Invoice Allocation Tab
This section includes the fields and descriptions for the Invoice Allocation tab.
Actions
| Field | Description |
|---|---|
| Create Conversation | Use this action to create a new conversation about jobs and invoices. The action is visible when no conversation exists, and the conversation type is enabled. |
Invoice Island
| Field | Description |
|---|---|
| Reallocation Date | This dynamic field shows the date when you reallocated the invoice. 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. |
| Date Posted | This dynamic field shows the date when you posted the vendor invoice or credit memo. This dynamic field shows only when you post the vendor invoices and credit memos. |
| Entry Date | In this field, you specify the entry date of the invoice/credit memo. |
| Trans. No. | In this field, you specify the transaction number of the invoice/credit memo.
If you have not checked the box “Reuse Trans. No.” in the System Information window in the Set-Up module, Maconomy checks that the transaction number has not already been used for a journal entry in an unposted general or vendor invoice journal that belongs to the company that applies to the current line or for an already posted G/L entry that belongs to the company that applies to the current line. If the system parameter “Company specific transaction number check” has been marked, Maconomy checks that the transaction number has not already been used for a journal entry in an unposted general, asset, customer payment, or vendor invoice journal that belongs to the company that applies to the current line or for an already posted G/L entry that belongs to the company that applies to the current line. If the parameter has not been marked, Maconomy checks that the number has not been used on any other manual transaction in the system, regardless of company number. |
| Trans. Type | In this field, you can enter a transaction type for the vendor invoice. When you create a vendor invoice, the field is empty. If it is left empty, Maconomy will set it to the default transaction type for the vendor invoice journal, the specified company, and user. |
| Description | In this field, you enter an entry text. If you use standard texts, you can save time by using the field “Std. Description.” |
| Std. Description | If you often use the same entry texts, such as “Purchase” or “Sales,” you can define them in the system. You can then select them in the “Std. Description” pop-up field. The text is copied to the field “description” when you press Return, unless it already has a text. Standard texts are maintained in the Popup Fields window in the Set-Up module. |
| Type | In this field, you can specify whether the entry is an invoice or a credit memo. |
| Amount Incl. Tax | In this field, you can enter the invoice amount in the currency of the vendor invoice including tax. If the invoice is subject to tax, enter the full amount, including tax, and choose the relevant G/L tax code in the field “Tax Code” in the island Tax.
When registering EU item purchases, that is, purchase from a tax registered vendor in another EU country, enter the invoice amount, which does not include taxes, and select the tax code for EU acquisition tax. Maconomy will then calculate your local purchase tax from the invoice amount and set off the tax amount on the account for EU acquisition tax. |
| Currency | In this field, you can specify 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. |
| Time Unit | In this field, you can specify the time unit. You can specify hours or days.
When you specify a vendor, this field copies the value from that vendor's information. However, you can change the value up until an invoice allocation line is created. |
| Invoice No. | In this field, you specify the invoice number of the invoice or the credit memo number of the credit memo. |
| Invoice Date | In this field, you can specify the vendor invoice or credit memo date. If you do not manually enter a date in this field when creating an invoice, Maconomy will suggest the date entered in the field “Entry Date.” The date is used along with the vendor’s payment terms for calculating the due date of the vendor invoice. However, you can change the date after entering the vendor invoice. If you do so, Maconomy will recalculate the due date. |
| Reference Date | In this field, you can enter a reference date for the current vendor invoice or credit memo. The date is transferred to the G/L entries resulting from the current line. If the current line 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 vendor invoice line or credit memo line. If you specify a date, this date is suggested in the corresponding field on every line in the table part of the window. |
| Due Date | In this field, you can specify the date on which the vendor invoice or credit memo is due for payment. Maconomy calculates the due date on the basis of the invoice date and the vendor’s payment terms but you can change the date.
The due date is used when creating payment selections, as only entries whose due dates lie before or on a given date are selected for payment. |
| Packing Slip No. | In this field, you can enter a packing slip number that pertains to the receipt of the items covered by the current purchase order.
If you, while creating a vendor invoice, specify a packing slip number that matches a packing slip number entered in the Purchase Receipt window for the purchase order specified on the invoice, Maconomy will automatically create an invoice allocation line for each purchase receipt line on the order in question on which items were received. If the packing slip number does not match a delivery number for the purchase order, no allocation lines are made. Similar functionality applies when using the action “Get Purchase Order.” The prices and quantities on the automatically created allocation lines will match those of the item receipt (any delivery costs and expense percentages specified on the purchase order will be added to the prices), and the field “For Inventory Purchase” will be marked. |
| Attn. | Specify the vendor's attention person; that is, the person to whom shipping and payment information is directed. |
| Cash Discount Date | This field shows the cash discount date that applies to the current vendor entry. When a vendor invoice is created for a vendor whose payment information contains a cash discount code in the field “Cash Discount payment,” for example, “10 days Net, 2%,” Maconomy automatically completes this field with a date that corresponds to the entry date plus the number of days specified in the cash discount terms. If the cash discount terms are “10 days Net, 2%,” this field will show a date that corresponds to the entry date plus 10 days.
