Maintain Received Invoice or Credit Notes {FPMO5-2} 


The purpose of this option is to track invoices and credit notes received send for approval signatures. 
 
Some institutions receive invoices and credit notes at a central point, distribute these documents for approval to the departments receiving the goods or service and once returned from the departments process these documents. The process of receiving goods and the flow of documentation may vary within institution and is therefore not relevant to all institutions.

Sending invoices and credit notes to departments for approval, results in having to keep track of documents. An easy way of following up these documents is by recording documents on the system by capturing the responsible department and key elements as they are received. If this is done the user can print a list of "Outstanding Documents per Department", option {FPMOR3-11}. This report reflects all document, for which approval has not yet been received, i.e. it will list all documents, which have not been entered via options {FPMO5-1} or {FPMO5-10}.Both foreign and local documents can be tracked is this way. If foreign currency invoice have been approved before forwarding to the bank, a note to that effect should be made on the report.  The report {FPMOR3-26} reflects transactions for international drafts for a specified selection of creditors between specified dates.

When an Invoice or Credit Note is captured in options {FPMO5-1} or {FPMO5-10}, the record in the "Received Invoice Credit Notes" table for the document is deleted. A  document is matched by Document Number, Document Type and Creditor before it is deleted from the "Received Invoice Credit Notes" table.


Fields in the option:

Block 1:  Received Invoices/Credit Notes

Field Type
&
Length		 Description
Invoice/Credit Note Number A12  Number of the document received.
Date Received DD-MON-YYYY Date on which this document was received and sent out.  The system date will default into this field, but can be changed by the user.  The system will control that this date is not earlier than the system date.
Invoice/Credit Note Date  DD-MON-YYYY The date on the document.
Invoice/Credit Note Type A2 The Document Type, valid document types are Invoices and  Credit Notes.
Creditor N9 The creditor code for the supplier on the document recieved. The the name and the currency of the creditor will be displayed..
Order Number A10 The order number form which the document orginates from.  This is not a mandatory field.
Department  N4 The department code of the department to which the document was send. The department name will display.  This is not a mandatory field.
Contact Person  A40 The name of the person to whom this document is addressed.  User may use this field as a note field as well.  This is not a mandatory field.
Value  N9.2 Value of the document in the creditors currency.

Example:

Example of fpmo5-2b1

 

Processing
Rules		  
  No special processing rules


See Also:



History Of Changes

Date System Version By Whom Job Description
02-May-2007 v01.0.0.0 Amanda Nell t134638 New manual format.
19-MAr-2009 v01.0.0.1 Marchand Hildebrand t152121 Proof Read System Owner