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.

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.

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.

Field Information

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.

Line

The line number, part of the invoice identification.

Document

The type of transaction to which the document refers.

Purchase Invoice: purchase invoice
Unallocated Payment: unallocated payment
Advance Anticipated
Unallocated Anticipated
Standing Order: standing order
Assignment
Trade Notes: trade note
Cash Journal
Normal Payment
Sales Invoice: sales invoice
Credit Note: credit note
Correction
Currency Difference: currency differences
Payment Difference: payment difference
Anticipated Payment: anticipated payments
Advance Payment: advance payment

Approved for Payment

An authorized user has approved the invoice for payment.

Invoice Type

Cost Invoice: The purchase invoice has no link with purchase orders and is posted to the general ledger without being matched to order/receipts. You can enter transaction lines for the invoice in the Transaction Type session.
Invoice Related to Purchase Orders: The purchase invoice is related to one or more purchase orders that are present in LN. The invoice must go through the purchase invoice matching procedure.
Invoice Related to Landed Costs: The purchase invoice is related to one or more landed cost lines that are present in LN. The invoice must go through the purchase invoice matching procedure.
Invoice Related to Freight Orders: The purchase invoice is related to one or more loads or shipments present in Freight . The invoice must go through the purchase invoice matching procedure.
Invoice Related to Services Procurement: The purchase invoice is related to one or more services procurement orders in Procurement.The invoice must go through the purchase invoice matching procedure.

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.

Currency

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

rate determiner

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

due date

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.

Own Tax Data

Tax Country: The code of the country in which the registration is used and the organization pays the tax amount.
Tax Code: The tax code that is used to calculate the tax amount. This code is based on the country in which the registration is issued.
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.

Note:
This field is displayed only if the Extended Registration Management is set to Active in the Concept Activation (tcemm4600m100) session.

This value is defaulted from the registration code of the related order or packing slip if the Allowed for Other Registrations check box is selected in the Transaction Type Series (tfgld0114m000) session.
Identification Number: The own tax identification number of the tax country associated with the invoice document.

Note: This field is displayed only if the Extended Registration Management is set to Active in the Concept Activation (tcemm4600m100) session.
Legal Name: The name linked to the own registration ID which can be used on the legal reports.

Business Partner Tax Data

Tax Country: The tax country of the business partner associated with the purchase invoice.
Tax State/Province: The tax state or province linked to the tax country of your business partner associated with the purchase invoice.
BP Identification Number: The tax identification number of the business partner associated with the invoice document.

Note:
This field is displayed only if the Extended Registration Management is set to Active in the Concept Activation (tcemm4600m100) session.

This value is updated with the BP identification number of the related order or packing slip.
Legal Name: The name linked to the registration ID of the business partner that can be used on the legal reports.

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

load

Shipment

shipment ID

Freight Order Cluster

freight order cluster

Original Invoice

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

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.

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

payment method

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.

Pay-to Business Partner