The cash discount date represents the latest day on which payment can be made if you wish to receive the cash discount on the current invoice. |
| Possible Cash Discount % | In this field, you can specify a cash discount that can be gained by paying the vendor invoice by the cash discount date specified above. This discount may vary from the standard cash discount rate granted by the vendor, for instance because of a special offer.
When a payment selection is created for the invoice, the discount in this field is suggested on the payment selection, unless the cash discount date has been exceeded. However, if the field is blank, the cash discount suggested on the payment will be calculated from the cash discount terms of the vendor. When you enter a value in this field, Maconomy automatically updates the field “Possible Cash Discount %” accordingly, based on the invoice amount and cash discount. |
| Possible Cash Discount | In this field, you can specify a cash discount that can be gained by paying the vendor invoice by the cash discount date specified above. This discount may vary from the standard cash discount rate granted by the vendor, for instance because of a special offer.
When a payment selection is created for the invoice, the discount in this field is suggested on the payment selection, unless the cash discount date has been exceeded. However, if the field is blank, the cash discount suggested on the payment will be calculated from the cash discount terms of the vendor. When you enter a value in this field, Maconomy automatically updates the field “Possible Cash Discount %” accordingly, based on the invoice amount and cash discount. |
| Amount Excl. Discount | This field shows the invoice amount minus the calculated cash discount that is possible. |
| For Inventory Purch. | When creating a vendor invoice, you can mark this field if you want Maconomy to make a purchase transaction when the invoice is posted. If the field “For Inventory Purch.” in the System Information window is marked, Maconomy will automatically mark this field. If this field is marked, Maconomy automatically creates an allocation line in the table part for the full invoice amount. This means that when the invoice is posted, a purchase transaction is created for the amount in the field “Inventory Amount.” Purchase transactions are shown in the Invoice Reconciliation window and are used for balancing item receipts form the Item Purchase Orders and A/P modules against vendor invoices. You must thus create a purchase transaction if the invoice is for items to your warehouse and are received in the Item receipt or Purchase Receipt window. |
| Allocation Code | In this field, you can enter an allocation code created in the Allocation Codes window in the G/L module. Allocation codes are used to ease the registration of standard entries.
When you enter an allocation code in this field, Maconomy will automatically create the number of lines in the table part of the window specified in the code, and this field will be blanked. In this connection, it is recommended that you use allocation codes with positive percentages. If you do not enter an allocation code in this field, and a standard allocation code has been specified on the information card of the vendor for whom the invoice is created, the standard allocation code of the vendor is automatically transferred to the vendor invoice, and allocation lines are created in the same way as if you had manually specified an allocation code. Note that you cannot specify an allocation code in this field if one or more allocation lines have already been created in the table part of the window. |
| Allocation Account | In this field, you can enter a number of an account on which allocation entries should be posted. If you use an allocation code on which no account numbers have been specified, you can enter an account number in this field to be used for the allocation of the invoice. When you specify an allocation code in the field “Allocation Code” above and enter an allocation account number in this field, Maconomy will create the number of lines specified in the chosen allocation code, and these lines are hence allocated on the account number specified in this field.
If you do not use an allocation code and specify an allocation account in this field, Maconomy will create one allocation line in the table part of the window with the account number specified in this field. |
| Disclosable | In this field, you can specify whether the current vendor invoice is disclosable. If this field has been marked for a vendor invoice, parts of the invoice amount may be tax–exempt for the vendor, for example, tax-exempt transportation. By checking the field “Tax Exempt” in the table part of this window, you specify that the individual invoice allocation line is tax-exempt. If a vendor has been marked as disclosable on the vendor information card, the mark will be transferred to this field when you make an invoice for the vendor in question.
When reporting to tax authorities, you distinguish between disclosable and tax-exempt services for disclosable invoices. 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 Vendor Information Card window. |
| Purchase Transaction Type | Use this field to select the type of the purchase transaction. |
| Self Invoice | Select this check box to indicate that the vendor invoice is a self-invoice. |
Company Island
| Field | Description |
|---|---|
| Company | This field displays the number and name of the company responsible for the invoice allocation. The value in this field is copied from either the field “Company No.” in the card part of the window Vendor Invoices or in the current user depending on the order of priority specified in the window Dimension Derivations in the G/L module. If neither a value for derivation of the dimension Company on the vendor information card nor in the window Users in the Set-Up module has been specified, the standard value for the dimension Company is copied from the window System Parameters in the Set-Up module.
