Golden Tax Invoice for M3 BE Order Invoices - Manual Process

Manual process

Order and invoice information for M3 Business Engine order invoices required by the Golden Tax System is specified manually in that system. The Golden Tax invoice number is then specified in M3 BE, and after that the order invoices are ready for transfer to the M3 BE Accounts Receivable Ledger (ARL).

Overview

Specify Golden Tax information for M3 BE order invoices

The Golden Tax invoice information for M3 BE order invoices is created using related option 80='Add Golden Tax Invoice Number' in these order invoice display programs:

Using the option 80-'Add Golden Tax invoice number' for an M3 BE order invoice in one of the above programs opens 'Golden Tax Invoice. Display/Enter' (GTCN10), and the E panel where the Golden Tax invoice information is specified as described in 'Number for Golden Tax invoice in (GTCN10)'.

Note that it is possible to leave the E panel without having specified all the requested information (for example, Golden Tax invoice number). The information must then be updated by selecting the M3 BE order invoice with option 80 again in the above programs, or with option 2='Change' in 'Golden Tax Invoice. Display/Enter' (GTCN10).

Golden Tax - order invoice header

Use sorting order 1-'Invoice no' on the B panel to display information about Golden Tax invoice number, number of Golden Tax invoices and the invoice status from the 'Golden Tax – Order Invoice Header' table XCNGTH. This is applicable for 'Customer Order Invoices. Display' (OIS350), 'Service Order Invoices. Display' (SOS350), 'Project Order Invoices. Display' (POS350) and 'Maintenance Order Invoice. Display' (COS350).

Note that the Golden Tax invoice number and number of records (field Sno) are only displayed for invoices with invoice status 90 to 96.

These verifications are carried out when an M3 BE order invoice is selected with related option 80:

Number for Golden Tax invoice in (GTCN10)

'Golden Tax Invoice. Display/Enter' (GTCN10) is a program that allows you to work with or display order invoices already included in the Golden Tax process, meaning that one or several detail records have been created from the order invoice areas.

These invoice types are handled in the program and can be included in the selection:

These sorting orders are available:

On the B panel you can select order invoices that have already been connected to Golden Tax information but where some information needs to be added or corrected before the invoice can be transferred to the ARL. The information displayed on the B panel is retrieved from the XCNGTH table.

The first Golden Tax invoice number and the number of Golden Tax invoice records (field Sno) are displayed in the subfile for M3 BE order invoices that are approved for transfer (invoice status 90), or that have already been transferred (invoice status 95) to the Accounts Receivable Ledger (ARL).

Invoice status

To check if the M3 BE invoice is ready for transfer to ARL or not, each invoice is updated with an 'Invoice status'. This table shows the available statuses:

Status Description
00-Not approved, preliminary Status set during creation of Golden Tax invoice information.
11-Not approved, lines with error exist Status set on panel (GTCN10/E) if Golden Tax invoice lines with error exist. That is line status 00-05, described in 'Golden Tax invoice details'.
12-Not approved, total amount differs Status set on panel (GTCN10/E) if the total amount of all lines does not correspond to the invoice total.
90-Approved, ready for transfer to ARL Status set on panel (GTCN10/E) if no errors were found on detail or invoice level.
91-Excluded, ready for transfer to ARL Status set on panel (GTCN10/E) when you press F20='Exclude invoice'.
95-Transferred to ARL Status set during the post-processing transfer to ARL. Invoices with this status are only available for display.
96-Excluded, transferred to ARL Status set during the post-processing transfer to ARL. Invoices with this status are only available for display.

Golden Tax invoice details

On panel (GTCN10/E), all detail records (Golden Tax invoices) connected to one order invoice are displayed.

Note that the E panel must be opened from an order invoice inquiry program (for example (OIS350)) using related option 80='Add Golden Tax invoice number' to create Golden Tax information for the M3 BE order invoice. See 'Enter Golden Tax information for M3 BE order invoices' for a detailed description.

If some information is left blank or is not correct when creating the Golden Tax information, you can open the E panel from the program (GTCN10/B) to complete the information and approve the invoice.

This table shows function keys on the E panel in (GTCN10):

Function key Description
F3='Close' The E panel is closed by pressing F3='Close'. If lines with errors exist (invoice status 00-12) a warning message is displayed to inform you that the Golden Tax invoice details must be updated to transfer the invoice to the ARL. If all lines are approved, the invoice status is set to 90 and the invoice is ready for transfer to ARL.
F18='Delete' Golden Tax invoice information for M3 BE invoices that have not been transferred to ARL (invoice status 00-91) can be removed by using function key F18='Delete Golden Tax information'.
F19='Split' If an amount limit has been defined in 'Golden Tax Invoice - Settings' (CRCN01) and the M3 BE order invoice exceeds the limit, the invoice must be split into several transactions (up to 999) for Golden Tax invoice. This can be done manually on the E panel, or automatically by using the function key F19='Split'. Note that F19 cannot be used if lines have already been specified manually.
F20='Exclude' M3 BE order invoices with VAT that should not have any Golden Tax invoice information are excluded by using the function key F20='Exclude invoice'. This sets the invoice status to 91-'Excluded, ready for transfer to ARL'.

