Maintain Invoice {FPMO5-1}

This option allows for the maintenance of the accounts payable documents.

Invoice – A document issued by a supplier listing the items, quantity and prices in respect of goods delivered or service rendered indicating the amount payable according to the payment terms.
Credit Notes – A document to rectify an error on an invoice or to extend credit for items returned. Items may be returned for various reasons for example damage.
Payments Not Normal – Sometimes payments are made to suppliers without using the payment functionality within the PM system. To avoid duplicating these payments, payments made outside the PM system can be captured on the suppliers account using the document type Payment Not Normal.

The system allows Invoices to be entered through this option even though an order does not exist in the system for the item on the invoice. Should an order exist for an invoice item, the user must link the order item to the invoice item. This is done by way of a "Reference Copy" of specified items on a order to the invoice. Referencing an item from an invoice to an order adjusts the commitment created by the order on the expense GLA in accordance with the quantity or cost invoiced.

The items of an invoice can be with or without an order.
The systems allopws for more than one order to be linked to an invoice.
Orders are not a pre-requisite to enter an invoice.

The following is a summary of definitions and actions that must exist before the user can process a document in this option {FPMO5-1}.

Access to the option {USERS-2}, {USERS-3} on level Update. Documents cannot be queried in this option.

Document Type Security. - Document Type Sequence Number {FCSO-23}.

The PM Document Types for this option are CN, IN and PP
If the Institution does not have a need for a specific Document Type in this option, set the sequence to null. This action will not allow the use of the Document Type on this option for the Institution. If the Institution requires the Document Type at a later stage, then set the sequence to an unused value between 21 and 60.

Set System Operational Definitions {FCSM-1}, TAB - System Operational Definitions

Code	Sub System	Description Action
AK	PM	GRV Approval is Invoice approval
AO	PM	Use GRV
AP	PM	GRV/INV Variance amount
AQ	PM	GRV/INV Variance %
AS	PM	Allow Deduction of AR Balanace on PM
AV	PM	Start Asset Account Category
AW	PM	End Asset Account Category
BA	CS	Budget Control
BB	CS	Override Insufficient Funds
BH	CS	Allow Insufficient Funds
BI	CS	Include / Exclude Un-Approved Credits Budget Control
EF	PM	Invoice or Credit Note Approvals Syste(M) / Us(E)r

Account Type Definition {FCSC-21}.

The institution can create any number of new account types for PM as required.

Creditor Definitions {FPMM-2}.

Before a Creditor Code can be used in this option it must be defined on option {FPMM-2}.

Store and Item Definitions {FPMM-3}, {FPMM-22}, {FPMM-23}.

Before General and/or Stock Items can be used in this option they must be defined on option {FPMM-3}, {FPMM-22}, {FPMM-23}.

The Item and Item Detail Blocks accept Library items as well. If the Library Item is copied from an Order document then a GRV or Supplier Return document must also exist for that order item. The quantity field will not accept any decimal value if the item is a Library Item.

Transaction Types for Creditor Events {FCSO-7}.

The users have no control over the Transaction Type in this option, it is maintained by the program. Transaction Types must be defined in option {FCSO-7} for the following events.

Event	Description	Type of Document
AI	PM - Invoice Transaction	IN
AN	PM - Credit Note Transaction	CN
AJ	PM - Invoice Transaction to SD	IN
AK	PM - Invoice Transaction to AR	IN
AA	PM - Credit Note Transaction to SD	CN
AB	PM - Credit Note Transaction to AR	CN
AV	PM - Payment (Not Generated Normally)	PP

Foreign Currencies {FCSO-21}

Set the Type of exchange rate in Block 1 for the PM subsystem.
Maintain the rates in Block 2 and 3.
Process sequence 2 frequently for this option.

PM Subsystem Cycle {FCSM-2}

A user of this option must ALWAYS validate that the PM current cycle is correct before processing any documents.

Actions a user can perform in this option:

Insert/Create a Document.

Can be done by update user only.

Delete/Remove a Document.

Cannot delete a document.

Commit.

The user can COMMIT only once in the option.

