|
|
|
Invoices In
The book is used to register supplier invoices. The invoices serve as the tax documents in the accounting. At the same time, evaluation of the purchase of articles and supplier offtakes is done from the invoices, and it is always according to the Accounting Transaction Date.
Picture: Open menu of the Purchase/Supplying - Invoices In module
|
|
|
Invoices In Book
The functions and bulk processing above the Invoices In book is similar to those in Invoices Out.
Picture: Invoices In Book
|
|
|
The account number
The account number field is an obligatory item to Invoices In. If there is a default bank account set at the given supplier, then the following data will be copied from the bank account automatically during the creation of a new invoice: account number, IBAN, bank name and bank code.
In the Account Number field, the Bank Accounts book may be called, in which all the supplier's bank accounts are stated. The Ins key may be used to insert a new bank account. Using the F5 key enables to change the current one.
If we check the Optional Bank Account for Invoices In flag on the 3rd page of the Client Parameters, the bank account will not be required during the saving of an Invoice. This field can be used e.g. when we pay the Invoices in cash and do not want to fill in a bank account on the 1st page of the Invoice In.
|
|
|
Payment status
On the Payments tab, you may find the Payment Status field, where you may suspend or completely block a payment. Payment status can take up values Allowed, Suspended, Blocked. Documents with the payment status Suspended or Blocked cannot be inserted on a banker's order.
|
|
|
Basic data (1st page)
The 1st page of the Invoice In form shows the basic data relevant to the whole document. The same as with Invoices Out, the first three rows make the documents' header, which is divided by a horizontal line from the other data. The header of the documents is repeated on all sides.
Picture: Invoice In - 1stpage
Field Description:
Purchase Order |
The number of the Purchase Order that the Invoice is linked with. If the invoice has been issued as a free document, this field is empty. Note: Before we create an Invoice, we determine by means of a wizard whether the document is linked or free. It is not possible to change the Purchase Order in the Change mode any more. |
Addresses |
The button displays an addressee or superior firms. For further information, see the Addressee chapter. |
Invoice |
The book, Business Year and Number of an Invoice. |
Status |
Field for selection from a code list. This field enables to filter a document according to the selected status that the user has selected. |
Supplier |
A business partner name that is inserted by selecting from the Suppl./Cust. book. In the case of a new partner, you can insert a new Supplier/Customer card into this book by pressing the Inskey (or by the F6 key - insert according to the indicated specimen), edit (by pressing the F5 key) or only browse a card (by pressing the F4 key). |
Gross |
Button for changing the gross price. It is used to adjust the value in order to match the value on Invoice In (the creator of the invoice may use e.g. different rounding). This is used in Change mode. Note: This must be last step before confirmation; during the transfer to change and repeated saving, the value will be recalculated to the total of Net + VAT. |
Prices |
The amount for which the Invoice has been issued. There is the gross price, net price and also the amount of VAT in this row. |
Currency |
The check mark indicates that the invoice is issued in a foreign currency. |
VAT |
If the field is checked, it is a common invoice for which the value added tax is paid. |
Credit note |
If the option is checked, it is a Credit note. |
VAT Control Statement Dae |
Date for VAT Control Statement. It is necessary fill in only if it differs from the Accounting Transaction Date. |
In the Invoice In document, the icon 
depicts:
- VAT payer reliability icon,
- verified accounts of bank connection.
If the tax summary is edited manually, the following icon will appear in the header 
.
It is possible to assign random types and kinds of notes to the invoices, eventually you can use the Header Text or the Footer Text. Further description of the work with notes is stated in the Basic Code Lists and Supporting Modules K2 - Notes chapter. Supplier Internal Text tab serves to display the supplier's internal text. Then you can use the folders Tasks and Activities. Closer description of work with the folders is stated in the Tasks - Document Folder and Activities - Document Folderchapters.
The payment conditions can be displayed on the Payment conditions tab.
