Golden Tax Invoice for M3 BE Order Invoices - Manual Process

Manual process

Order and invoice information for M3 Business Engine order invoices required by the Golden Tax System is specified manually in that system. The Golden Tax invoice number is then specified in M3 BE, and after that the order invoices are ready for transfer to the M3 BE Accounts Receivable Ledger (ARL).

Overview

• Enter Golden Tax invoice number and split invoice

  Golden Tax information is created by selecting the M3 BE order invoice with the option for Golden Tax invoice. This option is available in the different order invoice display functions (for example (OIS350)).

  In 'Golden Tax Invoice. Display/Enter' (GTCN10), the order invoice can be manually or automatically split (if an amount limit for Golden Tax invoices is used, defined in 'Golden Tax Invoice – Settings' (CRCN01)) and the Golden Tax invoice number can be specified.

  If the 'Extended Golden Tax invoice number' field in (CRCN01) is enabled, you can specify a Golden Tax invoice number that is up to 20-character long in the 'Extended Golden Tax invoice number' field that is stored as a parallel invoice number in Accounts Receivable. When specifying a value in the field, the 'Golden Tax invoice number' field is automatically populated with the M3 invoice number and a 2-position long suffix, A1, A2, up to Z9 for each sub number. If only one line has been added when closing the panel, then the suffix is removed when updating the Golden Tax tables. If several lines are added to create a split, then the suffixes remain as displayed on the panel.

  For each M3 BE invoice, a header record for the order invoice is created in the XCNGTH table to manage the total amount and the status of the Golden Tax invoice details.

  The Golden Tax invoices that are created are stored in the XCNGTD table. The program 'Golden Tax Invoice. Display/Enter' (GTCN10) can also be opened directly to update or correct M3 BE order invoices already connected to Golden Tax information.

• Transfer M3 BE order invoices with Golden Tax information to Accounts Receivable Ledger (ARL)

  When all the detailed invoices are approved (within the amount limit, total amount is correct and a Golden Tax invoice number is specified), the invoices are transferred to M3 BE Finance using the M3 BE standard programs for order invoice post-processing. Only invoices without VAT, invoices in foreign currency (if the Golden Tax System is set to 1 or 2) and Golden Tax invoices with status 90-'Approved' are included.

  The invoice record (transaction code 10) is split during the transfer to (GLS040) according to the information in the XCNGTD table. The M3 BE invoice number is replaced with the Golden Tax invoice number.

  The invoice number is stored as AR additional information (FSLEDX table) using information category 228. This information category is already available in the M3 BE standard installation, with the option to inquire or print an invoice copy from the Accounts Receivable inquiry programs (for example, (ARS200)).

  If the 'Extended Golden Tax invoice number' field in (CRCN01) is enabled, the extended Golden Tax invoice number is stored as a parallel invoice number in Accounts Receivable.

• Exclude M3 BE order invoice from Golden Tax invoice process

  M3 BE order invoices with VAT that should be excluded from the Golden Tax invoice process are selected in the order invoice inquiry programs in the same way as described above. In 'Golden Tax Invoice. Display/Enter' (GTCN10), the order invoice is then excluded using a function key that creates a transaction in the XCNGTH table with status 91-'Excluded', ready for transfer to ARL.

• Transfer of M3 BE order invoices excluded from Golden Tax invoice process

  The M3 BE order invoices excluded from the Golden Tax invoice process are included in the post-process transfer even if VAT is posted for the invoice.

Specify Golden Tax information for M3 BE order invoices

The Golden Tax invoice information for M3 BE order invoices is created using related option 80='Add Golden Tax Invoice Number' in these order invoice display programs:

• Customer order invoices (OIS350)
• Service order invoices (SOS350)
• Project order invoices (POS350)
• Maintenance order invoices (COS350)

Using the option 80='Add Golden Tax invoice number' for an M3 BE order invoice in one of the above programs opens 'Golden Tax Invoice. Display/Enter' (GTCN10), and the E panel where the Golden Tax invoice information is specified as described in 'Number for Golden Tax invoice in (GTCN10)'.

Note that it is possible to leave the E panel without having specified all the requested information (for example, Golden Tax invoice number). The information must then be updated by selecting the M3 BE order invoice with option 80 again in the above programs, or with option 2='Change' in 'Golden Tax Invoice. Display/Enter' (GTCN10).

Golden Tax - order invoice header

Use sorting order 1-'Invoice no' on the B panel to display information about Golden Tax invoice number, number of Golden Tax invoices and the invoice status from the 'Golden Tax – Order Invoice Header' table XCNGTH. This is applicable for 'Customer Order Invoices. Display' (OIS350), 'Service Order Invoices. Display' (SOS350), 'Project Order Invoices. Display' (POS350), and 'Maintenance Order Invoice. Display' (COS350).

