Managing Invoice Number Log

This instruction explains how you confirm customer invoice numbers in the invoice number log.

The invoice number log supports the process of invoicing using preprinted forms where the invoice number is already specified. After invoicing, a manual check is done to make sure that the invoice number in the system conforms to the invoice number on the preprinted form. If not, the invoice number of the preprinted form must be fed back into the system.

Background

In some countries, invoice numbers are printed on preprinted forms.

The common process is as follows:

  • The company orders an invoice number series from the government.
  • When this is received, the company orders preprinted forms from a printing shop.

Voided invoice numbers must also be tracked due to the following:

  • Adjustment of printer
  • Paper jam
  • Invoices on multiple pages (many lines).

Limitations

The invoice number log is developed to support:

  • Manual invoices from (ARS120), FAM function AR20
  • Fixed Asset Sales from (FAS130), FAM function FA50
  • Customer order invoices from (OSI180), FAM function OI20
  • Internal invoices from (MFS100), FAM function MF01
  • Invoices from payment plan (ARS380), FAM function AR95
  • Interest invoices (ARS160), FAM function AR50
  • Service order invoices from (SOS180) including rental and leasing, FAM function SO20
  • Project order invoices from (POS180), FAM function PO20
  • Maintenance customer order invoices from (COS180), FAM function CO20.

For customer orders, the MBM initiator cannot be used since it will be triggered before the invoice number is confirmed. Invoicing via a partner reference should not be done when using the invoice number log. For advance invoice numbers to be printed correctly, all invoices must be confirmed before the final invoicing takes place.

New invoice number logic must be enabled in (ARS905) in order to use invoice logs for interest invoicing and invoices from payment plans. For interest invoices, when enabling the new functionality in (ARS905), the interest invoice must be created per division. If you create an interest invoice proposal in a blank division, no invoices from the divisions which have the new invoice number logic will be included. It is also not possible to enable compressed transactions for interest invoices in (CRS750) when using the invoice log for interest invoices. For interest invoices, the previous run must be confirmed in (CRS500) in order to make the previous interest invoices print correctly on the new invoice.

Follow these steps

When you print an invoice, a new record is created in 'Invoice Number Log. Open' (CRS500) and transfer of the invoice to the financial system is held until you confirm the invoice number.

  1. Adjust the invoice number by changing the invoice number in order to conform to the invoice number on the preprinted invoice form.

  2. After you adjust all invoices, confirm the invoice numbers.

  3. Correct any errors.

  4. Reconfirm the invoice numbers after you correct the incorrect records.

  5. When all invoices are approved, update the invoice numbers.

Setup

  • Define the basic settings for the invoice number series in 'Settings – Invoice Numbering Rule' (MFS167).
  • Define the invoice number series in 'Internal Invoice Series. Open' (MFS165).
  • The invoice number log is activated per FAM function in 'FAM Function. Open' (CRS405) for the invoices generated from the financial system.
    • Manual customer invoices, FAM function AR20
    • Fixed asset sales, FAM function FA50
    • Interest invoicing, FAM function AR50
    • Invoices from payment plan, FAM function AR95
    • Internal invoicing, FAM function MF01
  • For customer order invoices, the invoice number log is activated in (CRS722). When the invoice number log is activated, some options in (CRS722) will be disabled, such as direct to FIM, create account entries, and update sales statistics. To create the data for the disabled options, the respective function must be run after invoice number confirmation.
  • For service order invoices, including rental and leasing, the invoice number log is activated in (CRS790). When the invoice number log is activated, some options in (CRS790) will be disabled, such as direct to FIM.
  • For project order invoices, the invoice number log is activated in (CRS792). When the invoice number log is activated, some options in (CRS792) will be disabled, such as direct to FIM. To create the data for the disabled options, the respective function must be run after invoice number confirmation.
  • For maintenance customer order invoices, the invoice number log is activated in (COS822). When the invoice number log is activated, some options in (COS822) will be disabled, such as direct to FIM. To create the data for the disabled options, the respective function must be run after invoice number confirmation.

Outcome

The invoices can be created in the general ledger and in the accounts receivable ledger using the invoice number from the preprinted form.

Related tables are updated with the confirmed invoice number during the update of the invoice numbers performed in (CRS500).

Related topics
  • Define Number Series
  • Settings – Invoicing