Expense reports in APS450

Add possibility to create accounting lines in APS450

It is now possible to receive expense reports and pre-accounted supplier invoices in M3 BE through the batch invoice routine in 'Supplier Invoice Batch. Open' (APS450).

This means that it is possible to load invoices with accounting lines that have been pre-defined outside M3 BE.

Example of transactions from expense reports:

Expense reports created by employees are transferred to (APS450) as invoices. The supplier, that is an employee, needs to be specified in 'Supplier. Open' (CRS620). The invoice and its accountings are updated to AP/GL in (APS450) and paid using the normal process in 'Supplier Payment Proposal. Open' (APS130).

The employee has the supplier group 'Employee' in 'Supplier. Open' (CRS620). When the invoice is paid in (APS130), the supplier group can be selected in (APS131) when creating the payment proposal.

Example of XM integration to M3:

New line type 8-Accounting line in APS451 and APS450MI

In 'Supplier Invoice Batch. Open Lines' (APS451) and in APS450MI, pre-accounted or partially pre-accounted invoice lines from an external product can be retrieved and managed.

A new line type, 8-'Accounting line', has been created to enable this new functionality in (APS451), using the batch invoice line table FAPIBL. Accounting strings are retrieved and validated, and manual changes in the accounting dimensions can be made. When updating to AP ledger, these accounting strings from accounting lines of type 8 are used and moved to the table FCR040.

Workflow

  1. Lines on an AP invoice are added by APS450MI, transaction AddLine. When adding lines for one invoice, several lines are added to the batch supplier invoice line table FAPIBL. Lines can also be created manually in (APS451).

  2. Lines added in FAPIBL can contain a value for accounting object 1. This field contains 20 positions and should be used as an exception in 'Accounting Exception. Open' (CRS396). It is optional and can be blank. When it is blank, AP50/218 is managed using the normal process in 'Accounting Rule. Set' (CRS395).

  3. Lines added in FAPIBL can also contain accounting objects 2-7. They are optional and can be blank.

  4. For each line, the accounting string is retrieved from CCRTVACC (CRS395/CRS396) using the normal process. If any of the new accounting objects are defined in (CRS395) for AP50/218, the dynamic values should be retrieved from the accounting objects in (APS451), table FAPIBL.

  5. The accounting string is presented on the detailed panel in (APS451), and validated. It is also validated in APS450MI when related option 8-'Validation' or the function key F18-'Validation' is used.

  6. Manual changes of the accounting string can be performed in (APS451). Validation of the accounting string is then performed as per the normal process.

  7. Before leaving the panel in (APS451), the accounting string is validated if it has been changed.

  8. When updating the invoice to AP, each accounting string from each line with line type 8 in (APS451), table FAPIBL is moved to the table FRC040 which is used in GLS040.

New accounting rule and objects in CRS395

The new accounting rule AP50/218–Accounting line has been created in 'Accounting Rule. Set' (CRS395) and is only used by line type 8-'Accounting line'.

The new accounting objects 1-7 have been created and can be used as objects by AP50/218. The dynamic values of these objects are retrieved from the invoice lines in 'Supplier Invoice Batch. Open Lines' (APS451), table FAPIBL.

These accounting objects can also be used for AP50/218:

Setup: Add accounting type 218-Accounting line by using F14-'Standard' in 'Accounting Type. Open' (CRS385), before using it in 'Accounting Rule. Set' (CRS395).

To add the new Accounting objects 1-7 (E6AO01-E6AO07), follow these steps:

  1. In 'Field Group. Open' (CRS108) position the cursor on field group 'CRACC'. (Note, do not use F14 'Generate data' here).

  2. Use related option 11-'Fields' to display 'Field Group. Display Permitted Fields' (CRS109) with field group = 'CRACC' displayed in the header.

  3. In (CRS109), select F14-'Standard'.

Accounting object 1:

The field indicates a value to be used as an accounting exception in 'Account Exception. Open' (CRS396) for accounting type AP50/218-Accounting line in (CRS395). This accounting object 1 is only valid for line type 8-'Accounting line', for supplier batch invoices lines in (APS451).

Example: Accounting object 1 has the value 'HOTEL' on a supplier batch invoice line in (APS451) and an exception is setup for AP50/218 in (CRS396) to make sure that a specific accounting string is used when the value is 'HOTEL'. This is performed according to the standard procedure for defining accounting rule exceptions.

This field is optional. If the field is blank, the accounting string is retrieved from AP50/218 in (CRS395).

Accounting object 2-7:

The field indicates the value of an accounting object used in the accounting rules. The accounting objects are only used for line type 8-'Accounting line', for supplier batch invoices lines in (APS451).

This accounting object holds the value that should be used in the accounting string, if a corresponding accounting object is defined for accounting type AP50/218-Accounting line in the accounting rules setup in (CRS395).