Note that the Golden Tax invoice number and number of records (field Sno) are only displayed for invoices with invoice status 90 to 96.

These verifications are carried out when an M3 BE order invoice is selected with related option 80:

• Golden Tax invoice settings must exist in (CRCN01)
• The M3 BE order must be invoiced (field 'Invoice no' must not be blank)
• Accounting entries must be created for the M3 BE order invoice (order status must be 90)
• The M3 BE order invoice must not be transferred to ARL (order status must not be 95).

Number for Golden Tax invoice in (GTCN10)

'Golden Tax Invoice. Display/Enter' (GTCN10) is a program that allows you to work with or display order invoices already included in the Golden Tax process, meaning that one or several detail records have been created from the order invoice areas.

These invoice types are handled in the program and can be included in the selection:

• 1-Customer order invoice
• 2-Service order invoice
• 3-Project order invoice
• 4-Maintenance order invoice

These sorting orders are available:

• M3 BE invoice number
• Golden Tax invoice number (first number of the M3 BE invoice)

On the B panel, you can select order invoices that have already been connected to Golden Tax information but where some information needs to be added or corrected before the invoice can be transferred to the ARL. The information displayed on the B panel is retrieved from the XCNGTH table.

The first Golden Tax invoice number and the number of Golden Tax invoice records (field Sno) are displayed in the subfile for M3 BE order invoices that are approved for transfer (invoice status 90), or that have already been transferred (invoice status 95) to the Accounts Receivable Ledger (ARL).

Invoice status

To check if the M3 BE invoice is ready for transfer to ARL or not, each invoice is updated with an 'Invoice status'. This table shows the available statuses:

Golden Tax invoice details

On panel (GTCN10/E), all detail records (Golden Tax invoices) connected to one order invoice are displayed.

Note that the E panel must be opened from an order invoice inquiry program (for example (OIS350)) using related option 80='Add Golden Tax invoice number' to create Golden Tax information for the M3 BE order invoice. See 'Enter Golden Tax information for M3 BE order invoices' for a detailed description.

If some information is left blank or is not correct when creating the Golden Tax information, you can open the E panel from the program (GTCN10/B) to complete the information and approve the invoice.

This table shows function keys on the E panel in (GTCN10):

To check if the Golden Tax invoice information is correct and if the M3 BE invoice can be transferred or not, each detail line is updated with a line status when you press Enter on the E panel. This table shows the line statuses:

Confirmation of Golden Tax invoice details

When all Golden Tax invoice lines have received line status 90, the invoice status of the M3 BE order invoice header is set to 90 to indicate that the invoice is ready for transfer to Accounts Receivable Ledger (ARL). The E panel must then be confirmed by using function key F3='End'.

During the confirmation, the Golden Tax invoice header (XCNGTH table) is updated with the number of Golden Tax invoice lines (field Sno), the first Golden Tax invoice number (displayed in the subfile of the B panel), and the first 'Extended Golden Tax invoice number' (if the 'Extended Golden Tax invoice number' field in (CRCN01) is enabled). Simultaneously, the total VAT amount is distributed to all the Golden Tax invoices for update of VAT amount per Golden Tax invoice in the Accounts Receivable Ledger (FSLEDG table).

Transfer M3 BE order invoices with Golden Tax information to M3 BE Accounts Receivable Ledger (ARL)

The transfer of Golden Tax invoices to ARL is handled using the M3 BE standard programs for post-process transfer of order invoices. The order invoices are verified so that all invoices in local currency and with VAT are connected to Golden Tax invoice information, and the information has been approved. See invoice status 90 in 'Golden Tax invoice details'.

Exceptions are the order invoices that have been excluded from Golden Tax invoice handling. See invoice status 91 in 'Number for Golden Tax invoice in (GTCN10)'.

Post-process transfer of order invoices

This table shows which program is used to open the program handling the post-process transfer of the different order invoices, and which parameters that need to be selected:

These verifications are carried out during the processing:

• Invoices in local currency with VAT must be connected to the Golden Tax invoice and the information must be approved (invoice status must be 90) in order to be included in the transfer.

  Exceptions are the order invoices that have been excluded from Golden Tax invoice handling. See invoice status 91 in 'Number for Golden Tax invoice in (GTCN10)'.

• Invoices in local currency without VAT but with Golden Tax invoice must be approved (invoice status must be 90) to be included in the transfer.

Split of M3 BE order invoice & replace invoice number (GLS040)

The general program (GLS040) for update of the Accounts Receivable Ledger (ARL) and General Ledger in the M3 BE Finance is automatically called during post-process transfer as described above.

The split of the invoice transaction (transaction code 10) for all M3 BE order invoices (invoice transactions with FAM Function ID OI20, SO20, PO20 and CO20) during the transfer to ARL is done as described above if the M3 BE order invoice has been split in 'Golden Tax Invoice. Display/Enter' (GTCN10).

