the invoice that is paid is in fact legitimate. For example, an invoice must thus exist, be uploaded (signed by a manager) as a binary file and the record MANager approved, before it can be paid.
The Organisation Code is that of the supplier. . It originally populates in alphabetical order from the Location_Master_Organisation table where the type is 2 (vendor/external), but is limited by the sub region allowed in the Consumption_Status_Authorization table and displayed at the top of the master screen.
The one defaulted here once the ellipse is clicked, is the supplier selected in the Consumption Master grid. It is mandatory.
The invoice number field allows the user to type in a new invoice number or select one that already exists in the Invoice table (as yet unlinked to the Consumption data table).
The Invoice number defaulted here once the ellipse is clicked, is the invoice number selected in the Consumption Master grid. The invoice is mandatory.
The Reading Date is populated from the Consumption Master grid’s selection.
The Account field is populated from the Accounts table for all accounts allowed for additional cost links.
This field is mandatory (if not entered here, then it must be entered in the grid).
Show displays all the existing invoice lines and the additional rows required.
The insert allows the user to create a certain number of blank rows in which to enter the Invoice Line data.
Show Invoice Line Data – shows all details regarding this invoice. It displays the invoice value vs the settled value and the difference between the two as well as the number of links to this specific line number selected in the grid. (Click on the actual line number for its details).
Note that when a consumption record set is made inactive, the system does not remove the link between it and the invoice (if there was one). It will however allow that invoice to be linked to another record because the system excludes the inactive records in its search when allowing an invoice to be linked (i.e. it will not find a duplicate).
The data is stored in the Invoice table.
The grid :
See Capture Invoice tab :
See Unsettle Invoice tab :
See Invoice Upload tab :
See Consumption Master function.
An alternative to the upload is to link a file with the scanned in invoice as an external object to the specific invoice number and organisation code.
The way this is done is to create an external object in the External Object function called e.g. Invoice. On creation of the invoice in the Consumption Master invoice and Creditors table, click on the external object link in the menu. Select the Object Name created in the drop down, ensure the table name is correct and then enter the invoice number and external organisation code and press ADD. This will create the link to the external file containing the invoice.