Expense invoices
This section contains information about the data substitution records that used to enable the processing expense invoices using EDI. Expense invoices do not have a purchase order to match against. They may also be referred to as basic invoices. Purchase order number is sent in the BIG segment in the fourth element (BIG04). BIG04 is used to identify non-PO invoices. If the element is empty or contains non-numeric characters or contains more than 12 digits, the 810 is identified as a non-PO invoice.
There are data substitution records to set default values for accounting structure fields. These data substitution records use the native field names. The FSM system enables you to name the fields in a way that is meaningful to you. For example, you may have named Accounting Unit as Cost Center or Finance Dimension 1 as FUND. For the data substitution records you must use ACCOUNTING_UNIT and FINANCE_DIMENSION_1.
ALL_INVOICES_ARE_EXPENSE
- Configuration
- Optional
- Default Behavior: All 810s are processed as match invoices by default.
- Related: CREATE_EXPENSE_INVOICES
| Field | View | Example | Comment |
|---|---|---|---|
| List Name | ALL_INVOICES_ARE_EXPENSE | ||
| Your Value | Y | ||
| Partner Value | <tpid> or * |
Use when all 810 invoices that are received from a trading partner are non-PO match invoices. If you are receiving both PO and non-PO invoices from a trading partner, see CREATE_EXPENSE_INVOICES. With CREATE_EXPENSE_INVOICES, the PO number value is used to determine if the 810 is an expense invoice.
CREATE_EXPENSE_INVOICES
- Configuration
- Optional
- Default Behavior: All 810s are processed as match invoices by default.
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_DISTRIBUTION
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | CREATE_EXPENSE_INVOICES | ||
| Your Value | Y | ||
| Partner Value | <tpid> or * |
Use when receiving PO match and non-PO 810s to enable the processing of 810s as expense invoices. If CREATE_EXPENSE_INVOICES is enabled, BIG04 is evaluated to determine if it is an expense invoice. An 810 is processed as expense invoice if BIG04 is empty, has non-numeric characters, or is larger than FSM max size for purchase order number.
CREATE_DISTRIBUTION
- Configuration
- Optional
- Default Behavior: Distributions are created for invoice lines for expense invoices.
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | CREATE_DISTRIBUTION | ||
| Your Value | N | ||
| Partner Value | <tpid> or * |
Use to disable the creation of distribution records for basic expense invoices. If you want the distributions to be manually entered as part of the approval process.
Set default values for accounting structure fields
The following data substitution records are used to set default values for accounting structure fields. These are not required. You may use some or none and require values to be entered during match process.
These data substitution records use the native field names. The FSM system enables you to name the fields in a way that is meaningful to you. For example, you may have named Accounting Unit as Cost Center or Finance Dimension 1 as FUND. For the data substitution records you must use values specified for List Name. For example, ACCOUNTING_UNIT and FINANCE_DIMENSION_1.
ACCOUNT_LEDGER
- Cross-reference
- Optional
- Default Behavior: Account Ledger is not mapped.
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | ACCOUNT_LEDGER | ||
| Your Value | <default ledger> | ||
| Partner Value | <N1ST04> or * | Specify the ship to account number or * for all accounts |
Use to set the default account ledger to use for expense invoices.
Use the N1ST04 value to set for specific ship to account or asterisk to set default for all expense invoices.
ACCOUNTING_ENTITY
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | ACCOUNTING_ENTITY | ||
| Your Value | <default accounting entity> | ||
| Partner Value | <N1ST04> or * | Specify the ship to account number or * for all accounts |
Use to set the default ACCOUNTING ENTITY field to use for all distribution records on expense invoices.
ACCOUNTING_UNIT
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | ACCOUNTING_UNIT | ||
| Your Value | <default accounting unit> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the ACCOUNTING UNIT field to use for all distribution records on expense invoices.
ACCOUNT
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | ACCOUNT | ||
| Your Value | <default account> | ||
| Partner Value | <N1ST04> or * |
Set the value to map to the ACCOUNT field to use for all distribution records that are on expense invoices.
PROJECT
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | PROJECT | ||
| Your Value | <default project> | ||
| Partner Value | <N1ST04> or * |
Set the value to map to the PROJECT field to use for all distribution records that are on expense invoices.
FINANCE_DIMENSION_1
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_1 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 1 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_2
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_2 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 2 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_3
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_3 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 3 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_4
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_4 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 4 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_5
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_5 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 5 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_6
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_6 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 6 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_7
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_7 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 7 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_8
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_8 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 8 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_9
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_9 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 9 field to use for all distribution records on expense invoices.
FINANCE_DIMENSION_10
- Cross-reference
- Optional
- Default Behavior:
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | FINANCE_DIMENSION_10 | ||
| Your Value | <default value for finance dimension> | ||
| Partner Value | <N1ST04> or * |
Set the value to be mapped to the FINANCE DIMENSION 10 field to use for all distribution records on expense invoices.
DEFAULT_TAX_CODE
- Cross-reference
- Optional
- Default Behavior: Tax Code is not mapped if no record found.
- Related: ALL_INVOICES_ARE_EXPENSE, CREATE_EXPENSE_INVOICES
| Field | Value | Example | Comment |
|---|---|---|---|
| List Name | DEFAULT_TAX_CODE | ||
| Your Value | <default tax code> | ||
| Partner Value |
Use to set a default tax code to use for expense invoices with tax.