Basic data of the Invoice In headers are divided into several tabs; their functionality is the same as with Invoices Out.
|
|
|
Invoice export into ISDOC format
Process No.: ZAS023 |
Script Id: FZAS024 |
File: FAP_ImportXML.pas |
Description: Invoice export from "*.ISDOC" format. |
||
Address in the tree: |
||
Script parameters:
Report Id - 0 The identifier of a classified report (the number of the report classified in F9). Using this report, it is possible to show data before the import of file. |
AdvanceArticle - 0 Article number for deduction of advance. |
LocalReverseChargeTypeOfTax - 0 Internal number of the tax type for the Reverse Charge system. |
Book Book for import. |
CustFindBy - 0 Pairing of articles 0 - searches both the code of supplier on the 4th page and the abbreviation 1 on the Article card 1 - searches only the articles on the 4th page of Article card in the codes of supplier. |
NonTaxedType - NN An abbreviation of the tax type Do Not Add into Return. |
PaymentsByCreditCard The parameter for a payment method - Payment by Credit Card (divided by semicolon). |
PaymentsByCheck The parameter for a payment method - Payment by check (divided by semicolon). |
PaymentsInCash The parameter for a payment method in cash (divided by semicolon). |
TransferToAccount The parameter for a payment method by transfer (divided by semicolon). |
AccountBetweenPartners The parameter for a payment method - Accounts between partners (divided by semicolon). |
ShowOnlyConfictedItems - No Yes - shows the error items only during pairing. |
SupplierId Supplier. |
SupplementDocType - ALL Document type for import of attachments. |
AllowSkipInvoice - No Yes - allows to skip unmarked invoices. No - all invoices must be marked. |
EnableSettingsPage - No Yes - enables editing of the page with import settings. |
SettingsFileName - ImportISDOC_Setting.xml The parameter determines the location of the file with default settings. |
MethodOfSampling Shipping method. |
The user should set some parameters to have them right before they run the script. They are:
- AdvanceArticle - the user must set the article number, which is used for deduction of advance,
- ReportID - the user sets the number of the report classified in F9,
- if they import invoices with the obligatory Reverse charge system, they set LocalReverseChargeTypeOfTax - tax type number for RCS.
ISDOC - firmly defined structure of XML file which is used for transfter (Export/Import) of invoices between systems.
ISDOCX - compressed file containing 1 file in the ISDOC format and can also contain another attachments of various types and sizes.
After running the script, the user must perform three basic steps:
- select the book into which the document is supposed to be imported in the Book for Importfield,
- select the supplier from whom the invoice was received in the Supplierfield,
- select the path to the file which is supposed to be imported in the Input File field.
Picture: Import Data Form
After the imported file has been selected, the document including all its attachments will be loaded into the form. The invoice is displayed in the upper part of the form only, the attachment is displayed in the bottom part. If the imported invoice has the flag of sheet, this means that it has already been imported before and is now a correction of the document. By using the Document button, the user can display previously imported invoice. Only the documents which are marked with the asterisk will be exported.
When the HTML option is on, the Display button enables to display the file before its import in HTML format, where basic controls will are performed and a preview of the document will appear in a simplified version. These controls mainly detect imperfections, without which it would not be possible to continue, and which must be removed. These include e.g. the control of existence of articles, alternative units, binding advance invoices, etc.
Picture: Display HTML template
If any of the rows in the displayed HTML template is red, the state must be corrected with the use of references in the right part. The reference informs about what must be done.
Identification of Articles - it is necessary to assign or create a new Article card to the imported invoice item in K2, including alternative units with the help of the reference.
Identification of Unit - the card of imported article was found in K2, however the unit of measure was not found. Using the reference, the user can get to the Article card and by changing the record they can add the desired unit of measure on this Article card.
Identification of Document - if the user wishes to import an invoice to which a credit note has been created or to which an advance invoice has been issued (tax or non-tax one), these documents must be added to the imported invoice.
When the HTML template is without errors and contains no red rows, the user may proceed to the next step.
The Next button takes the user to the 2nd page of the form - Import. If everything is all right, the user may continue in the importing. If not, an error message will appear after clicking the Next button. In this case, the required information must be completed on the 1st page of the form. The 1st page is used for correcting field matching and completing default values.
Field matching can be set as default for a particular imported document, or this specific default settings can be saved right to the supplier. This can be done via options in the user toolbar under the Settingsbutton. The default field settings is saved in the company company directory. The settings to particular supplier are saved in an XML file and it is attached to the 9th page of the Supplier card under the document type IMPSETT(XML).
Linking (matching) the fields means the linkage of fields in K2 and some of the elements from ISDOC file, which the values during the document import are loaded from.
Obligatory fields are marked by a red exclamation mark on the 1st page of the form. It is necessary to select at least minimum default value for these fields, or eventually match the fields.
Field matching:
The user selects the Target Module (invoice or item header), then selects the K2 field they wish to match in the left part of the form and marks it with a ruler. In the right part of the form, the user selects from the Select Element option the respective element from which they wish to match some of the the values. A list of all available elements is accessible under these options. Using the ruler, the user marks the element which is supposed to be linked and using the Link button performs the matching. Own matching can be recognized by the fact that the columns Name and Path are completed with information about the the name of the element and the path.