To check if the Golden Tax invoice information is correct and if the M3 BE invoice can be transferred or not, each detail line is updated with a line status when you press Enter on the E panel. This table shows the line statuses:

Line status Description
00-Not approved, preliminary Status set during creation of Golden Tax invoice information or if an error is found without a special status code.
01-Not approved, amount over limit Status set on (GTCN10/E) if the invoice amount for the line exceeds the amount limit defined in 'Golden Tax Invoice - Settings' (CRCN01).
02-Not approved, invoice number missing Status set on (GTCN10/E) if no Golden Tax invoice number was specified for the line.
03-Not approved, invoice already exist Status set on (GTCN10/E) if the Golden Tax invoice number specified for the line has already been used as Golden Tax invoice number for another M3 BE order invoice (XCNGTD table), in the Accounts Receivable Ledger (FSLEDG table), in the transaction table (FCR040 table), in an internal invoice proposal (XCNSE1 table), or internal invoice (XCNFTR table).
04-Not approved, invoice amount missing Status set on (GTCN10/E) if a Golden Tax invoice number is specified but the invoice amount is left blank.
05-Not approved, duplicate invoice number Status set on (GTCN10/E) if the same Golden Tax invoice number is used for several lines within the same M3 BE order invoice.
90-Approved, ready for transfer to ARL Status set on (GTCN10/E) if no errors are found on the line.
95-Transferred to ARL Status set during the post-process transfer to ARL.
Note: M3 BE invoices that are excluded from Golden Tax invoice handling do not have any invoice details.

Confirmation of Golden Tax invoice details

When all Golden Tax invoice lines have received line status 90, the invoice status of the M3 BE order invoice header is set to 90 to indicate that the invoice is ready for transfer to Accounts Receivable Ledger (ARL). The E panel must then be confirmed by using function key F3='End'.

During the confirmation, the Golden Tax invoice header (XCNGTH table) is updated with the number of Golden Tax invoice lines (field Sno) and the first Golden Tax invoice number (displayed in the subfile of the B panel). At the same time the total VAT amount is distributed to all the Golden Tax invoices for update of VAT amount per Golden Tax invoice in the Accounts Receivable Ledger (FSLEDG table).

Transfer M3 BE order invoices with Golden Tax information to M3 BE Accounts Receivable Ledger (ARL)

The transfer of Golden Tax invoices to ARL is handled using the M3 BE standard programs for post-process transfer of order invoices. The order invoices are verified so that all invoices in local currency and with VAT are connected to Golden Tax invoice information, and the information has been approved. See invoice status 90 in 'Golden Tax invoice details'.

Exceptions are the order invoices that have been excluded from Golden Tax invoice handling. See invoice status 91 in 'Number for Golden Tax invoice in (GTCN10)'.

Post-process transfer of order invoices

This table shows which program is used to open the program handling the post-process transfer of the different order invoices, and which parameters that need to be selected:

Type of order invoice Program Called from Parameters required
Customer order invoice Post-process transfer of customer order invoices (OIS197) 'CO Invoice. Post-Process' (OIS196)

'Upd Gen Ledger

'Update FIM'

Service order invoice Post-process transfer of service order invoices (SOS197) 'SO Invoice. Post-Process' (SOS196) 'Update'
Project order invoice Post-process transfer of project order invoices (POS197) 'Project Invoice. Post-Process' (POS196) 'Update
Maintenance order invoice Post-process transfer of maintenance order invoices (COS197) 'Maint Invoice. Post-Process' (COS196) 'Update'

These verifications are carried out during the processing:

Split of M3 BE order invoice & replace invoice number (GLS040)

The general program (GLS040) for update of the Accounts Receivable Ledger (ARL) and General Ledger in the M3 BE Finance is automatically called during post-process transfer as described above.

The split of the invoice transaction (transaction code 10) for all M3 BE order invoices (invoice transactions with FAM Function ID OI20, SO20, PO20 and CO20) during the transfer to ARL is done as described above if the M3 BE order invoice has been split in 'Golden Tax Invoice. Display/Enter' (GTCN10).

Additionally, the M3 BE invoice number is replaced with the Golden Tax invoice number from the XCNGTD table, and the original M3 BE invoice number is stored as AR additional information 228-'Split customer invoice'.

The invoice number stored as AR additional information 228 is used in the M3 BE standard installation when calling the invoice inquiry programs (for example (OIS350)), and the print invoice copy programs (for example (OIS680)) from the ARL inquiry programs (for example (ARS200)).