Note that if you specify another company for a vendor invoice in the table part of this window which is different form the company specified in the card part of the window Vendor Invoices, this will result in intercompany entries between the responsible company on the vendor invoice and the specified intercompany company in this window in connection with posting. The intercompany entries will be of the type “Vendor Invoice.” Should you wish to create a vendor invoice, the number of the company which should be the one responsible the invoice allocation is displayed in this field. |
| Base Currency | This field shows the currency used as base currency in the company specified in the Company No. field. See the Base Currency field in the Company Information single dialog workspace in the G/L module for a detailed description of the concepts of company base currency and enterprise currency. |
| Global Location No. | If a global location number has been specified on the vendor invoice, you can enter the global location number here. 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. If you specify both a global location number and a company, the location number must belong to the specified company. If you specify only a global location number, the invoice is automatically assigned to the company with which the location number is associated. 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. |
Journal Island
| Field | Description |
|---|---|
| Journal No. | This field shows the journal number to which the current invoice belongs. If the invoice was created in the Vendor invoices window, this field shows the number of the journal in which the invoice was created. If you are creating a vendor invoice, the invoice must be assigned to a journal, and you can do this in the following ways:
|
| Line No. | This field shows the number of the line on which the current invoice occurs in the journal shown in the field “Journal No.” |
Tax Island
| Field | Description |
|---|---|
| Tax Code | In this field, you specify a G/L tax code if the invoice is subject to tax. Maconomy suggests a G/L tax code for tax receivable if the vendor is marked in the field “Tax” in the Payment Control window. You can select another code or leave the field blank if no tax applies to the invoice.
Maconomy suggests a tax code on the basis of the following procedure: If a standard tax code for vendor invoices that is specified in the field “Standard Vendor Tax Code” in the Company Information window has been selected for the company responsible for the current journal, Maconomy will suggest the specified G/L tax code. If no standard tax code has been specified for vendor invoices, the tax code will be found as follows:
If you have referred to a purchase order number when receiving the vendor invoice in the Vendor Invoices window, Maconomy automatically creates allocation lines in the table part of the window that correspond to the lines on the purchase order, and the value in the field “Tax” on the corresponding line on the purchase order will be transferred to this field. You can change the value suggested by Maconomy, and you can enter a “blank” value. Maconomy adds tax automatically if you specify a tax code in this field. The amount is displayed in the field “Tax Amount.” The tax is posted in debit or credit to the tax account, depending on the value selected in the field “D/C.” You can add up to three different tax codes if necessary. To enable multiple tax codes, the system parameters “Show Three Tax Levels” and/or “Sow Two Tax Levels” must be marked in the System Parameters window. When multiple tax codes are enabled, the “Tax Code” field will be replaced by the following fields: “Tax Code 1,” “Tax Code 2,” and, if enabled, “Tax Code 3.” For further information on multiple tax codes, please see the description in “Tax Codes.” |
| Tax Amount, Currency | This field shows the tax amount if you specify a tax code in the field “Tax Code.” The amount is calculated from the tax code, but it can be changed.
See the description of the field “Tax Code” above. If multiple tax codes are enabled, the “Tax Amount, Currency” field will be replaced by the following fields: “Tax Amount Total, Currency,” “Tax Amount 1, currency,” “Tax Amount 2, Currency,” and, if enabled, “Tax Amount 3, Currency.” For further information on multiple tax codes, please see the description in “Tax Codes.” |
| Company Tax Code | In this field, you can specify a company tax code created in the Popup Fields window. This field is used by Maconomy for determining the tax code to be used in the calculation of tax for the individual allocation lines, as the reporting code is part of the criteria for the selection of a G/L tax code in the G/L Tax Tables window if such a table has been specified for the company responsible for the current invoice. When selecting a G/L tax table, Maconomy uses the tax table specified as the responsible company for the vendor invoice in the Company Information window. However, the tax code is only selected from a tax table if the company that is responsible for the current invoice is assigned to a tax table in the System Information window.
