Interfacing invoices and credit memos

Besides updating invoices and credit memos, you can also interface non-Lawson invoices into the Billing application. Billing Interface (BL520) creates invoices in the Billing application with an source of Interface. Each run of BL520:

  • Produces a single batch (if you select the edit and update mode and at least one invoice is eligible)

  • Creates an error listing of invoices you need to correct before they can be interfacedCreates an audit listing of invoices to be brought in when running in edit and update mode

The invoice batch is created as released or unreleased, based on your selection in the Release Option field. Before interfacing invoices, you must perform setup in the Billing application. You need to make an important decision during setup, about whether to post cost for interfaced invoices.

An online form is available for maintaining invoice header information, for invoices that were interfaced usingBilling Interface (BL520). Billing Interface Header Data (BL98.1) lets you change information after the invoices are interfaced. For information on the BL520 required fields and database input and output files, see the Billing File Layouts in KB2218730 in Infor Customer Portal.

Follow these steps to process interfaced invoices:

  1. Load the input database files from the outside system.

    The Application Program Interface (API) provided by Lawson reads and updates the company record (or process level, if you invoice at the process level). The API retrieves the next valid invoice prefix and number. For information on the Billing API, see the Billing File Layouts in KB2218730.

  2. Load the invoice number with the non-Lawson invoices into the input database files.
    Note: Lawson does not provide the program to load these input database files.
  3. (Optional) Run Billing Interface (BL520) to create interfaced invoices in the Billing application.
  4. In the Update Option field, select Edit Only to report errors before updating the database files. Correct errors found in the error listing.
  5. Run BL520 again. In the Update Option field, select Edit and Update.

    The Release Option field lets you bring invoice batches into the Billing application as released or unreleased. You can change or delete unreleased invoices.

    Note: Any invoices added to the Billing application database are deleted from the input database files. Errors are not removed from the interfaced file.
  6. (Optional) Release invoices if they were brought in as unreleased.

    Alternatively, you can perform one of these steps:

    • Use Invoice Entry (BL20.1) and select the Release form action.

    • Use Batch Control (BL29.1) to release an invoice batch.

    • Run Invoice Batch Release (BL120) to release an invoice batch.

    Note: After you release invoices, you can print or delete them, but not change them.
  7. (Optional) Run Invoice Print Edit Report (BL121) to view the invoices before printing them.
  8. Run Invoice and Register Print (BL122) to print the invoices.
  9. Run Subsystem Update (BL123) to update the invoices to an interface file in the Accounts Receivable and General Ledger applications.