Reallocate Invoices Tab

This section includes the fields and descriptions for the Reallocate Invoices tab.

Invoice Island

Field	Description
Type	This field shows whether the information in the window is for an invoice (“Credit”) or a credit memo (“Debit”).
Invoice No.	This is the invoice number of the vendor invoice or credit memo.
Invoice Date	This is the invoice date of the vendor invoice or credit memo.
Reference Date	In this field, you can enter a reference date for the current vendor invoice. The date is transferred to the G/L entries resulting from the current invoice. If the current invoice refers to a job, Maconomy checks that the date specified in this field is within the open posting period for job entries. Furthermore, if a job is specified, the date in this field is used as the job cost posting date on the job entries resulting from the current reallocation line. If you specify a date, this date is suggested on every line in the table part of the window.
Due Date	This is the due date of the vendor invoice or credit memo.
Packing Slip No.	This is the packing slip number assigned to the vendor invoice or credit memo.
Attn.	This is the vendor’s attention person; that is, the person to whom shipping and payment information is directed.
Amount Incl. Tax	This is the amount including tax registered on the vendor invoice or credit memo. The amount is displayed in the currency used on the invoice in question.
Amount Incl. Tax For Reconc.	This is the amount inclusive tax available for reallocation on the vendor invoice or credit memo. The amount is displayed in the currency used on the invoice in question.
Tax	This is the original tax amount registered on the invoice or credit memo. The amount is displayed in the currency used on the invoice. Tax Amount for Realloc. This is the tax amount available for reallocation on the invoice or credit memo. The amount is displayed in the currency used on the invoice.
Currency	This is the currency of the invoice or credit memo. The currency is used when converting the invoice amount into the base currency of the current company and the vendor’s standard currency.
Disclosable	If this field is marked, an obligation of disclosure is attached to the vendor invoice. This field is used if, for example, the vendor is a person for whom special taxation rules apply. If you wish to mark a vendor as disclosable, the vendor’s information card must contain a CNR or Corporate Registration Number. A vendor can be marked as disclosable in the windows Vendor Information Card, Vendor Invoices and Invoice Allocation.
Purchase Transaction Type	This field displays the type of the purchase transaction.

Purchase Order Island

Field

Description

Purch. Order No.

This field displays the purchase order number entered, if any, when the currently displayed vendor invoice was entered. The value in this field is retrieved from the field “Purchase Order No.” in the table part of the window Vendor Invoices. You can enter another purchase order number here, which is used when you select the action “Get Purchase Order.” If a value is shown in this field, a number of reallocation lines have been automatically created in the table part of the window, corresponding to the lines on the purchase order in question.

Company Island

Field	Description
Company	This field displays the name and number of the company specified on the current vendor invoice or credit memo.
Base Currency	This field displays the currency used as base currency in the company specified in the field “Company No.” above. See the field “Base Currency” in the window Company Information in the G/L module for a detailed description of the concepts of company base currency and enterprise currency.
Global Location No.	In this field, you can specify a global location number. Global location numbers are used in electronic invoices, and therefore this field will typically be completed automatically on electronically read vendor invoices. Global location numbers are set up in the window Company Locations in the G/L module and indicate the company, department, warehouse or other entity to receive the invoice. For further information about the concept of global location numbers, see the introduction to the window Company Locations in the G/L module. The location number must belong to the company specified in the field “Company No.” above. When a global location number is specified, any registration code and allocation responsible specified for the global location number are transferred to the invoice as if entered manually.

Copy Vendor Invoice Island

Field	Description
Vendor No.	This field displays the number of the vendor assigned to the invoice on the basis of which copying or reversion has been made.
Invoice No.	This field displays the number of the invoice on the basis of which copying or reversion has been made.
Journal No.	This field displays the number of the journal on the basis of which copying or reversion has been made.
Journal Line No.	This field displays the number of the journal line on the basis of which copying or reversion has been made.
Reverse at Copying	This field displays whether the current entry has reversed a given vendor entry. See the description of the island Copy Vendor Invoice in the window Invoice Allocation for more information.

Responsible Island

Field	Description
Responsible	In this field, you can specify the number of the employee responsible for approving the current invoice or credit memo. This field also shows the name of the employee whose number you specify.

