Open Entry (tfacp2100s000)

Use this session to maintain the details of a purchase invoice.

You can make changes to some of the invoice details until the invoice is fully paid. Changes are possible for non-finalized and finalized invoices.

Note

You cannot modify the financial invoice data such as:

  • The document date
  • The amount
  • The exchange rate

To change these invoice details, you must create a credit note or an invoice correction. For details, refer to Purchase invoice corrections.

Purchase invoice authorization

You can also add a hold reason and an assigned approver to the invoice if a problem has arisen.

If an authorized user approves the invoice, LN removes the hold reason and clears the Hold Reason and the Assigned Approver fields. If the user is also authorized to approve the invoice for payment, approving the invoice automatically approves the invoice for payment.

If you add a hold reason and/or and assigned approver to an approved invoice, the invoice is automatically unapproved for payment.

 

Document
Document

Enter the transaction type to approve the open entries that concern purchase invoices that have not been approved during their registration.

Allowed values

Select a transaction type with the transaction category Purchase Corrections.

Document

The document number.

The combination of transaction type and document number is used to identify invoices.

Document

The line number, part of the invoice identification.

Document

The type of transaction to which the document refers.

Approved for Payment

An authorized user has approved the invoice for payment.

Invoice Type
Invoice Status

The stage the invoice has reached in its processing.

Business Partner

The invoice-from business partner from which you received the invoice.

Amount Details
Amount

The open invoice amount balance.

From the Tools menu, choose Rotate Currency to switch home currencies.

Amount

The total invoice amount is expressed in the invoice currency, defined in the Purchase Invoice Entry (tfacp2600m000) session.

in Home Currency

The open invoice amount balance, expressed in one of the home currencies.

From the Tools menu, choose Rotate Currency to switch home currencies.

in HC

The home currency to which the invoice amount is converted.

From the Tools menu, choose Rotate Currency to switch home currencies.

Balance

The open invoice amount ( balance), expressed in the invoice currency.

in Home Currency

The open invoice amount ( balance), expressed in the home currency.

Rate

The exchange rate used to convert amounts from one currency to another.

Rate Determiner

The method to decide which date is used to determine the exchange rates.

During the composing process, all amounts in foreign currencies are converted to the home currency, based on the determined exchange rate.

Related topics

Document Date

The date on which the invoice was created. LN uses this date, for example, to calculate the due dates and discounts.

Due Date

In LN, the date that a payment or receipt is required.

Default value

LN calculates the due date using the document date and the payment terms entered in the Purchase Invoice Entry (tfacp2600m000) session.

You can modify this date.

Example

An invoice exists with an invoice amount of $1.000.000.000,-. The amount is not paid on time. According to the late payment surcharge, you must pay interest over this invoice. However, you agree with the pay-to business partner that you can pay this invoice at a later date, without having to pay interest. You can shift the due date for the invoice in this session.

Related topics

Details
Order

The purchase order related to the invoice.

If the invoice is related to orders, you can change the order number. You cannot change the order number if the order is:

  • Partly matched
  • Fully matched
  • Approved
Packing Slip

The packing slip number.

Load

In LN, all goods and/or shipments carried by one means of transport on a specific date and time and using a specific route.

Shipment

The code of the shipment created by Warehousing during the advance shipment notice (ASN) process.

Freight Order Cluster

A freight order cluster is a group of freight order lines with matching properties, such as shipping offices, planning groups, overlapping time windows, transport means groups, and so on, that is subcontracted to a carrier. The carrier will plan and carry out the transportation of the goods listed on the freight order lines according to the subcontracting order.

Original Invoice

The transaction type of the invoice to which the credit note refers. You can link the credit note to the original invoice.

Related topics

Original Invoice

The number of the invoice to which the credit note refers. You can link the credit note to the original invoice.

You can enter a different invoice number in this field.

Related topics

Supplier Invoice

The number under which the buy-from business partner registered the selected invoice. LN prints this number as the payment reference when the invoice is paid.

Reference

A text defined for internal use as reference.

Bank Reference

If you use bank reference numbers, this is the bank reference number of the invoice.

Subcontracting

If this check box is selected, the invoice is related to a subcontracting account.

You can select or clear this check box.

The invoice can only be a subcontracting invoice if:

  • The buy-from business partner selected is a subcontractor
  • Subcontracting master data is present for this business partner in the Subcontractors (tfacp3510m000) session
  • The business partner is not a one-time business partner
Text

If this check box is selected, a text is present.