The matching can be cancelled using the button Disconnect. This will disconnect the K2 field from the selected element and there will be no information nor values in the columns Name and Path.
The user can enter default value for the individual fields. This value will be imported from the code list in K2 without the need for matching with an ISDOC file. The user may enable the update of fields whose values in K2 are added from code lists. The respective code list will be updated to a value from an ISDOC file during the import.
To successfully match items, we recommend to create a special Article card titled Error or Article Errors. We also recommend to use these articles for the default value of invoice items.
Picture: Field matching
If all the obligatory fields are matched and have their default values completed, the user can proceed to the last step of import by using Next.
The user is taken to the 2nd tab - Import. This page is divided into two parts. The whole left part refers to the imported invoice. The document header is displayed in the upper part and all the items of this document can be found in the bottom part.
If any of the items in the K2 column is marked with the abbreviation 'user defined default articles' (Error or Article Errors), it means that the identification of Article Card failed, or the name is incorrect, etc. This discrepancy may be removed by using the functions Identify Articles or Write Name.
The Identify Articles button takes the user to the Article book, where they can select the respective Article card for the invoice item. If the user presses the Enter key, the name of the article from the invoice and the supplier's name will be completed to the 4th page of Article card.
The invoice that is imported for the first time has no flag on the left side of the document header. If the invoice has already been imported before, it is a correction and the invoice has a flag 
. In this case it is not necessary to select another type of document.
The document type must be assigned to a newly imported document (using the buttons in the middle of the form):
- Free Document - the invoice is imported as a free document.
- Generate Purchase Order - generates a superior document to the imported document.
- Match - adds the document to an already existing superior document.
Picture: Data import 2nd page
Matching invoice with a superior document (option Match).
The whole right part of the 2nd page of the Data import form is related to unconfirmed Purchase Orders from the selected supplier and the selected book on page 0. The document header is displayed in the upper part and the items can be found in the bottom part. Items of the document on which the ruler stands in the the upper part of the form are displayed there. By using the Enter key on the order header, the user can access the system to a particular superior document and can perform there the same actions as in a book.
Before the matching itself, check whether the invoice items and their quantity corresponds with the item status of the superior document. If not, the documents cannot be matched.
Example: Matching unsuccessful - missing order items
Picture: Item Form
The Invoice could not be matched with the Purchase Order because the invoice items were not found on the Order (the items in the Purchase Order column have no order number). If the user still wishes to match such invoice with the Order, we recommend using the Add to Order function.
Example: Correct matching
Picture: Item form
All invoice items (excluding the advance ones) were successfully matched with the order. Only the order items that were not on the invoice remain unmatched.
If there is a number of the Article card for advances in the script parameter AdvanceArticle , and if this number is on the invoice too, it is not necessary to add this item to the superior document.
The Write Name button is used for writing the name of the article and the name of the supplier in the 4th page of Article Card. Before pressing the button, the user must select the invoice item and the order item with a light indicator.
If any of the invoice items is missing on the superior document, this state can be corrected by using the Add to Order function.
If everything is matched correctly, a flag for matched invoices appears next to the invoice (in the upper left table on the 2nd page of the Data import form).
|
|
|
Credit Notes - PURCHASE
The description of Credit Notes over the Invoices In is similar to the one provided in the chapter Credit Notes at Invoices Out.
|
|
|
Posting - PURCHASE
Credited Receipt Card is evaluated as a release. This may cause that the stock price will be different from the price on the Credited Invoice In, and an unsettled balance remains on the accounts 111 and 131. The differences must be re-booked into costs. In order not to do so manually, it is possible to insert a posting key on the Credit Note, which will have set the posting of the difference between the invoiced and stock price to account 501/111 (or rather 131). Set the abbreviation of the posting key into the StockDocPostingKey parameter. It is possible to use the standard posting key "PR_OD".
