Invoice number allocation after approval from the authority

Use this procedure to manage the chronology of the invoice number after the authority’s approval. To support this, M3 creates an internal invoice number when issuing invoices. M3 saves the invoice prefix and manages the authority’s approval of the chronological invoice number within the parallel invoice number. This information is listed in a function called 'Invoice Number Allocation After Approval. Open' (CMS550) and is stored in a table called FCINAP. The parallel invoice number, which serves as the legal invoice number, can then be used on the invoice printout issued after the authority’s approval and during payment entry.

Limitations

This functionality does not support 'Multiple invoice number series' (NBMI), which can be activated on 'Settings – Invoice Numbering Rule' (MFS167/E). It supports a situation where the 'Fixed prefix' parameter (SPIY) on (MFS167/E) is set to 0='No, the fixed prefix is not used' and 1='Yes, the fixed prefix is used'. This functionality does not support the situation where this parameter is set to 2='Yes, fixed prefix and multiple invoice number series are used'.

This functionality supports invoices created through 'Interest Invoice. Open' (ARS160), 'Interest Invoice. Open' (ARS660), and 'Customer Invoice. Create fr Payment Plan' (ARS380) only if the invoice numbers are retrieved from 'Internal Invoice Series. Open' (MFS165) because parameters 310-'Invoice number – interest invoices', and 320-'Invoice number – invoices from payment plan' are activated in 'Settings – Accounts Receivable' (ARS905). If these parameters are deactivated, the invoice numbers for these functions are retrieved from 'Number Series. Open' (CRS165), and this functionality does not apply.

Outcome

If you activate this functionality on (MFS167/E), all customer invoices, regardless of origin, receive an internal invoice number from the internal invoice series in (MFS165) during invoicing. This number is based on the internal invoice series (IINS) and the internal invoice prefix (IIPR) defined on (MFS167/E). The internal invoice number is used as the invoice number in accounts receivable and other tables in M3 that store customer invoice information. It is displayed in functions such as 'Acc Receivable. Display' (ARS200), 'Invoice. Display' (OIS350), and 'Invoice Header. Open' (CMS500).

Parallel to the internal invoice number, each invoice is assigned an external invoice number after approval from the authority. The external invoice number is based on the invoice numbering rule defined on (MFS167/E), the external invoice prefix defined in 'Invoice Number Series. Define Fixed Prfx' (MFS169), and the external invoice number series defined in (MFS165).

Each customer invoice is stored in the FCINAP table and is listed in function (CMS550). The internal invoice number (CINO), the external invoice number approved by the authority (AINO), and the current invoice number approval status (INAS) are displayed for each invoice.

Before the customer invoice is sent to the authority for approval, it receives status 20='New'. After the invoice is approved by the authority, it is updated to status 90='Approved'. If a manual customer invoice is canceled during processing in 'Customer Invoice. Enter Manual' (ARS120) or 'Fixed Asset. Sell' (FAS130), the invoice is either removed or updated to status 99='Cancelled' in (CMS550).

The external invoice number approved by the authority is also stored as a parallel invoice number (PAIN) with type (RNRT) 3='Approved invoice number' in the FSAPRN table. When the invoice is paid by the customer, the external invoice number might be used as the payment reference. The parallel invoice number is then used during the allocation of customer payment in 'Payment Received. Record' (ARS110) or 'Bank Statement. Open' (ABS100) using the functionality for parallel invoice number handling.

Before you start

To use this functionality, you must set these parameters on (MFS167/E):
  • Enable 'Invoice number allocation after approval' (INNA) to activate this functionality.
  • Specify 'Internal invoice prefix' (IIPR) to define which prefix to use for the internal invoice numbers.
  • Specify 'Internal invoice series' (IINS) to define which invoice number series to use for the internal invoice numbers.

For the internal invoice numbers, you must also define the internal invoice number series in (MFS165).

