Invoice entry

For Invoice/Credit Note Entry processing a user defined, default authorisation code displays, if the invoice Authorisation control switch has been set to Yes. This switch is set in TMSAP/AUTHCTL. This field does not display if the switch is set to No. The default can be overridden.

The default Authorisation code is established in TMSAP/AUTC-DFT and can be overridden in this panel.

An authorisation code is used to indicate who must authorise invoices for payment. The list of authorised people prints on the Authorisation Sheets and the order in which the initials are printed is used to guide the sequence of the paperwork from one authorised person to the next. Once the required authorisations have been obtained the invoice can be approved for payment via the Maintain Unapproved Invoices program. Up to 10 people can be nominated for each authorisation code.

The document date defaults to the current system date and should be overridden to reflect the Invoice/Credit Note date. The payment due date is calculated using this date plus the Payment terms parameters.

For example if the Document date is Sept 21 and the Payment terms are 30 days from invoice date, the Due date will be Oct 30. 

The Tax categories define the specific tax registration status of the individual creditors by applying the appropriate rules to handle each classification. The creditors tax category is established on the Creditors masterfile and defaults in various processes.  A range of categories can be selected for inclusion on a payment slip.

The Invoice Entry/Maintenance program has been enhanced to cater for the Australian GST by inserting a Tax file number field on the header panel and changing the way in which the system uses the value in the Document total and Tax amount fields.

The Tax file number defaults from the creditors masterfile.  Whether or not an entry is permitted in this field depends on the Tax category associated with that creditor.  In the case of miscellaneous creditors, a Tax category permitting ABN overrides is required and an entry is permitted in this field which is validated according the ABN validation rules (also established in the Tax category).

In Invoice/Credit Note Entry processing, the GST component of the invoice value, which is included in the Document Total at the header level, is calculated and displays in this Tax amount field.  The calculated value can be overridden and if, when validating the rate entered, the system finds it does not agree with the control file setup, the message Warning… Tax rate is different from Default Rate displays.  However the Tax amount gets updated from the detail tax on invoice/credit note approval. This is to ensure the header and the detail tax balance, especially in instances where the tax rate is different for different items (e.g. in Europe). 

The tax amount is posted to the Tax Accrual General Ledger Account in the subsidiary ledger when the invoice is approved. 

A Payment terms code is mandatory on the Creditors masterfile and this code displays as the default in all transactions.  It can be overridden if necessary.

In Invoice/Credit Note Entry, payment terms are used to calculate the Payment due date of a Creditors Invoice/Credit Note.  The calculation is based on the Document date entered when the invoice is captured and the Payment terms code conditions.  Each code defines the time period the code covers, if this period is measured in days or months and if the period is to be calculated starting from the date of the invoice or from end of month.

A system defined code of 00 is used to indicate prompt payment.  In this case the due date will display as 00/00/00. The default will be the Prompt Payment terms code.

The following message displays if the code entered is not found on the control file: Invalid due code - not defined on control file.

This is a facility for notes or explanations for each accounting entry/line of the G/L dissection as a Journal Notation. In Invoice/Credit Note Entry, the Default particulars as entered on the header panel default for each line of the General Ledger dissection. This default can be overridden on a line by line basis. It is useful for expenses or period changed invoices.

To display the Tax fields instead of this Particulars field on the G/L dissection panel, select the function that switches between the two. Which field displays as the default depends on the settings in TMSAP/TAX-MODE.

On the G/L dissection panel, an additional panel displays, requiring the entry of a project’s commitment number and the amount to be allocated to this project.  The total allocated amount should equal the General Ledger total.

For expense allocations, entry of the particulars is mandatory if the account entered exists on TMSGL/PTCL-LNK.

On the dissection panel of Invoice/Credit Note Entry, the Remain amount defaults as the Document amount less Net total & Tax total. It will show as full Doc amount if the document value has been not been allocated. 

As General Ledger Accounts and the applicable amounts to be posted to these accounts are entered, the Remain amount reduces.

If the Remain amount is not zero, the Invoice or Credit Note cannot be approved and has to be maintained via the Maintain Unapproved Invoices option.

Total value of all the detail line GST. As allocations are made across General Ledger accounts or dissections this amount will be updated to reflect the running tax total. The tax total will automatically post to the General Ledger accounts established on the Tax code for the Tax category. 

A valid General Ledger Account number is required for posting the expense or creditors/stock accrual value.  If Accounts have already been entered, these can be changed.  The amounts apportioned across the General Ledger accounts can also be changed.  Posting to the Creditor balances occurs after all entries are validated, and the General Ledger update takes place during the end of the day processing.

When the invoice is for stock purchased, be sure to use the correct account.  If no General Ledger Accounts are entered the invoice is filed as Unapproved.  To change the status to an Approved invoice by entering the Accounts, use the Maintain Unapproved Invoices program.

The total document amount must be distributed across one or more General Ledger Accounts prior to the document being approved.  These GL dissection amounts display in base currency.

In Invoice/Credit Note Entry, these amounts are totaled and balanced against the document total.  The Remain amount field indicates the discrepancy between these two values.  Invoices that have discrepancies are not accepted.

For a tax invoice, this amount will be used to calculate the tax amount based on the rate of tax which is established in the control file.