Fields in the option:

Block 1: Document Detail

It is mandatory to complete the Document Detail before the users can access Item Detail.

Field	Type & Length	Description
Document Number	A15	The document number as received from the supplier.Document number is unique per supplier and the user will not be allowed to enter a number that already exists.If the invoice was entered to be tracked through option {FPMO5-2}, the system will remove the invoice from the option on commit of this document. Pop up Menu - available on field Document Number. Document Detail - Selecting the option drills down to the Document Detail screen. Copy Reference Document - Selecting the option drills down to the Copy Reference Document screen. Copy Invoice Documents - Selecting the option drills down to the Copy Invoice Documents screen.
Document Type	A2	The document type of the document maintained. The following document types can be maintained in the option. CN - CR Note IN - Invocie PP - Payment The document types allowed in the option and dipslayed on the list of value are controlled by the sequence (Range 21 to 60) in Type of Document option {FCSO-23}.
Creditor	N9	The creditor code of the supplier of the document received.Creditor codes are defined in option {FPMM-2}, TAB - Crediotor Detail. The List Of Value function will display the Creditor Code, Name, Currency Code, Lead Time and Payment Term. Depending on the Creditor Status the user will not be allowed to use a creditor or will be warned or no action taken. The warning will further allow the user to view any documentation relating to the status stored in the DSR and linked to the status.
Financial Year/Cycle	YYYY/MM	The year and cycle of the document. When a document is created the year and cycle defaults from the current PM subsystem year and cycle. If the user is linked to the restriction FPFD then the user is allowed to change the year to the next year using the "Document Detail" application.
Process Date	DD-MON-YYYY HHMM	The default of this field is system date. The field is not updateable.
Document Date	DD-MON-YYYY	The default of this field is system date. The user is allowed to change the date as long as the date is in the range of 01-JAN-1980 up to the default date.
Reference Code	A15	A reference for any relevant information concerning a document.

Example:

Block 2: Item Detail

Field

Type
&
Length

Description

Originating Documents

ToD

Valid values are (O)rder/(G)RV if the Document Type is (IN)voice or (IN)voice/(S)upplier Return if (CN) - Credit Note.

Document #

A15

The document number for the Document Type specified in the previous field from which information was copied.

ToD

Valid values are (O)rder/(G)RV if the Document Type is (IN)voice or (IN)voice/(S)upplier Return if (CN) - Credit Note.

Document #

A15

The document number for the Document Type specified in the previous field from which information was copied.

Quote/Contract

A12

The ID Code or name by which this contract or quotation is known. In other words this number is an external supporting document for the unit price information.

Version

The Quote/Contract version number.

Original

N10.3 / N15.2

Quantity	Cost
The items quantity as per originating document if the Paid /Received flag is Quanity	The VAT inclusive cost as per originating document if the Paid /Received flag is Monetary

Available

N10.3 / N15.2

Quantity	Cost
The available quantity remaining for the item on the originating document taking into account the documents already processed where the Paid / Received flag is Quanity.	The VAT inclusive available cost remaining for the item on the originating document taking into account the documents already processed if the Paid / Received flag is Monetary

Description

A4000

The item description.

From an originating document

The value defaults from the original document and cannot be changed by the user.

Manual Capturing

Enter the description as it appears on the invoice received.

Pop up Menu - available on field Item Detail.

Item Detail - Selecting the option drills down to the Item Detail screen.

Unit

A standard measure of quantity. The fields allows any eight-character unit, e.g. Kg, Litre, etc

From an originating document

The value defaults from the original document and cannot be changed by the user.

Manual Capturing

Enter the unit as it appears on the invoice received.

Unit Price

N15.4

The price per unit for the service or product in the currecny defined on the creditors definition for the creditor.

From an originating document

Type of Document is IN.

The value defaults from the original document and can be changed by the user depending on the system operational definitions AP and AQ of subsystem PM.

Type of Document is CN.

The value defaults from the original document and cannot be changed
by the user.

Not Originating Document Item

The currency value of one unit. The value enetered should match the value on the documents, in the documents currency.

Pop up Menu - available on field Item Detail.