For the external invoice numbers, you can define different external invoice number series (NBID) and different external invoice prefixes (INPX) for different kinds of invoices, such as manual invoices and customer order invoices, or ordinary invoices and corrective invoices. For the external invoice numbers, you must perform this setup:
  • Define the invoice numbering rule on (MFS167/E).
  • Define the external invoice number series used for various invoice types, either for the FAM function on 'FAM Function. Open Details' (CRS406/F) or for the order type on the listed screens:
    • 'CO Type. Open' (OIS010/K)
    • 'Maint CO Type. Open' (COS010/E)
    • 'Service Order Type. Open' (SOS010/E)
    • 'Project Type. Open' (POS010/E)

  • Define the external invoice prefix, if used, for each external invoice number series in (MFS169).

Workflow

The workflow and outcome of each step in the process are described in this example. Invoice numbers assigned to nine positions are used with a six-character prefix, and the functionality 'Invoice number allocation after approval' is enabled.
  1. Define the necessary setup for the external invoice numbers.

    In (MFS167), define the structure for external invoice numbers using a nine-position invoice number (IVNO) preceded by a six-character prefix (IPD6). With this structure, you must define your prefixes in (MFS169) and the invoice number series in (MFS165) that you use for your invoices.

    For manual invoices created in 'Customer Invoice. Enter Manual' (ARS120), you use invoice number series 'M', as defined for the FAM function AR20 on (CRS406/F). For invoice number series 'M', define prefix 'AM0001' in (MFS169) and range 200000000–299999999 in (MFS165).

    For ordinary customer order invoices created in 'CO Invoice. Print' (OIS180), you use invoice number series 'N', as defined for the customer order type on (OIS010/K). For invoice number series 'N', define prefix 'AN0001' in (MFS169) and range 300000000–399999999 in (MFS165).

    For corrective customer order invoices created in 'CO Invoice. Correct or Credit' (OIS380), you use invoice number series 'X', as defined for the customer order type on (OIS010/K). For invoice number series 'X', define prefix 'AX0001' in (MFS169) and range 400000000–499999999 in (MFS165).

  2. Define the necessary setup for the internal invoice numbers.

    Activate the 'Invoice number allocation after approval' functionality in (MFS167). Then, set the internal invoice series to 'I' and the internal invoice prefix to 'INTERN' on the same panel.

    Define the invoice number series 'I' in (MFS165) with range 100000000–199999999. This number series is used for the internal invoice numbers together with the preceding prefix 'INTERN'.

  3. Create a manual customer invoice in (ARS120).

    When you specify the first invoice line on (ARS120/H), the invoice number is retrieved from the internal invoice number series 'I' and set to 'INTERN100000001'. The invoice number is listed in (CMS550) with status 20='New', and the last number used is set to 100000001 for the internal invoice number series 'I' in (MFS165).

    Proceed to 'Accounting. Open' (GLS120), specify the accounting string for the revenue, and exit the panel to generate the voucher number. After you exit from (ARS120), the invoice number 'INTERN100000001' is also listed in (ARS200) and (CMS500).

  4. Create another manual customer invoice in (ARS120).

    When you specify the first invoice line on (ARS120/H), the invoice number is retrieved from the internal invoice number series 'I' and set to 'INTERN100000002'. The invoice number is listed in (CMS550) with status 20='New', and the last number used is set to 100000002 for the internal invoice number series 'I' in (MFS165). However, if you cancel the invoice using F18='Can invoice' on (ARS120/H), the last number used is reset to 100000001 for the internal invoice number series 'I' in (MFS165), and the invoice is no longer listed in (CMS550).

    You start over with the creation of the invoice in (ARS120). When you specify the first invoice line on (ARS120/H), the invoice number is retrieved from the internal invoice number series 'I' and set to 'INTERN100000002'. The invoice number is listed in (CMS550) with status 20='New', and the last number used is set to 100000002 for the internal invoice number series 'I' in (MFS165).