Additionally, the M3 BE invoice number is replaced with the Golden Tax invoice number from the XCNGTD table, and the original M3 BE invoice number is stored as AR additional information 228-'Split customer invoice'. If the 'Extended Golden Tax invoice number' field in (CRCN01) is enabled, the extended Golden Tax invoice number entered on (GTCN10/E) is stored as a parallel invoice number in Accounts Receivable.

The invoice number stored as AR additional information 228 is used in the M3 BE standard installation when calling the invoice inquiry programs (for example (OIS350)), and the print invoice copy programs (for example (OIS680)) from the ARL inquiry programs (for example (ARS200)).

During the transfer, the invoice status in the tables XCNGTH and XCNGTD is set to 95-'Transferred to ARL' to indicate that the information has been transferred, and the voucher series (VSER) and voucher number (VONO) used for the transfer are updated.

Exceptions are order invoices that have been excluded from Golden Tax invoice handling where the invoice status is set to 96-'Excluded, transferred to ARL'.

Workflow

1. Prepare M3 BE order invoices.

   M3 BE order invoices according to the setting in (CRCN01), in local currency and with VAT calculated, must be invoiced and accounting entries created before they can be included in the Golden Tax invoice process.

   Note that direct transfer to M3 BE Accounts Receivable (ARL) must not be used for the division.

2. Create Golden Tax information for M3 BE order invoices.

   Golden Tax invoice information for M3 BE order invoices must be created by selecting each single invoice with related option 80 in the display functions for M3 BE order invoices (for example, OIS350) as described above. The M3 BE invoice must be split if amount limit is used. If required, exclude M3 BE order invoices from Golden Tax invoice handling as described above.

3. Specify information in the Golden Tax system

   Specify the information required in the Golden Tax system according to the external process for this in order to receive the Golden Tax invoice number.

4. Specify the Golden Tax invoice number in M3 BE

   Specify the Golden Tax invoice number from the Golden Tax system in M3 BE by either selecting the invoice with related option 80 in the display functions for M3 BE order invoices (for example, OIS350), or directly in (GTCN10).

   When all sub-numbers for the M3 BE invoice have been processed, the invoice status (XCNGTH table) is changed to 90, and the invoice is ready for transfer to the M3 BE Accounts Receivable (ARL) through the post-process transfer programs.

5. Transfer order invoices to M3 BE Accounts Receivable

   The transfer of the Golden Tax invoice numbers to the M3 BE Accounts Receivable is carried out using the post-process transfer programs as described in 'Post-process transfer of order invoices'.

Golden Tax invoice settings in (CRCN01)

'Golden Tax Invoice - Settings' (CRCN01) is for general settings for the Golden Tax invoice process. For example, the type of Golden Tax system and amount limit. The settings are defined per division.

On the E panel, the type of manual process for the Golden Tax system is selected and if requested, the amount limit per Golden Tax invoice can be specified.

This table describes the fields on the E panel:

Settings for M3 BE order invoicing

The Golden Tax invoice handling in M3 BE requires that the 'Direct transfer to FIM' parameter in the M3 BE order setting functions must be set to 'No'.

It is recommended that you use a separate voucher number per invoice (general recommendation for VAT handling in M3 BE Finance).

This table shows the settings for order invoicing in (CRS722), (CRS790), (CRS792) and (COS822):

Golden Tax information in sub-files

Information about, for example, the Golden Tax invoice number, is available in a number of views in the Chinese Country specific functionality. This table shows a list of these views:

Limitations

• For a domestic M3 BE order invoice with VAT, Golden Tax invoice information must be specified and approved before the invoice can be transferred to the M3 BE Accounts Receivable Ledger. Direct transfer to FIM is therefore not allowed for any of the four M3 BE order invoice areas. We also recommend that you use a separate voucher number per invoice (general recommendation for VAT handling in M3 BE Finance).
• M3 BE order invoices that are subject to Golden Tax invoicing must not be connected to a payment term defined for 'Split due date'.
• M3 BE order invoices that are subject to Golden Tax invoicing must not be connected to a cash discount term.
• Only one Golden Tax invoice number can be specified for every M3 BE invoice for an invoice in foreign currency. A split of multiple Golden Tax invoices linking one M3 BE invoice is not allowed.
• No validation is performed against the amount limit set in (CRCN01) if the invoice is in foreign currency.
• The foreign exchange rate of the foreign Golden Tax invoice number is the exchange rate of the linked M3 BE invoice. That exchange rate is retrieved from the table set up in (CRS055) following M3 BE standards.
• If the 'Extended Golden Tax invoice number' field in (CRCN01) is enabled and invoice splits are used due to amount limits in (CRCN01), then the maximum length of the full extended M3 invoice number must be 13 characters. The reason is to fit a 2-position prefix in the 15-character long standard M3 invoice number field. A maximum of 234 splits for one invoice is supported with this functionality.