Manage E-Invoice

The electronic invoice is based on the standard invoice BOD that is created by M3 BE. Infor Localization Services Platform (LSP) creates the e-invoice in the expected format. This document only describes the M3 BE functionality. Whether an actual invoice BOD and e-invoice are created depends on settings outside of M3 BE.

Limitations

You cannot use summary invoice code 2, 3, 5, or 6 when using 'E-invoice Additional Information. Open' (CMS525).
You cannot add e-invoice additional information ((CMS525) data) for leasing order invoices (accounting event SO20).
There are no APIs for 'Settings - E-invoice' (CMS520).
You cannot update additional information at internal invoicing and no record is created in (CMS525) when the internal invoice is created. However, you can add additional information for the invoice recipient on panel F in (CMS520) or after invoicing in (CMS525). If the information is specified in (CMS525), the invoice must be created in 'Invoice Header. Open' (CMS500) to update the table for 'User Area' (CINBUA).

Settings for e-invoices

The settings for each e-invoice recipient can be defined in (CMS520). A prerequisite is that an object control table is defined for (CMS520) in 'Available Object Ctrl Parameters. Open' (CMS016) and 'Generic Object Control Table. Open' (CMS017).

Information such as EndPointID and e-invoice format can be defined on the E panel in (CMS520).

On the F panel, it is possible to define additional information to be published in the UserArea of the invoice BOD. This information in the BOD can then be used for the e-invoice. Select the check box 'Update values' to allow an update of the value in (CMS525) for the specific transaction.

Invoice printout suppression

Select ‘Hold prt invc’ on (CMS520/E) if the invoice printout should be suppressed until the government have approved it. The customer does not receive the invoice until the 'Gov inv status' on 'Invoice Header. Open' (CMS500/E) is set to 90-'Accepted'. The ‘Gov inv status’ is updated through field 'GINS' on INVBODMI (API Common Invoice).

There can be cases where fields are supplied from the government that need to be on the invoice XML. If that is the case, seeAdd additional field from table with one-to-many relationship (CMS008) on how to add fields to the XML. The government information is managed via INVBODMI and viewed in 'E-Invoice Government Information. Open' (CMS516).

Additional information

'E-invoice Additional Information. Open' (CMS525) is used to specify transaction unique information to be published in the UserArea of the invoice BOD. What information to specify is controlled by the settings on (CMS520/F).

Note: You are not allowed to use summary invoices for several customer orders (summary invoice code 2, 3, 5, or 6) when using (CMS525).

For batch orders not yet released, 'BO Entry E-invoice Additional Info. Open' (CMS526) is used to manage transaction unique information to be published in the UserArea of the invoice BOD. What information to specify is controlled by the settings on (CMS520/F).

(CMS526) is a mirror of (CMS525). All fields in (CMS525) are also visible in (CMS526). Note that the fields 'Invoice year' (INYR) and 'Invoice number' (CINO) are not used for batch orders but are still visible on (CMS526/B).

For information created via CMS526MI, no control is performed at creation. A control is performed when the batch order is released or when the text is updated.

Note that there is a function key F14='Delete record' on (CMS525/E) and (CMS526/E) to facilitate deletion of the record without having to start the program from the menu. Users without the authority to use option 4='Delete' should also be set-up to not have authority to use F14.

Customer order invoices (OI20)

Panel (CMS525/E) is displayed during CO entry in 'Customer Order. Open' (OIS100) if the check box 'Update values' is selected on (CMS520/F). It is not mandatory to specify any additional information.

Panel (CMS525/E) is only displayed when creating the order, not when editing. Once a record is created, (CMS525/E) can be called with related option 78 in (OIS100) and 'Customer Order. Open Toolbox' (OIS300). When (CMS525) is started from the menu, the records for customer orders are found with order category '311' (the invoice number and year are blank).

Project order invoices (PO20):

When managing projects, a partner (customer and payer) must be added to the project to invoice the project. The partner is connected after the actual project has been created. This is a manual step. It is not mandatory to connect a payer as a partner. Where a payer has not been defined, the customer is seen as the payer and invoice recipient.

The default additional information set up in (CMS520) requires an invoice recipient and therefore the additional information has to be added to the project after the customer or payer has been connected to the project in 'Project. Connect partners' (POS176). The additional information is added using related option 78='E-invoice Additional Information. Open' in 'Project. Open' (POS100) on a project. This opens (CMS525). (CMS525) is used to specify transaction unique information to be published in the UserArea of the invoice BOD. What information to specify is controlled by the settings on (CMS520/F). It is not mandatory to specify any additional information.

You cannot add additional information to a project template, project quote or project sub template. You can also not add additional information to a project without connecting a partner using (POS176). (CMS520) must be defined for the connected partner.

When (CMS525) is started from the menu, the records for project orders are found with order category ‘811' (the invoice number and year are blank).

Rental invoices (SO20)

Panel (CMS525/E) is displayed during rental and leasing agreement entries in 'Rental Agreement. Open' (STS100) and 'Rental Agreement. Create' (STS085) if the check box 'Update values' is selected on (CMS520/F). It is not mandatory to specify any additional information. Panel (CMS525/E) is only displayed when you create the order, not when editing. When a record has been created, (CMS525/E) can be called with related option 78='E-invoice Additional Information. Open' in (STS100) and (STS085).

You cannot use option 78 in (STS100) if the rental agreement is in status 10-'Quotation'.

When (CMS525) is started from the menu, the records for rental agreements are found with order category '731' (the invoice number and year are blank).

Maintenance invoices (CO20)

The default additional information set up in 'Settings - E-invoice' (CMS520) requires an invoice recipient and therefore the additional information must be added to the MCO when it is created. The additional information is added when an MCO is created, or using related option 78='E-invoice additional information. Open' in (COS100) on an existing MCO. This opens 'E-invoice Additional Information. Open' (CMS525). (CMS525) is used to specify transaction unique information to be published in the UserArea of the invoice BOD. What information to specify is controlled by the settings on (CMS520/F).

If no update is selected in (CMS520), there is no change. Closing the WO sets the status to '50' on the MCO line, if the automatic approval limit has not been exceeded.

If update is selected from payer in (CMS520) the record can be changed in (CMS525) during order entry. Closing the WO sets the status to '50' on the MCO line, if the automatic approval limit has not been exceeded

Selecting F3 or F12 in (CMS525) stops the system from creating e-invoice information in 'Maintenance Customer Order. Open Line' (COS101). Closing the WO in 'Work Order. Close' (MOS050) does not set the status to '50' on the order line if the amount is under the limit. Raising the status to '50' in (COS101) displays an error message and the status does not change.

When (CMS525) is started from the menu, the records for maintenance orders are listed with order category '771' (the invoice number and year are blank).