Purchase Invoice Entry (tfacp2600m000)

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

If the invoice must be matched with purchase orders (and any landed cost lines charged by supplier), in the Invoice Type field, select Invoice Related to Purchase Orders. To match the invoice exclusively with landed cost lines, in the Invoice Type field, select Invoice Related to Landed Costs. If the invoice covers purchased transport rather than purchased goods, select Invoice Related to Freight Orders.

You can maintain additional costs on the corresponding tab.

Use the commands on the appropriate menu to perform various types of matching in the corresponding sessions. Depending on the type of matching and the type of invoice, you can match the invoice with specific lines and enter the amount or quantity to be matched.

If the invoice is related to purchase order lines, you can:

Manually match the invoice by clicking the Matching option.
Approve the invoice when the Amount Unassigned is zero. On the appropriate menu, point to Approve and from the submenu, select Approve.
Reverse the approval of the invoice if this is still allowed. On the appropriate menu, point to Approve and from the submenu, select Unapprove.

Note:

If a freight order is already completely handled in Freight, you cannot approve the invoice.
Purchase orders which were created through a subcontracting PCS order, a subcontracting service order or a subcontracting maintenance order, cannot always be unapproved.
If you enter an invoice and another invoice with the same supplier and supplier invoice number already exists, a message is displayed. To run the Duplicate Invoices (tfacp2504m000) session, click the button in this message.
In case a debit note has been specified, the Print Debit Notes option is enabled, which can be used to print a draft version of this debit note. The original version is printed using the Debit Notes (tfacp2507m100) session, which can be invoked using the Accounts Payable 360 (tfacp2560m000) session or the Purchase Invoice Inquiry (tfacp2600m100) session.

Automatic matching

If the Automatic Matching check box in the ACP Parameters (tfacp0100m000) session is selected, LN will automatically match the invoice.
If you enter the number of an order or a packing slip, LN will try to match the invoice with the order or the orders associated with the packing slip.
If you enter a value in both fields, LN will only use the packing slip in the automatic matching process if it was received in the warehouse.

Field Information

General Data

Invoice

The purchase invoice transaction type.

You select this transaction type in the Transactions (tfgld1101m000) session. LN uses it to identify the invoice, together with the document number in the next field.

Document

The purchase invoice document number. It is used in LN to identify the invoice, together with the transaction type in the previous field.

Allowed values

If more series numbers are defined for this invoice transaction type in the Transaction Type Series (tfgld0114m000) session, you can select another series number.

Default value

LN enters a series number defined in the Transaction Type Series (tfgld0114m000) session.

When this field is filled, LN sets the Invoice Status field to Registered.

Invoice Type

This field indicates whether the invoice is related to purchase orders, freight orders, landed costs, or other costs.

Depending on the invoice type you choose, one of two purchase invoice processing procedures is started from this session:

Cost Invoice
Entry of transaction lines on the Accounting Distribution tab.
Invoice Related to Purchase Orders, Invoice Related to Landed Costs or Invoice Related to Freight Orders
Matching, entry of additional costs, and approval in the current session.

Example

If you manufacture cars and you need to buy tyres, a purchase order for tyres is generated. If the invoice for these tyres is registered, the invoice type must be Invoice Related to Purchase Orders. LN matches the invoice with the purchase order.

If you manufacture cars, and you need to buy coffee for your coffee machines, LN does not generate a purchase order. This is because this cost is not related to your business, which is making and selling cars. The invoice that is registered for the coffee must have invoice type Cost Invoice. This invoice will not go through the invoice matching procedure.

Invoice Status

The stage the invoice has reached in its processing.

Approved for Payment

If this check box is selected, the invoice was approved for payment.

If this check box is cleared, and payment approval is required for the invoice, the invoice cannot be selected in the Select Invoices for Payment (tfcmg1220m000) session.

Budget Status

Indicates whether the budget allows this invoice to be processed.

The invoice can only be processed if the budget status is OK or Not Applicable.
If the budget status is Not Finally Checked Yet, from the appropriate menu, select Check Budget.

