Maintaining invoice interfaces

Select Run Processes > Payables Invoice Interface > Invoice Interface Maintenance.

Open a record to maintain or click Create to create a new record.

Specify this information:

Run Group: Specify the run group of the imported records.
Company: Specify the company number.
Process Level: Process level is a required field. If your company has only one process level, set it as a default when setting up process levels. With the default set, you can leave this field blank.
Reference: Specify a user reference. User references are maintained with the invoice.
Post Date: Specify the payment posting date.
Authority Code: Specify an authority code of the person responsible to approve the invoice or a portion of the Payables process.

On the Main tab, specify this information:

Vendor: Specify the vendor.
Pay Vendor: Specify the pay vendor.
Interfaced Vendor: Specify the external pay vendor.
Interfaced Pay Vendor: Specify the external pay vendor number. A look-up is performed on previously interfaced vendors to determine the Infor pay vendor numbers.
Remit To Location: Specify the vendor location where payments are remitted.
Ship To Location: Specify the location where products are shipped to for the interfaced invoice.
EDI Number: Specify the vendor's Electronic Data Interchange (EDI) number.
Invoice: Specify an invoice.
Suffix: Specify a suffix.
Invoice Status: Select the invoice status.
Description: Provide a description.
Global Ledger Status: Select the status to be used for the invoice distributions.
Invoice Date: Specify an invoice date. Details about how the invoice date and due date are used to select invoices for payment are elsewhere in this user guide.
Due Date: Specify a due date.
Invoice Amount: Specify the amount of the invoice. Verify that the invoice amount that you specify is equal to the total amount of the expense distribution lines.
Entered Taxable Amount: Specify the total taxable amount of the invoice.
Tax Code: Specify a valid tax code to apply to the invoice. The tax amount and distribution lines are automatically created. If you assigned a tax code to the vendor, then you can leave this field blank and the vendor tax code is used.
Entered Tax Amount: Specify the total tax amount of the invoice. Leave this field blank if you specify a tax code. The tax code is used to automatically calculate the tax amount that is based on the rate that is defined for the tax code. A tax distribution record is created for the tax amount.
Link Tax On Distributions: Select this check box if you are linking tax to individual distribution records.
Payment Terms: Specify the payment terms based on the default value or on user override.
Distribution Code: Specify the distribution code.
Distribution Code Account: Select the distribution code account.
Retail Amount: Specify the retail cost of the item.

On the Options tab, specify this information:

Invoice Type

Select the invoice type.

Invoice Reference

Select the invoice reference.

Processor

Specify the processor that is assigned to the invoice.

Approval Cost Center

Specify the approval cost center.

Approval Category

Specify the approval category.

Invoice Accrual Code

Specify the account to use for the invoice accrual.

Purchase From

Specify the vendor group from which to purchase.

Income Code

Specify an income code for the invoice. An income code defines an invoice as being reportable income for the vendor.

Reportable Income Amount

Specify a reportable amount of the invoice. If this field is blank, then the reportable amount is the invoice amount minus the discount.

Certification Number

Specify the Certification Number of the invoice.

Hold Code

To prevent the invoice from being scheduled for payment, specify an invoice hold code.

Reason Code

Specify a reason code.

Cash Code

Specify a valid cash code for the invoice payment. This code represents a bank account. If this field is blank, then one of the cash code that is assigned to one of these records is used:

remit to location
vendor
vendor class
process level company
pay group

Discount Lost

Select this check box to disable the discount even if the discount information is provided.

Diversity Code

Specify a code to identify a category of diverse procurement.

Print Credit Memo

Select this check box if the Charge Back Credit Memo has been printed.

Recurrence Count

Specify the number of occurrences of a recurring invoice.

Recurrence Schedule

Select the frequency of the recurring invoice.

Foreign Economic Regulatory Code

Specify the foreign economic regulatory code. The code is a requirement in some countries and is used to further track and report on transactions.