Picture: PR_OD Posting Key
If we create a price credit note to an Invoice for material / articles, the credit note items will be marked as incidental cost, which can then be allocated into the original Receipt Card. If we do so and the incidental costs are posted to a different analysis 111 (or 131), it is suitable to create new posting key to post the Invoice – price credit note, where the Invoice account / 111, IC will be set for stock items. Set the abbreviation of the posting key into the StockDocPostingKey parameter. It is possible to use the standard posting key "PF_VN".
|
|
|
Instalment Invoices
The principle of instalment buying and suspensions is similar to Instalment Selling , Suspensions .
|
|
|
Functions over Invoices In
Over Invoices In are similar to the Functions over Invoices Out chapter.
|
|
|
Invoice In Reports
|
|
|
Invoice In
Process No.: ZAS012 |
Report ID: SZAS014 |
File: PF_DOK01.AM |
Report description: Invoice In. The report enables to save parameters into the „*.xml“ file. It is possible to export into the „*.pdf" file in bulk and send by e-mail. |
||
Address in the tree: [Purchase / Supplying] [Invoices In] [Print Documents - Lists] |
||
Report parameters:
Assignment - No Yes - it displays booking documents (data from the 3rd page of the document). |
BarCode - Yes Yes - a bar code is displayed. |
Batch - No Yes - batches for an item are displayed. |
BatchAttr - 0 0 - nothing is displayed; 1 - batch parameters are displayed; 2 - required batch parameters are displayed. |
BusinessRegister - 1 Information about the Business register from the Administration of own companies is displayed. 0 – does not display information about the Business register, 1 – displays text about Business register of maximum two rows, 2 – displays text about Business register of maximum four rows. |
CodeAndCentre - 0 The cost centre and the code are displayed according to the setting: value 0 - nowhere, 1 - in the heading, 2 - in items, 3 - in both places. |
CodeOfCurrency - No Yes - a code of currency is displayed (e.g. USD). No - a mark of currency is displayed (e.g. $). |
CombineOrigItem - Yes Yes - merges the items with the same "OrigItemF" (if it is not different in price and other attributes). |
ContactsFrom - 1 1 - Displays contacts of the user who has issued the document, 2 - displays contacts of the user who prints the document. |
DefaultExport - No It is described along with other export parameters in the the Report Parameters for a Bulk Sending by Email chapter. |
Description - No Yes - it displays information from the Description field from the 1st page of the document. |
DescriptionFromItem - Yes Yes - a supplement that is entered into the Description field on a document item is displayed. |
Discount - Yes Yes - a discount entered on item is displayed. |
DraftLabel - Yes Yes - a "DRAFT" is displayed at the background of the report if a document is not confirmed. No - a "DRAFT" is not displayed. |
Export_... - various parameters The report also includes export parameters described collectively for all documents in the Report Parameters for Bulk Sending by Email chapter. |
FormerInvoice - 1 Displays the reference to the original invoice in the form: 0 - reference number, 1 - number, 2 - number and reference number during the printing of an invoice as a Credit note. |
Interactive - No No - an input form to enter parameter values is displayed. |
K2Info - Yes Yes - displays informative text about the document issued by the K2 system. |
KeepEnvelopeFormat - No No - the empty place is hidden under the place for the envelope window. The saved place is multiplied if the "ShowBarCode" parameter is set on "No". This is useful when the user does not use the envelope window and does not want to fold the printed documents into envelopes by the line on the document. Yes - the place is not hidden - lines between items and the address part will be always in a one-third of a page. |
LangAccordToParams - No If the report is printed in the language that is set in the "Field language" and "Report language" parameters, then you have to set the value of the parameter to "Yes". |
LeftEnvelopeWindow - No Yes - the customer address is printed on the right side (intended for sending documents by mail in abroad, where the window for the envelope is on the left side); No - the customer address is on the left side. |
LeftShift - 5 By how many mm the edge of the report is shifted to the left (used for setting up printing on the printer). |
LogoPictureFooter - 0 The parameter corrects the footer logo. If the parameter is empty, the footer logo is displayed according to the parameter settings Picture in Footer in the function Administrator - Administration of Own Companies. 0 - nothing is displayed, but there is a free place (for a header paper), 1 - neither picture nor free place. File name with png suffix - particular picture in Pictures directory of a particular company. |
LogoPictureHeader - The parameter corrects the header logo. If the parameter is empty, the header logo is displayed according to the parameter settings Picture in headerin the functionAdministrator - System - Administration of Own Companies. 0 - nothing is displayed, but there is a free place (for a header paper), 1 - neither picture nor free place. The condition is to set the parameter KeepEnvelopeFormat to No. File name with png suffix - particular picture in Pictures directory of a particular company. |
Notes - Enter the comment type from the document header which is to be displayed in the report into the parameter. To display more comment types, it is necessary to separate the individual types by using the semicolon (e.g. MAIL;CMR). If more comments of the same type are found, all of them are displayed. |
NumberOfItem - 1 0 - no number is displayed, 1 - number of a sales order item is displayed; 2 - order number is displayed. Always in the "#001" format. |
OneLineItem - No Yes - document item is always displayed on the 1st line. |
ProportionalFont - Yes Yes - displays the supplements by the Verdana font, No - CourierNew type of font. |
SerialNumber - No Yes - it displays serial numbers at the items. |
Sign - @Vyst;;; The parameter has five places: 1st one marks the person, whose signature will be displayed. It can be the picture named by the Logname of the user, who has issued the doc (@Vyst) or who has printed it - or according to the current login (@akt) or particular Logname.