This field can have the following values

OK
Not Applicable
Not Finally Checked Yet
Budget Exception

Invoice Data

General

Business Partner

The invoice-from business partner.

Default value

If the invoice type is Invoice Related to Purchase Orders, Invoice Related to Landed Costs or Invoice Related to Freight Orders and an order number is entered in the Order field, LN enters the business partner related to the order.

Supplier Invoice

The invoice identification number used by the invoice-from business partner.

This number is printed as the payment reference when the invoice is paid.

Note: You must enter this number if, in the ACP Parameters (tfacp0100m000) session, on the General tab, Invoice Number Mandatory is selected.

Reference

You can enter a text to be used for internal reference.

Invoice Date

The invoice's date of creation. This date is used, for example, to calculate due dates and discounts.

Default value

By default, LN enters the current date.

Due Date

The date on which invoice amount must have been paid.

Default value

If payment terms are linked to the invoice, the due date is calculated accordingly. Otherwise, LN enters the current date.

Reference Line

If a payment slip is attached to the invoice, this field must contain the payment slip reference line.

Order

purchase-order lines

You can zoom to a list of purchase order lines for which the receipts have been registered.

If the invoice type is Invoice Related to Purchase Orders or Invoice Related to Landed Costs, you can select a purchase order.

If the Automatic Matching check box in the ACP Parameters (tfacp0100m000) session is selected, LN attempts to automatically match the order you enter in this field with the invoice.

Packing Slip

packing slip

If the Automatic Matching check box in the ACP Parameters (tfacp0100m000) session is selected, LN attempts to automatically match the orders linked to the packing slip with the invoice.

Load

If the invoice is related to freight orders, this is the load.

Shipment

If the invoice is related to freight orders, this is the shipment.

Freight Order Cluster

If the invoice is related to freight orders, this is the freight order cluster.

Amounts

Amount

The invoice amount.

Default value

LN enters the order amount defined in the order details of the order you selected, if:

In the ACP Parameters (tfacp0100m000) session, the Order Amount default as Invoice Amount check box is selected
In the current session, the value of the Invoice Type field is other than Cost Invoice.

Currency

The invoice currency.

Note: For a Cost Invoice, LN enters the currency defined for the invoice-from business partner.

Amount in HC

The invoice amount expressed in the home currency.

Amount in Home Currency

The home currency in which the amount is expressed.

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

Currency Rate

currency exchange rate

Defined Rate

The defined rate. It is calculated as follows:

defined rate = currency rate * rate factor

Rate Determiner

rate determiner

Exchange Rate Type

exchange-rate type

Business Partner Tax Data

Tax Country: The business partner's tax country determined based on the current tax registration setup.
Tax State/Province: The state and/or province within the country associated with the business partner.
BP Identification Number: The unique tax identification number of the business partner assigned by the tax authority based on which the enterprise is identified in the country of issue.
Legal Name: The code of the legal name linked to the enterprise associated with the business partner.

Tax Details

Level of Tax Calculation

The level on which the tax on the invoice must be calculated.

Default value

The default tax calculation level is set in the ACP Parameters (tfacp0100m000) session.

Tax Country

tax country

Default value

By default, LN enters the tax country defined in the order details of the order you selected.

Tax Code

The tax code for calculating tax over the invoice.

Default value

By default, LN enters the tax code of the selected order.

Tax Amount in Payment Currency

If you have selected Invoice Header in the Level of Tax Calculation field, LN enters the amount of tax to be paid over the invoice amount. LN calculates the tax amount using the tax code entered.

If the tax code is a singular tax code, you can change the tax amount.

If the tax code is a multiple tax code, you can change the tax amounts in the Tax Details (tfgld1109m000) session. From the appropriate menu, select Tax Details to start the session.

Tax Amount in HC

The tax amount calculated in one of your home currencies.

Tax Period

The year and the tax period in which the tax over the invoice amount is settled.