Example: If accounting object 3 is defined as an object in (CRS395) for AP50/218-Accounting line, the value that will be used and placed in the accounting string is the value in the field for accounting object 3 on the corresponding supplier batch invoice line in (APS451).

This field is optional.

AP50/218-Accounting line for line type 8:

Only used for supplier invoice lines with line type 8-'Accounting line'. For each line, the accounting string is retrieved and validated against the accounting rules and exceptions in (CRS395) using the normal process. The objects that can be used are accounting objects 1-7 and refer to the objects on the invoice lines with line type 8 in (APS451). The dynamic values of these objects are retrieved from the table FAPIBL (supplier invoice batch lines) in (APS451). Other accounting objects from supplier master and vendor information can also be used by accounting rule AP50/218. The accounting string can be manually changed in (APS451). When updating the invoice to AP, each accounting string from each line in (APS451) with line type 8 is used and updated to general ledger and moved to the table FRC040.

If simulation is used in 'Accounting String. Simulate' (CRS399), records must exist in the table FAPIBL, meaning that lines must exist in (APS451).

Permitted price differences that are set up in 'Settings - Supplier Invoice Matching' (APS900) with sorting order 5-'Permitted rounding variances, header and lines' are considered and managed using the normal process.

VAT on expense reports

Expenses on an expense report may have incurred in different countries, for example travel expenses.

It is possible to enter different VAT fields such as 'From/To country', 'State' and 'VAT registration number' on the different invoice lines in 'Supplier Invoice Batch. Open Lines' (APS451) and in APS450MI, transaction AddLine.

A new parameter, '136-Allow VAT on expense reports', has been added in 'Settings – Accounts Payable' (APS905). This parameter controls if another parameter called 'VAT on expense report' is displayed and can be selected on each invoice in 'Supplier Invoice Batch. Open' (APS450) and in APS450MI, transaction AddHead. This makes it possible to enter different VAT fields on the different invoice lines in (APS451) and in APS450MI, transaction AddLine. The parameter 'VAT on expense report' has been added on the F panel in (APS450) and in APS450MI, transaction AddHead.

Parameter 'Allow VAT on expense reports' in 'Settings – Accounts Payable' (APS905)

Select the check box to indicate whether the parameter 'VAT on expense report' can be used on the invoices in (APS450) and in APS450MI, transaction AddHead.

If you select this check box, the parameter 'VAT on expense report' can be used on the invoices on (APS450/F) and in APS450MI, transaction AddHead. This makes it possible to select whether VAT fields will appear in (APS451) and in APS450MI, transaction AddLine, on the invoice lines with line type 3-'VAT' and line type 8-'Accounting line'.

If you do not select this check box, the parameter 'VAT on expense report' is not displayed and cannot be used on the invoices in (APS450) and in APS450MI, transaction AddHead.

Parameter 'VAT on expense report' in (APS450) and in APS450MI, transaction AddHead

Select the check box to indicate whether 'VAT on expense report' should be used on the invoice lines in (APS451) and in APS450MI, transaction AddLine. This is only valid for line type 3-'VAT' and line type 8-'Accounting line'.

If you select this check box, VAT fields are displayed and can be used for line type 3-'VAT' and line type 8-'Accounting line' in (APS451) and in APS450MI, transaction AddLine. In this case only the line types 3-'VAT', 4-'Rounding', and 8-'Accounting line' can be used. The VAT fields that are displayed are 'Base country', 'From/To country', 'State' and 'VAT registration number'. These fields can be changed manually, with the exception of base country code. The field for VAT code is always displayed and can be edited.

Different values for 'VAT code', 'From/to country', 'State' and 'VAT registration number' can be used on different invoice lines in (APS451) and APS450MI, transaction AddLine. Both line type 3-'VAT' and line type 8-'Accounting line' are used. Consequently, different VAT fields can be mixed on the same invoice. For EU VAT and Reversed charge, only line type 8-'Accounting line' is used. If the supplier is not tax applicable and VAT code 0 is used, only line type 8-'Accounting line' is used.

VAT management in (APS451) – VAT on expense reports:

If you do not select this check box, VAT fields are not displayed and cannot be used for line type 3-'VAT' and line type 8-'Accounting line' in (APS451) and APS450MI, transaction AddLine. The field for VAT code is always displayed and can be edited. All line types can be used, but if at least one line of type 8 exists, only line type 3 and 4 can be used together with line type 8.

The parameter 'VAT on expense report' can only be changed on (APS450/F) when invoice line is null in (APS451).

The parameter 'VAT on expense report' is only displayed on the invoice on (APS450/F) if the parameter '136 - Allow VAT on expense reports' is selected in 'Settings – Accounts Payable' (APS905).

Limitations

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