    This time, you go to (GLS120), but instead of specifying the accounting string for the revenue and generating the voucher, you cancel the voucher using F18='Cncl voucher' on (GLS120/J). This creates a posting on the cancellation account defined in 'Settings – General Ledger' (CRS750), and the last number used is not reset for the internal invoice number series 'I' in (MFS165). In this case, the invoice number 'INTERN100000002' remains in (CMS550) but is updated to status 99='Cancelled'.

    Start over with the creation of the invoice in (ARS120). When you specify the first invoice line on (ARS120/H), the invoice number is retrieved from the internal invoice number series 'I' and set to 'INTERN100000003'. The invoice number is listed in (CMS550) with status 20='New', and the last number used is set to 100000003 for the internal invoice number series 'I' in (MFS165).

    Proceed to (GLS120), specify the accounting string for the revenue, and exit the panel to generate the voucher number. After you exit from (ARS120), the invoice number 'INTERN100000003' is also listed in (ARS200) and (CMS500).

  5. Create an ordinary customer order invoice in (OIS180).

    Specify the customer order details on (OIS180/E). Then, start the batch job to create the customer order invoice. During processing, the invoice number is retrieved from the internal invoice number series 'I' and set to 'INTERN100000004'. After the job finishes, the invoice number is listed in (CMS550) with status 20='New', and the last number used is set to 100000004 for the internal invoice number series 'I' in (MFS165).

    The invoice number 'INTERN100000004' is also listed in (OIS350), (ARS200), and (CMS500).

  6. Create a corrective customer order invoice in (OIS380).

    On (OIS350/B), select the customer order invoice that you created in step 5. Then, use related option 14='Corr/Credit' to go to (OIS380). On (OIS380/B), select the invoice line to change. Then, use option 2='Corr transaction' to go to (OIS380/E). Make the necessary changes, and click Approve.

    Start the invoicing job by clicking Submit or Interactive on (OIS380/B). During processing, the invoice number is retrieved from the internal invoice number series 'I' and set to 'INTERN100000005'. After the job finishes, the invoice number is listed in (CMS550) with status 20='New'. The last number used is set to 100000005 for the internal invoice number series 'I' in (MFS165).

    The invoice number 'INTERN100000005' is also listed in (OIS350), (ARS200), and (CMS500).