Group Tax Code

group tax code

Aggregate Tax

Indicates that the tax code is an aggregate tax code

Tax State/Province

The state and/or province within the tax country for which the registration codes are maintained.

Registration Code

The user defined code that identifies the registration.

Identification Number

The own tax identification number the application determined based on the current tax registration setup.

Legal Name

The name linked to the registration ID which can be used on the legal reports.

Details

Purchase Type

The purchase type of the purchases made.

To retrieve the most specific default purchase type, for invoices that are related to purchase/freight orders, LN checks for a purchase type in the following order:

The purchase type of the unmatched order line.
The purchase type in the Purchase Type Exceptions (tcmcs2103m000) session for the invoice-from business partner and the purchase order origin, with the various details fields left blank.
The default purchase type of the business partner group of the invoice-from business partner.

To retrieve the most specific default purchase type, LN checks for the default purchase type of the business partner group of the invoice-from business partner.

Original Invoice

If this invoice is a credit note, you can enter the transaction type of the original invoice to which you link the credit note.

Original Invoice

If this invoice is a credit note, you can enter the document number of the original invoice to which you link the credit note.

Original Schedule Line Number

If this invoice is a credit note, you can enter the payment schedule line of the original invoice to which you link the credit note.

Supplier Tax Number

The tax number of the invoice-from business partner.

Hold Reason

You can enter a hold reason to block this invoice for processing.

if you set up default hold reasons, LN automatically links a default hold reason to registered invoices for which no payment approval is required.

If payment approval is required for the invoice and the user who registers the invoice is authorized to approve the payment, LN does not link a default hold reason to the invoice. The Hold Reason field remains empty. However, if the user does not have sufficient authorization, LN a default hold reason to the invoice.

Business Partner Bank

The invoice-from business partner's bank.

Miscellaneous

Amount Unassigned

The invoice amount that is still unassigned to purchase orders or cost items. If this amount is zero, the invoice is fully matched.

Amount unassigned = (net amount + costs to be specified) - (matched amount + matched landed costs + entered transactions + costs to be specified transactions)

Note: For cost invoices, this is the invoice amount that is still unassigned to transactions.

Remaining Amount including Tax

The remaining gross amount.

Internal Text

If this check box is selected, a text exists for the invoice.

Payment

Payment Data

Payment Terms

payment terms

Payment Method

payment method

If the Payment Method Mandatory check box is selected in the Finance Company Parameters (tfgld0503m000) session, you must link a payment method to the invoice or to the payment schedule lines.

Reason for Payment

The reason for a foreign payment.

You can enter a code in this field if:

The Add Reason to Foreign Payments check box in the Payment/Receipt Method (tfcmg0140s000) session is selected.
The business partner's country code is different from the country code that belongs to the company in which the invoice is created.

Note: If for the specified pay-to business partner data was entered in the Pay-to Business Partner 1099 Details (tccom4126s000) session, this field is mandatory.

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.

Late Payment Surcharge

late-payment surcharge

Payment Agreement

If you have a payment agreement with the invoice-from business partner, this field contains the payment agreement.

Cash Flow Reason

If the purchase invoice must be included in the cash flow statement, this field contains the cash flow reason.

Payment Data

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.

Pay-to Business Partner

pay-to business partner

Address Line 1

The first part of the address, as defaulted from the Address Line 1 field in the Addresses (tccom4130s000) session.

Address

address

Buy-from Business Partner

buy-from business partner

Factoring Number

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

Payment Schedule

If this check box is selected, a payment schedule exists for this invoice.

Subcontracting

If this check box is selected, the invoice belongs to the subcontracting order.

The invoice belongs to a subcontracting invoice if the following applies:

The buy-from business partner selected is a subcontractor.
Subcontracting master data is present for the business partner in the Subcontractors (tfacp3510m000) session.

Bank

Business Partner Bank

The invoice-from business partner's bank.

If a payment schedule is linked to the invoice, this field is empty. The bank is determined separately for each payment schedule line.

Bank Account

The business partner's bank account number.