Vendor Information Island

Field	Description
Enterprise	In this field, you can specify an enterprise. When you create a vendor invoice manually, Maconomy suggests the value for this field from the purchase order or (if there is no purchase order) from the vendor information card, but you can select another. This field is used when deriving a G/L tax code from G/L tax tables.
	You maintain enterprises in the Enterprises field in the Popup Fields single dialog workspace under the Set-Up module.
Segment	In this field, you can specify a segment. When you create a vendor invoice manually, Maconomy suggests the value for this field from the purchase order or (if there is no purchase order) from the vendor information card, but you can select another. This field is used when deriving a G/L tax code from G/L tax tables.
	You maintain segments in the Segments field in the Popup Fields single dialog workspace under the Set-Up module.
Area	In this field, you can specify an area. When you create a vendor invoice manually, Maconomy suggests the value for this field from the purchase order or (if there is no purchase order) from the vendor information card, but you can select another. This field is used when deriving a G/L tax code from G/L tax tables.
	You maintain areas in the Area field in the Popup Fields single dialog workspace under the Set-Up module.

Pay to Vendor Island

Field	Description
Vendor No.	This field shows the number of the vendor who is to receive payment of the invoice. The field also shows the name of the vendor and first two lines of the vendor’s address.
Giro No.	This field shows the giro number assigned to the pay to vendor displayed in this island.
Reg. No.	This field shows the registration number assigned to the pay to vendor displayed in this island.
Bank Acct. No.	This field shows the bank account number assigned to the pay to vendor displayed in this island.

Payment Island

Field	Description
Payment Mode	This field shows the payment mode used for the current vendor invoice.
Pay when Paid	This field shows whether payment when paid applies to the invoice in question. For further information, see the description of the corresponding field in the window Change Payment Selection by Vendor.
Payer Identification	This field shows the vendor invoice’s payer identification. The payer identification is used by Maconomy to create payment files for the electronic payment of vendors. These payment files are created in the window Payment Files in the Banking module.
Payment Description	This field shows a code for the goods or services covered by the vendor invoice if the vendor invoice concerns import. Maconomy uses the payment description in the creation of payment files for electronic payment of vendors.
Card Type Code	This field shows the card type code of the vendor invoice. The code is used by Maconomy to create payment files for the electronic payment of vendors. These payment files are created in the window Payment Files in the Banking module.
Import Date	This field shows the date on which the goods or services covered by the vendor invoice were imported. Maconomy uses the import date in the creation of payment files for electronic payment of vendors.

Reference Invoice Island

Field	Description
Credit Memo Reference	On a credit memo, you must enter the invoice number of the invoice to reconcile against.
Journal no. reference	On a credit memo, you must enter the journal number of the invoice to reconcile.
Journal line no. reference	On a credit memo, you must enter the line number of the entry to reconcile in the journal of the invoice.

Vendor Island

Field	Description
Vendor No.	This field shows the number of the vendor assigned to the invoice or credit memo. The island also shows the name of the vendor and the first two lines of the vendor’s address. The information is retrieved from the Vendor Information Card.

Allocation, Currency Island

Field	Description
Status	This field shows the current status of the invoice displayed in the window. The field can show one of the following options: Awaits Allocation — The invoice journal has been submitted and approved for posting, but no invoice allocation line has yet been created for the invoice in question. Allocation Started — Allocation lines have been created, but have not yet been submitted or fully allocated. Awaits Approval — The allocation has been submitted for approval and awaits approval for posting. Awaits Posting — The invoice journal has been approved, but has not yet been posted. Note that if you do not use approval hierarchies, and if the system parameter “Approve vend. inv. at submission” has been marked, vendor invoice journals are automatically approved once they are submitted, and this option is thus displayed in this field. See the description of the actions “Submit for approval” and “Approve for posting” for further information. Allocation Completed — The allocation has been fully approved and posted, and is thus completed.
Allocated excl. Tax	This field shows how much of the invoice or credit memo you have allocated to cost accounts or jobs, tax excluded. The value in the field is calculated as the total of the amounts in the field “Amount Excl. Tax” in the table part of the window.
Allocated Tax	This field shows how much tax you have allocated to tax accounts. The value in the field is calculated as the total of the field “Tax Amount” in the table part of the window. Note that you are not required to reallocate tax. This means that you can change the price/tax ratio when reallocating. If the reallocated tax does not add up to the original tax, or if you use different accounts, Maconomy will create an appropriate number of tax entries to fully reconcile the original tax.
Allocated Incl. Tax	This field shows how much of the vendor invoice or credit memo amount including tax has been allocated on G/L accounts or jobs. The field is calculated as the sum of the amounts entered in the field “Amount, Incl. Tax” in the table part of the window.
Remainder, Excl. Tax	This field shows how much of the total amount, tax excluded remains to be allocated on the lines in the table part of the window. The invoice allocation cannot be approved until the amount in this field is zero.
Remainder, Tax	This field shows how much of the total tax amount on the vendor invoice remains to be allocated on the lines in the table part of the window. The functionality of the field depends on whether the system parameter “Recalculate Tax Amount from Amount Including Tax” has been marked. If the parameter has not been marked, the functionality is as described below. If the parameter has been marked, substitute the term “amount excluding tax” in the description below with “amount including tax.” On the individual lines created in the table part, the tax amount is calculated from the amount excluding tax. This means that if a tax amount remains when the full amount excluding tax has been allocated (for instance because you changed the tax amount on the invoice due to an incorrect tax amount stated by the vendor), you must manually change the tax amount on one of the allocation lines before the allocation can be approved. However, if the amount excl. tax entered on a line causes the remainder excl. tax to be fully allocated, and the difference between the tax remainder and the calculated tax for the line in question is within the margin specified in the system parameter “Margin for automatic correction of tax,” the tax remainder is automatically allocated to the line (rather than calculated from the amount excluding tax on the line), regardless of whether this tax amount is correct according to the amount and tax code on the line.
Remainder, Incl. Tax	This field shows how much of the total amount inclusive tax remains to be allocated on the lines in the table part of the window. The invoice allocation cannot be approved until the amount in this field is zero.
Responsible for Allocation	In this field, you can specify the number of the employee responsible for the allocation of the invoice in question. If a global location number is specified in the field “Global Location No.,” any allocation responsible assigned to the location number in question is suggested.
Name	This field shows the name of the employee assigned responsible for the allocation of the invoice in question.