Vendor Withholding Code

Specify the code for vendor withholding. This code is tracked and reported at the end of the year or as designated by the country.

External Purchase Order

Specify the external purchase order.

Certification Date

Specify the certification date.

On the Payment tab, specify this information:

Payment Code

Specify a valid payment code for the invoice payment. This code represents a type of cash or bill of exchange payment. If this field is blank, then the payment code that is assigned to the remit to location, vendor, vendor class, or pay group is used.

Payment Number

To create a vendor-issued bill of exchange, specify the bill of exchange payment number.

To create a manual payment for the invoice, specify the payment number. The payment code must be a valid cash or bill of exchange payment transaction code defined for manual payment in Cash Management. If the payment code requires manual payment reservation, then the payment number must be reserved using the Reserve Manual Check Numbers action.

If you define manual payment information, the manual payment can only be used to pay this individual invoice. The invoice must be a base currency invoice. After you release the invoice, you cannot manually change payment information.

Payment Date

If you specify a payment number for a cash payment, specify the payment date. If you specify a payment number for a bill of exchange payment, specify the bill of exchange payment due date.

Invoice Group

You can assign a user-defined invoice group to the invoice that can be used to select invoices for payment. See the Financials Setup and Administration Guide. If this field is blank, then the invoice group that is assigned to the remit to location or vendor is used.

Separate Payment

Select whether to create an individual payment form for this invoice.

Pay Immediately

Select whether to schedule the invoice for immediate payment regardless of the due date.

Enclosure

Select whether the payment for this invoice requires an enclosure.

Bank Instructions

Optionally, specify bank instructions.

On the Discount tab, specify this information:

Invoice Receipt Date: Specify the date the invoice was received. This is used for calculating the discount date if Use Receipt of Invoice Date is selected for Terms Calculation on Vendor or Company.
Discount Amount: Specify the discount amount.
Discount Rate: Specify the discount rate.
Allowable: Specify the allowable amount used for calculating the discount.
Discount Date: Specify the effective date of the discount.
Discount Code: Specify the unique discount code.
Flex Terms: Select this check box to use flexible terms for discounts.
Anticipation: Select this check box to use a calculation to determine if it is better to pay an invoice early with a discount or wait until the due date.

On the Currency tab, specify this information:

Currency: Specify the currency for the invoice.
Functional Rate: Specify the rate of exchange between the base currency and the transaction currency.
Revalue Currency: Select whether the invoice is subject to currency revaluation.
Functional Amount: Specify the invoice amount in the functional currency.

On the One Time tab, specify this information:

One Time Vendor: Select this check box if the company is a one time vendor.
Carrier: Select this check box if the vendor is also a carrier. A carrier is an entity that transports goods.
Vendor Name: Specify the vendor name.
Search Name: Specify the search name of the vendor.
Country: Specify the country of the vendor.
Type: Select the address type.
Latitude, Longitude, Altitude: Specify the geographical coordinates of the vendor.
Legal Name: Specify the legal name of the vendor.
Tax Identification Number: Specify the tax identification number.
Income Code: Specify the income code.
VAT Registration Country, Number: Specify the country and VAT registration number of the vendor.

On the Global tab, specify this information:

Document Type Code: Specify the global Document Type for the invoice.
Nature of Transaction Codes: Specify the nature of transaction code used by the tax system for Intrastat calculations.
Statistical Procedure: Specify the statistical procedure code used by the tax system for Intrastat calculations.
Ship Terms: Specify the terms of shipment as indicated in Intrastat calculations.
Ship Via: Specify the shipping method.
Port: Specify the port of shipment or receipt.
Dropship: Select this check box to send from a secondary vendor or location.
Reference Type: Select the Nordic Reference Type for the invoice.
Customer ID: Specify the customer description or number.
Payment Category: Specify the category to track payments. Use this field to group payments by some characteristic.

Click Save.

The Distributions, Pay Schedule, and Comments tabs are now available.