During the transfer, the invoice status in the tables XCNGTH and XCNGTD is set to 95-'Transferred to ARL' to indicate that the information has been transferred, and the voucher series (VSER) and voucher number (VONO) used for the transfer are updated.

Exceptions are order invoices that have been excluded from Golden Tax invoice handling where the invoice status is set to 96-'Excluded, transferred to ARL'.

Workflow

  1. Prepare M3 BE order invoices.

    M3 BE order invoices according to the setting in (CRCN01), in local currency and with VAT calculated, must be invoiced and accounting entries created before they can be included in the Golden Tax invoice process.

    Note that direct transfer to M3 BE Accounts Receivable (ARL) must not be used for the division.

  2. Create Golden Tax information for M3 BE order invoices.

    Golden Tax invoice information for M3 BE order invoices must be created by selecting each single invoice with related option 80 in the display functions for M3 BE order invoices (for example, OIS350) as described above. The M3 BE invoice must be split if amount limit is used. If required, exclude M3 BE order invoices from Golden Tax invoice handling as described above.

  3. Specify information in the Golden Tax system

    Specify the information required in the Golden Tax system according to the external process for this in order to receive the Golden Tax invoice number.

  4. Specify the Golden Tax invoice number in M3 BE

    Specify the Golden Tax invoice number from the Golden Tax system in M3 BE by either selecting the invoice with related option 80 in the display functions for M3 BE order invoices (for example, OIS350), or directly in (GTCN10).

    When all sub-numbers for the M3 BE invoice have been processed, the invoice status (XCNGTH table) is changed to 90, and the invoice is ready for transfer to the M3 BE Accounts Receivable (ARL) through the post-process transfer programs.

  5. Transfer order invoices to M3 BE Accounts Receivable

    The transfer of the Golden Tax invoice numbers to the M3 BE Accounts Receivable is carried out using the post-process transfer programs as described in 'Post-process transfer of order invoices'.

Golden Tax invoice settings in (CRCN01)

'Golden Tax Invoice - Settings' (CRCN01) is for general settings for the Golden Tax invoice process. For example, the type of Golden Tax system and amount limit. The settings are defined per division.

On the E panel, the type of manual process for the Golden Tax system is selected and if requested, the amount limit per Golden Tax invoice can be specified.

This table describes the fields on the E panel:

Field Description
Golden Tax system

1 = Manual process

2 = Automatic process

3 = Manual process for invoices in both foreign and local currency

4 = Manual process for invoices in foreign currency and automatic process for invoices in local currency

Amount limit

The amount limit for the manual process is used to control the invoice amounts manually as specified per Golden Tax invoice, and for the automatic split option in the program 'Golden Tax Invoice. Display/Enter' (GTCN10).

The amount limit specified is including VAT and is defined in local currency.

Note that the amount specified must be positive. If 'Amount limit' should not be used, the amount is set to 0 (zero).

Currency The local currency defined for the division in 'Company. Connect Division' (MNS100) is displayed as information.
Note: The settings in 'Golden Tax Invoice – Settings' (CRCN01) must be defined to use the functionality for Golden Tax invoice. These programs verify the settings to avoid Golden Tax invoice information being created before the settings have been defined:
  • New Golden Tax transactions cannot be specified in the order inquiry programs (for example (OIS350)) if the parameter in (CRCN01) is undefined. In that case, an error message is displayed.
  • Existing Golden Tax transactions cannot be changed in the new program 'Golden Tax Invoice. Display/Enter' (GTCN10), as it is not possible to start the program (GTCN10) if the parameter in (CRCN01) is undefined.

Settings for M3 BE order invoicing

The Golden Tax invoice handling in M3 BE requires that the 'Direct transfer to FIM' parameter in the M3 BE order setting functions must be set to 'No'.

It is recommended that you use a separate voucher number per invoice (general recommendation for VAT handling in M3 BE Finance).

This table shows the settings for order invoicing in (CRS722), (CRS790), (CRS792) and (COS822):

Program Field Description
(CRS722), (CRS790), (CRS792), (COS822) Direct to FIM Must be set to No = Transfer of invoice accounting done in a separate step using the post-process transfer program.
(CRS722), (CRS790), (CRS792), (COS822) Sep voucher no Recommended to be set to Yes = one voucher number per order invoice is retrieved.
(CRS722) Upd acct entry Must be set to Yes = Accounting entries for the order invoices created during order invoicing. Note: Accounting entries must exist to connect Golden Tax invoice information to the invoice.

Golden Tax information in sub-files

Information about, for example, the Golden Tax invoice number, is available in a number of views in the Chinese Country specific functionality. This table shows a list of these views:

View Sorting order
'Customer Order Invoice. Display' (OIS350) 1
'Service Order Invoice. Display' (SOS350) 1
'Project Order Invoice. Display' (POS350) 1
'Maintenance Order Invoice. Display' (COS350) 1

Limitations

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