Payment Data
Payment Details
Payment Method

The method used to create a payment (purchase invoice) or a receipt (sales invoice).

The payment method defines details such as:

  • The maximum amount
  • The due date
  • Allowance of foreign currencies and other details which must be printed on the report

These are default values that you can change on the order or on the invoice.

Reason for Payment

The reason for payment.

You can select a reason for the payment if:

  • The Add Reason to Foreign Payments check box is selected for the payment method in the Payment/Receipt Method (tfcmg0140s000) session and the invoice amount exceeds the Minimum Amount for Reason specified in the same session.
  • It is a foreign payment, which means that the selected buy-from business partner has a different country code to your company in which the purchase invoice is stored.
Additional description code

The code for the description of the reason for payment in a foreign currency. The additional description is a requirement for Nordic bank files.

If you register a purchase invoice, you can enter a reason for payment. If additional descriptions are linked to the reason for payment, LN displays the default additional description code. You can change the additional description code.

Original Pay-to Business Partner

The pay-to business partner that is linked to the invoice-from business partner. For a factored invoice, the original pay-to business partner is replaced with the factor.

Related topics

Pay-to Business Partner

The business partner to which you pay invoices. This usually represents a supplier's accounts receivable department. The definition includes the default currency and exchange rate, the supplier's bank relation, the number of days within which you must pay the invoices, and if the business partner uses a factoring company.

Payments by Schedule

If this check box is selected, a payment schedule is linked to the invoice.

Factoring Commission in

If this check box is selected, the purchase invoice is factored.

Related topics

Factoring Number

The identifier with which the business partner is registered by a factor.

Related topics

Pay-to Bank

The business partner's bank.

To Bank

The business partner's bank account number.

IBAN

The business partner's international bank account number.

Buy-from Business Partner

The business partner from whom you order goods or services; this usually represents a supplier's sales department. The definition includes the default price and discount agreements, purchase-order defaults, delivery terms, and the related ship-from and invoice-from business partner.

Miscellaneous
Blocking Details
Hold Reason

A code attached to a purchase invoice to block the payment of that invoice.

For credit notes, this field is not available.

Assigned Approver

The person or department that is responsible for removing a hold reason from a registered invoice and release the invoice for further processing.

For credit notes, this field is not available.

Approve Before

The invoice must be approved before this date.

For credit notes, this field is not available.

Others
Cash Flow Reason

The cash flow reason of the transaction.

Related topics

Payment Agreement

A way to define how invoice amounts must be paid. This includes the payment methods that apply to various parts of the invoice amount, and the payment currency.

For example, you can define a payment agreement to pay the first part of the invoice amount through the bank according to payment method PM1, 40 percent of the remaining amount, according to payment method PM2, and the other 60 percent according to payment method PM3, which can be a trade note payable.

Withholding Tax Invoice

If this check box is selected, withholding income tax or withholding social contributions is registered for the invoice.

Batch Information
Fiscal Year

A separate period, or year for financial purposes.

Three financial period types exist:

  • Fiscal, in which all transactions are recorded (for example, 12 months).
  • Reporting, for management requirements (for example, 52 weeks).
  • Tax, for tax regulations (for example, 4 quarters).
Batch

A group of financial transactions processed together. If you finalize a batch, all the transactions are processed, or if an error occurs, no transactions are processed.

Ledger Account/ Dimensions
Purchase Type

A purchase order property that enables you to identify the kind of purchase made and in this way, the kind of payable. This property is used to post the purchase to the correct Accounts Payable account when the invoice is created. To post a purchase invoice, LN retrieves the control account from the purchase type linked to the purchase order line.

Control Account

A ledger account used to reflect the balance of a number of related subsidiary accounts.

In LN, 'control account' usually refers to the creditors' account or the debitors' account defined for the financial business partner groups in Accounts Payable and Accounts Receivable.

In addition to the creditors' account and the debitors' account, you can define a number of specific control accounts for a business partner group, such as control accounts for doubtful invoices, advance and anticipated payments or receipts, and realized and unrealized currency profit or loss.

Dimensions 1-12

 

Payment-related Documents by Open Entry
Procurement Card Statements
Recurring Purchase Invoices
Subcontracting Invoice
GL Transactions
Authorize Purchase Invoices
Payment Schedule
Payment Terms

Starts the Payment Terms(tfacp1111s000) session.

One-Time Business Partner Addresses
Withholding Tax

If withholding income tax or withholding social contributions is registered for the invoice, use this command to display the amounts.