  7. Check the invoices in (CMS550).
    After you create the invoices in (ARS120), (OIS180), and (OIS380) in steps 3 to 6, this information is listed in (CMS550):
    Invoice year Invoice number External invoice number series External invoice prefix Approved invoice number Invoice number approval status FAM function
    2025 INTERN100000001 M AM0001 20-'New' AR20
    2025 INTERN100000002 M AM0001 99-'Cancelled' AR20
    2025 INTERN100000003 M AM0001 20-'New' AR20
    2025 INTERN100000004 N AN0001 20-'New' OI20
    2025 INTERN100000005 X AX0001 20-'New' OI20
    In (CMS550), you can use these related options to display further details about each invoice:
    • 11='Display e-invoice' to display the data for the e-invoice in (CMS500)
    • 12='Display invoice' to display the invoice details in (ARS215)
    • 13='Display order invoices' to display the customer order invoice in (OIS350), (COS350), (POS350), or (SOS350), depending on the origin of the invoice
  8. Approve the invoices through CMS550MI, UpdAppdInvNo.
    After the authority approves the invoices, they are updated through CMS550MI, UpdAppdInvNo. Through this API transaction, these updates are performed:
    • The invoice listed in (CMS550) is updated with the external invoice number approved by the authority (AINO). The status (INAS) is set to 90='Approved'.
    • The last number used (NBNR) is updated for the external invoice number series in (MFS165).
    • A record of type 3='Approved invoice number' is created for the parallel invoice number (PAIN) in the FSAPRN table.
    Note: The API transaction is processed through Financial Business Message (FBM).
  9. Check the updates after approval from the authority.
    After approval of the authority, this information is displayed for the invoices in (CMS550):
    Invoice year Invoice number External invoice number series External invoice prefix Approved invoice number Invoice number approval status FAM function
    2025 INTERN100000001 M AM0001 AM0001200000001 90-'Approved' AR20
    2025 INTERN100000002 M AM0001 99-'Cancelled' AR20
    2025 INTERN100000003 M AM0001 AM0001200000002 90-'Approved' AR20
    2025 INTERN100000004 N AN0001 AN0001300000001 90-'Approved' OI20
    2025 INTERN100000005 X AX0001 AX0001400000001 90-'Approved' OI20
    At this point, the last number used (NBNR) is updated for the invoice number series in (MFS165):
    Number series Invoice prefix Start number Final number Last number used
    I INTERN 100000000 199999999 100000005
    M AM0001 200000000 299999999 200000002
    N AN0001 300000000 399999999 300000001
    X AX0001 400000000 499999999 400000001
    Parallel invoice numbers are created with this information in the FSAPRN table:
    Reference number type Parallel invoice number Invoice number Invoice year
    3 AM0001200000001 INTERN100000001 2025
    3 AM0001200000002 INTERN100000003 2025
    3 AN0001300000001 INTERN100000004 2025
    3 AX0001400000001 INTERN100000005 2025
    Note: If a customer invoice is created using a payment term defined for split due date in 'Payment Term. Open' (CRS075), each split invoice part is updated in accounts receivable, for example, with an additional character (A-Z) added as a suffix to the internal invoice number. Therefore, more than one invoice record is listed for the invoice in (ARS200). However, (CMS550) and (CMS500) list only the original invoice number. When CMS550MI, UpdAppdInvNo is used for a split invoice, the parallel invoice number is connected to each invoice record in accounts receivable by creating one record in the FSAPRN table for each split invoice part.
  10. Print the invoices and send them to the customers.
    When the invoice is approved by the authority, print it and send it to the customer.
    Note: The external invoice number is not printed on the invoice documents by default. You can manage this by adding the FCINAP table or the FSAPRN table as a related table in the XML configuration for invoice printouts. The external invoice number is stored in the AINO field in the FCINAP table and in the PAIN field in the FSAPRN table (with RNRT=3).
  11. Pay one of the invoices in (ARS110).

    When the customer has paid the invoice using the external invoice number approved by the authority as the payment reference, you can identify the internal invoice number stored in accounts receivable through the parallel invoice number.

    In 'Payment Received. Record' (ARS112), use sorting order 3='Invoice number' and F21='Parallel inv no' to browse for the parallel invoice number. Select the parallel invoice number in the browse window, and click Apply on (ARS112/F). The corresponding internal invoice number is then displayed at the top of the list. Select the invoice for payment, and exit (ARS112) to create the payment voucher.
    Note: If you use 'Payment Received. Record' (ARS118), use sorting order 13 = 'Invoice number' and click F21='Parallel inv no' to browse for the parallel invoice number.
  12. Pay one of the invoices in (ABS100).

    When you receive a bank statement that contains a payment for a customer invoice, where the customer has used the external invoice number approved by the authority as the payment reference, this information should be found in the 'Parallel invoice number' field on 'Bank Statement. Open Line Details' (ABS102/E).

    To identify the internal invoice number stored in accounts receivable through the parallel invoice number, you must define a scenario of type 2='Accounts Receivable (AR)' with 'Search path – invoice' set to 6='Parallel invoice number' in 'Scenario Number. Open' (ABS911). When you use this setup for automatic allocation of the bank statement in (ABS100), the internal invoice number is allocated against the bank statement line and displayed on (ABS102/B).

    When the bank statement is in status 6='Fully allocated', update the bank statement to the general ledger to create the payment voucher.

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