Job Island

Field	Description
Job	If a job number was specified on the original vendor invoice, this field shows the job number in question. The job number cannot be changed here. This field also shows the name of the job specified by the job number.

Entry Island

Field	Description
Reallocation Date	In this field, you can enter the date on which the invoice should be reallocated. Maconomy suggests the date on which the invoice or credit memo was registered, but you can change the date manually. Maconomy checks that the date is within the open posting period.
Entry Date	This field shows the entry date registered on the invoice or credit memo.
Trans. No.	This field shows the transaction number of the invoice or credit memo. This number is used for all the entries in the journal.
Trans. Type	This field shows the transaction type of the vendor invoice journal entry.
Description	This field shows the entry text assigned to the invoice or credit memo. The description is used for all the entries in the journal.
Date Posted	This field shows the date on which the invoice or credit memo was posted.
Journal No.	This field shows the journal number of the posting journal in which the invoice or credit memo was originally registered.
Line No.	This field shows the journal line number on which the invoice or credit memo was registered.

Currency Island

Field	Description
Exchange Rate	This field shows the exchange rate used when the invoice was posted.
Fixed Exchange Rate at Payment	If this field is marked, the exchange rate in which the entry is posted will be fixed when the payment is posted, even though the exchange rate may have changed according to the current exchange rate table.

Document Archive Island

Field	Description
Document Archive No.	In this field, you can enter a number of a document archive to be assigned to the vendor invoice in question. By assigning a document archive to a vendor invoice, you can keep track of the documents relevant to the vendor invoice. If you need to assign a specific document (for example, a scanned image of the original vendor invoice) to an invoice journal, this can be done by specifying the name of the file in the field “File Name” below. Document archives are created in the window Document Archives in the Set-Up module. This field also shows the description of the document archive whose number you specified.
File Name	In this field, you can enter the name of a file to be assigned to the invoice. The file name specified can refer to a document containing a scanned image of the original invoice or any other document being of particular relevance for the vendor invoice. If you create an invoice manually in this window, you must specify the entire path of the file in this field in order to assign a file to the invoice. When you press Return, a document archive in which the file is stored is automatically created, if Maconomy can locate the file specified. The number series for document archives to be used by Maconomy are specified in the window Number Series in the Set-Up module. If you need to assign a file to an invoice after having pressed Return, you specify only the file name in this field, not the entire path, and the number of the document archive in which the file is stored. Once the invoice has been approved for posting, you cannot specify a file name in this field. The file assigned to the invoice can be displayed by a third party program, for example, Acrobat Reader or a browser by selecting the action “Show Document” in the Action menu of this window. In this way, you can always inspect the original invoice when processing the Maconomy invoice through reallocation in the system.

Dimensions Island

Field	Description
Location	This field shows the location specified on the invoice or credit memo. The value is retrieved from the field “Location” in table part of the window Vendor Invoices.
Entity	The functionality of this field is similar to that of the field “Location” above.
Project	The functionality of this field is similar to that of the field “Location” above.
Purpose	The functionality of this field is similar to that of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to that of the field “Location” above.
Local Spec. 1-3	The functionality of these fields is similar to that of the field “Location” above.

Remarks Island

Field	Description
Remarks 1-5	These five fields show any remarks assigned to the vendor invoice in question.