Item Detail - Selecting the option drills down to the Item Detail screen. where the items unit price can be maintained.

Financing

Financing indicates the basis used to split the expense per item between the entities financing the item.

The system supports the following relationships:

Quantity - Each GLA will finance a specific number of units.
Percentage - Each GLA will finance a percentage of the total cost of the item irrespective of the number of units.
Cost - Each GLA will finance an advised amount of the total cost of the item irrespective of the number of units. Total cost is the quantity multiplied by the VAT inclusive unit price in creditor currency of the item .

The default financing method is quantity.

From an originating document

The value defaults from the original document and cannot be changed by the user.

Manual Capturing

The user must take a decision on the method to be used.

Paid/Received

Paid / Received indicates the basis used to recognise the receipt of an item. The recognition of an item is important, if the item originates from an order, as it determines the commitment cancelled and the quantity or cost available to be invoiced on future invoices.
The system supports the following:

Quantity - Goods or service will be recognise based on the quantity recieved.
Monetary - Goods or service will be recognise based on a monetary value of the items received.

The default Paid / Received method is quantity.

From an originating document

The value defaults from the original document and cannot be changed by the user.

Manual Capturing

The user must take a decision on the method to be used.

Quantity

N10.3

Quantity represents the number of units received from (Invoice) or returned to (Credit Note) a supplier. If the Paid / Received method of the item is Quantity, a quantity value must be entered by the user matching the quantity on the document received from the supplier.

The following rules relating to quantity applies;

Quantity will default from the originating document if the document is reference copied form another document.
If the Paid / Received method of an item is "Quantity" then Quantity is updateable else if the Paid / Received method is "Monetary" then Quantity is not updateable.
An invoices quantity can exceed the quantity ordered, if the item originates form an order without a GRV.
Exceeding the order quantity is only allowed once per item, there after if the total quantity invoiced exceeds the quantity ordered the line can no longer be invoiced.
Should the document originate form a GRV or Invoice the item quantities cannot exceed the items quantity, on the original document.

Cost

N15.2

Cost represents the quantity multiplied by the VAT inclusive unit price in creditor currency of the item received from (Invoice) or returned to (Credit Note) a supplier. If the Paid / Received method of the item is Monetary, a cost value must be entered by the user matching the cost on the document received from the supplier.

The following rules apply to cost;

Cost will default from the originating document if the document is reference copied form another document.
If the Paid / Received method of an item is "Monetary" then cost is updateable else if the Paid / Received method is "Quantity" then cost is not updateable.
An invoices cost can exceed the cost per order, if the item originates form an order without a GRV.
Exceeding the order cost is only allowed once per item, there after if the total cost invoiced exceeds the order cost the line can no longer be invoiced.
Should the document originate form a GRV or Invoice the item cost cannot exceed the items cost, on the original document.

Line Total

N15.2

The total for the item in local currency.

Example:

Block 2: Financial Item Detail

Field	Type & Length	Description
Cost Centre/ Account	A4/ A8	The GLA's funding the expense. From an originating document The value defaults from the original document and cannot be changed by the user. Manual Capturing Enter the GLA funding the expense. Pop up Menu - available on field Cost Centre. Cost Centre Description - the cost centre descriptions is displayed. LOV - List the code and description of cost centre's. Financial Item Detail - Selecting the option drills down to the Financial Item Detail screen. Pop up Menu - available on field Account. Account Description - the account description is displayed. LOV - List the code and description of accounts. Financial Item Detail - Selecting the option drills down to the Financial Item Detail screen.
Quantity	N 9.3	The number of units received or returned on the GLA. From an originating document Quantity is not updateable if the financing method of the line is "Percentage" or "Cost". Additional records for a line will have no value in the quantity field as the total quantity is carried on the Master record. The sum of quantities for the lines in this block must equal the quantity of the item. Manual Input Must be completed by the user. Quantity is not updateable if the financing method of the line is "Percentage" or "Cost". Financing method of the item is "Percentage" % split is updateable. Financing method of the item is "Cost" Cots is updateable. Additional records for a line will have no value in the quantity field as the total quantity is carried on the Master record. The sum of quantities for the line in this block must equal the quantity of the item. Quantity allows up to 3 decimals.
Cost	N15.2	Cost represents the quantity multiplied by the VAT inclusive unit price in creditor currency of the item From an originating document Cost is not updateable. Manual Input Must be completed by the user. Cost is not updateable if the financing method of the line is "Quantity" or "Percentage". The sum of cost for the line in this block must equal the cost of the item.
% Split	N3.2	This will only be used where the financing method of the line is "Percentage". This value indicates contribution of the cost centre in financing the item. This value range is between .0001 and 100.00 From an originating document The value defaults from the original document and can be changed by the user. Manual Input Completed by the user if the distribution is (P)ercentage..
Account Type	A4	The Creditor Account Type to be used on the line. The control GLA of the line is derived from the GLA linked to account type. Account types are defined in option {FCSC-21}. The List of Values will list the account type and description where the subsytem of the account type is PM. From an originating document The value defaults from the original document and cannot be changed by the user. Manual Input The system will default the Creditor Account Type in the following order: Cost Centre {FCSO-1} of the expense GLA, Transaction Type definition {FCSO-7} Creditor definition {FPMM-2} or if null it must be entered by the user. The user can change the default values.
GL Note	A30	An optional note to accompany the GL-transaction. The system will default the reference code plus the order number and creditor name into this field, depending on values available. The user can update the GL note.
Budget	A1	The field displays the budget status of a line. Valid values are Sufficient, Forced or Insufficient. The field is only assigned a value once budget control has been performed which is done when the user commits the document. Once budget has been performed, if any line on the document is insufficient the program will automatically drill down to the Override Insufficient Funds screen where the user can force the lines with insufficient funds should the user have priviliegdes to override Insufficient funds. The following describes each value: Sufficient When budget control was performed the GLA had sufficient funds,the field was set to (S)ufficient Forced A user forced budget control on the line that had insufficient funds when budget control was performed. To force budget means to set the budget flag on a line with insufficient funds to (F)orce which will result in programs treating the line as sufficient. A report of all forced records can be printed using option {FPMOR2-30}. Insufficient When budget control was performed, the GLA has insufficient funds and the program set budget control flag to (I)nsufficient. The user must force the insufficient funds on the line or change the expense GLA to a GLA that has sufficient funds.
% App	N1.2	Value range of this field is 0 to 1.000. From an originating document The value defaults from the original document and can be changed by the user only if it is an invoice document. It is the users responsibility to ensure that the VAT apportionment percentage is correct before committing the document. A VAT input transaction will be generated if the VAT rate and VAT apportionment percentage are both greater than 0.00. Manual Input The system will default the VAT apportionment precenatge linked to the VAT Rate Code {FCSC-1} linked to the cost centre {FCSO-1} of the expense GLA. It is the users responsibility to ensure that the VAT apportionment percentage is correct before committing the document. A VAT input transaction will be generated if the VAT rate and VAT apportionment percentage are both greater than 0.00.
Total	N15.2	Displays the VAT inclusive, total of the line in local currency. Total is calculated by muliplying the cost in given currency for this line with the exchange rate.
Distribution Total	N15.2	Running total of Quantity/Cost being captured that validates against Original values
Available to Distribute	N15.2	Running total of Quantity/Cost being captured that validates against Available values

Example:

Processing Rules
	No special processing rules

Date	System Version	By Whom	Job	Description
31-Oct-2007	v01.0.0.0	Amanda Nell	t144148	New manual format.
04-Dec-2007	v01.0.0.0	Kobus Kleinhans	t144148	Manual still to be proofread by the system owner.
20-May-2008	v01.0.0.1	Charlene van der Schyff	t150589	Update creditor status by creditor
25-Mar-2009	v01.0.0.2	Marchand Hildebrand	t152121	Proof Read System Owner
20-Mar-2012	v01.0.0.2	Marchand Hildebrand	t185198	Manual Corrections
05 Nov-2013	v02.0.0.1	Kenneth Bovula	t195290	Increase the reference number length to 15 characters.