IBAN

international bank account number

Bank Reference

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

Reference Line

If a payment slip is attached to the invoice, this field must contain the payment slip reference line.

Authorization Data

Assigned Approver

The assigned approver who can remove the hold reason or approve the invoice for payment.

Hold Reason

You can enter a hold reason to block this invoice for processing.

if you set up default hold reasons, LN automatically links a default hold reason to registered invoices for which no payment approval is required.

Approve Before

The date before which the invoice must be approved for payment.

Account/Dimensions

Control Account

The control account to which the transaction will be posted.

LN derives the control account from the financial business partner group.

Dimensions

The dimensions to which the transaction will be posted.

For invoices related to purchase orders, LN retrieves the dimensions from the integration mapping scheme if the following conditions are fulfilled:

The purchase order details are entered on the invoice.
The integration document type for dimension accounting for self-billing invoices was initialised in the ACP Parameters (tfacp0100m000) session.

If these conditions are not met, and for dimension types for which no integration mapping is defined, LN retrieves the dimensions in the same way as for cost invoices and freight invoices.

For cost invoices and freight invoices, for each dimension type, retrieves the dimensions in the following order:

From the Invoice-from Business Partner (tccom4122s000) session
From the financial business partner group control accounts specified in the Accounts by Financial BP Group (tfacp0110m100) session

Tax amounts are also posted to these dimensions. If mandatory dimensions are linked to the tax accounts and no dimensions are defined for the control accounts, LN posts the tax amounts to the dimensions that you specify in the Posting Data for Tax Codes (tfgld0171s000) or the Posting Data for Multiple Tax Codes (tfgld0170s000) session.

Summary

Amounts

Net Amount

The total invoice amount after deducting taxes, corrections and credit notes amounts.

Costs to be specified

The total amount that must be specified because of matches that were done to an order line for cost items for which costs must be specified.

Matched Amount

The part of the invoice amount that was already matched with order lines. This amount is increased each time new orders are assigned to the invoice.

Costs to be specified Transactions

The total amount that is specified for cost items for which costs must be specified.

Matched Landed Costs

The part of the invoice amount that was matched with landed costs.

Entered Transactions

The total amount of the additional costs transactions entered for this invoice on the Additonal Costs tab or in the Additional Costs (tfacp1101m100) session.

Note: For cost invoices, this is the total amount of the transactions entered for this invoice in the Accounting Distribution (tfacp1120m000) session.

Amount Unassigned

The invoice amount that is still unassigned to purchase orders or cost items. If this amount is zero, the invoice is fully matched.

Amount unassigned = (net amount + costs to be specified) - (matched amount + matched landed costs + entered transactions + costs to be specified transactions)

Note: For cost invoices, this is the invoice amount that is still unassigned to transactions.

Price Difference

price difference

The price difference amount can also include a currency difference if the order currency exchange rate is different from the invoice currency exchange rate.

Price difference = invoiced quantity * (order price per unit - invoice price per unit)

Matching/Approval

Matching Procedure

One of the following:

Match to Purchase Order
Match to Purchase Receipt
Match to Purchase Consumption
Not Applicable

Approval Document

The transaction type that is used for approving the purchase invoice. After you have successfully approved the invoice, LN enters the transaction type for approval in this field.

LN creates the financial transactions under this transaction type. It is not relevant for cost invoices.

Document Approval

The document number that is used for approving the purchase invoice. After you have successfully approved the invoice, LN enters a document number in this field.

LN creates the financial transactions under this document number. It is not relevant for cost invoices.

Withholding Tax

Withholding Tax: If this check box is selected, the invoice includes the withholding income tax amount.
Net Amount Payable to Business Partner: The net payable invoice amount.
: The net payable invoice amount in the home currency.
Withholding Income Tax: The withholding income tax amount.
: The withholding income tax amount in the home currency.
Withholding Social Contribution: The withholding social contributions amount.
: The withholding social contributions amount in the home currency.
Social Contribution (Company Expense): The social contribution (expense) amount.
: The social contribution (expense) amount in the home currency.

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