The value entered in the Stamp field in Administration of Own Companies is used by default. The path and the name of the file is entered here. The path may be entered by using the alias. Instead of entering the specific file name, it is possible to use %s. The picture must always be in the xxx.png format. If it is not filled in the Administration of Own Companies, the file will be searched in the Picturesdirectory.
An example of entered task in the Stamp field in Administration of Own Companies: via alias: k2*DEMO\Pictures\stamp.png (searches the picture in the Client's path. The file stamp.png in the Pictures directory) via %s: k2*DEMO\Razitka\%s.png (the value entered this way enables to display signed bitmaps to all users who issue documents or are currently logged in and have the file in the PNG format in the directory (in this case the user created Stamp directory).
2nd: height of picture. 3rd: distance from the left corner. 4th: distance of picture from the upper corner of the given section. 2nd: width of picture. Example: (Sign - @vyst;27;47;0;83) prints the signature of the user who has issued the document, height is 27 points, left indentation of 47 points, by the upper corner. The picture is 83 points wide.
If the parameter is set to 0, the stamp will not appear. |
SortBy - The field is filled with the value of the field from the sales items (e.g. C_Zbo;Zkr or CF_CeJePlM). Items on a document are sorted according to the parameter value. The parameter is empty by default. If the value of this parameter is specified, then the items are not combined, even if the CombineOrigItem parameter is set to Yes. |
StateOfOrigin - No Yes - a code of tariff and a country of origin are displayed for the items. If it is filled on a batch, the information from the batch are displayed; otherwise the data from the Article card are displayed. |
SupplFromArticles - 0 - Nothing is displayed, Empty value - a Business Text from an Article card is displayed. If the parameter is filled in, and if there is an existing comment type on the Article card that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the Article card will be displayed (e.g. the DB type). If both comment and supplement type are identical, the comment has priority over the supplement. |
ShowSupplFromCustomer - DZ 0 - Nothing is displayed, Empty value - a Business Text from a Customer card is displayed. If the parameter is filled in, and if there is an existing comment type on the Customer card that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the Customer card will be displayed (e.g. the DB type). If both comment and supplement type are identical, the comment has priority over the supplement. |
SupplFromItem - 0 - Nothing is displayed, Empty value - displays the entered text from the Text tab from the document item. If the parameter is filled in, and if there is an existing comment type on the document item that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the document item will be displayed (e.g. the TX type). If both comment and supplement type are identical, the comment has priority over the supplement. |
SupplFromMandant - TEXT The TEXT value displays the information from the General information from own company field. Otherwise it displays the entered supplement type from the Client parameters. |
TaxRecapitulation - Yes Yes - it displays the tax recapitulation. |
Title - The entered value of the parameter is displayed as a title of the report. If the parameter is empty, an original name of a document is printed (e.g. Invoice). |
TotalAmount - No Yes - information about the total amount is displayed. |
TotalItems - No Yes - information about the total number of items is displayed. |
Weight - No Yes - the information about the total weight is displayed. |
|
|
|
Invoice statement
Process No.: ZAS012 |
Report ID: SZAS034 |
File: PF_VYP01.AM |
Report description: Statement of Invoices In including sums for individual lines. |
||
Address in the tree: [Purchase / Supplying] [Invoices In] [Print documents - Lists] |
||
Report parameters:
SupressSum - No Yes - supresses sums for individual documents. |
ShowNominalValue - No Displays nominal values of invoices (without deduction of advances). |
|
|
|
List of Receipt cards
Process No.: SKL001, ZAS009 |
Report ID: SZAS011 |
File: PRI_SEZ01.AM |
Report description: List of Receipt cards. |
||
Address in the tree: [Purchase / Supplying] [Receipt cards] [Print documents - Lists] [Logistics] [Receipt cards] [Print documents - Lists] |
||
Report parameters:
ShowPrices - No Yes - information about the price is displayed. |