If no G/L tax table has been specified for the company, or if the G/L tax table does not contain any lines that correspond to the current registration, Maconomy uses the G/L tax code specified for the account in question. If an activity has been specified, Maconomy uses the tax code specified for the P&L account of the activity. When posting entries, the reporting code is used for determining which tax report entries to create. Based on the tax report entries, you can create tax reports that show the tax and tax basis entries assigned to a given tax report field. However, this kind of reporting can only be done if extended tax reporting has been selected in the System Information window. If a purchase order has been specified for the vendor invoice, Maconomy retrieves the reporting code from the card part of the purchase order in question, and if no purchase order has been specified, the reporting code is transferred from the vendor’s information card. However, you can select another reporting code here. |
Pay to Vendor Island
| Field | Description |
|---|---|
| Vendor No. | In this field, you can specify the number of the vendor who is to receive payment for the vendor invoice. Maconomy suggests the pay to vendor from the information card of the vendor specified in the island Vendor, but you can change the pay to vendor here.
The other lines in this island show the name and address of the pay to vendor. This information cannot be changed here. |
| 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 | In this field, you can select the payment mode to be used for the current vendor invoice. Maconomy suggests the value in the field “Payment Mode” in the window Payment Control, but you can change the payment mode for the current invoice. |
| Pay when Paid | In this field, you can specify whether payment when paid functionality should apply to the current vendor invoice. Maconomy suggests the value from the corresponding field on the payment terms selected for the current invoice. The field can only be marked if the system parameter “Enable Payment when Paid” has been marked.
Payment when paid functionality is used in the Banking module to ensure that vendor invoices are not paid until they are allocated, and that vendor invoices allocated to jobs are not paid until you have received payment from the customer of the job in question. The value in this field does not have any effect on the vendor invoice itself, but the value here is suggested in the corresponding field on the vendor entries created as a result of posting the invoice. This means that in the window Change Payment Selection by Vendor, you can change the value for the individual vendor invoices resulting from the allocation of the invoice. Therefore, the effects of the field are described in the section about the field “Pay when Paid” in the window Payment Selection by Vendor. |
| Payer Identification | In this field, you can enter 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. If you enter neither a card type code nor a payer identification, the vendor’s standard payer identification is copied to the vendor entry when the invoice is posted. This payer identification is entered in the field “Payer Identification” in the window Payment Control. Maconomy checks that the value entered is a correct payer identification. |
| Payment Description | In this field, you can enter 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 | In this field, you can enter the vendor invoice card type code. It 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. If you enter neither a card type code nor a payer identification, the vendor’s standard card type code is copied to the vendor entry when the invoice is posted. This card type code is entered in the field “Card Type Code” in the window Payment Control. |
| Import Date | In this field, you can enter 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. These payment files are created in the window Payment Files in the Banking module. |
| Giro | In this field, you can enter the giro number to be used for the vendor invoice. |
| Bank Acct. No. | In this field, you can enter the bank account number to be used for the vendor invoice. |
| Reg. No. | In this field, you can enter the registration number to be used for the vendor invoice. |
| Credit Card No. | In this field, you can enter the credit card number to be used for the vendor invoice. |
| CPC No. | In this field, you can enter the CPC number to be used for the vendor invoice. |
Approval Hierarchy Status Island
| Field | Description |
|---|---|
| Approval Relation | This field shows the relation used in connection with the type of registration. |
| Approval No. | This field shows the approval number of the vendor invoice or credit memo. The number is incremented by one each time you submit the vendor invoice or credit memo for approval. |
| Approval line No. |
This field shows the approval line number, which indicates the current approval level of the vendor invoice or credit memo based on the order in the current approval hierarchy. |
| Approval Status | This field shows the approval status of the current vendor invoice or credit memo. The possible statuses are:
|
| Approval Status Details | This field shows details regarding the latest approval status of the current vendor invoice or credit memo. |
| Header Can Be Approved By Current User | This field indicates if the current user can approve the header of the vendor invoice or credit memo. |
| Header Approved Or Rejected By | This field shows the user who approved or rejected the header of the vendor invoice or credit memo. |
| Header Approval Or Rejection Date | This field shows the date when the user approved or rejected the header of the vendor invoice or credit memo. |
| Header Approval Or Rejection Time | This field shows the time when the user approved or rejected the header of the vendor invoice or credit memo. |
| Header Approval Or Rejection Comment | This field shows any comments entered by the user related to the approval, release, or rejection of the vendor invoice or credit memo. |
| Workflow Status | This field shows the status of the vendor invoice or credit memo within a workflow. The possible workflow statuses are:
|
Vendor Island
| Field | Description |
|---|---|
| Vendor No. | In this field, you can specify the number of the vendor who sent the vendor invoice. The other lines in the island show the name and address of the vendor who sent the vendor invoice. The information is retrieved from the vendor’s information card and cannot be changed here. |
Purchase Order Island
| Field | Description |
|---|---|
| Purch. Order No. | In this field, you can enter the number of a purchase order from the window Purchase Orders, if the vendor invoice relates to a purchase order placed with the vendor. If the vendor invoice pertains to a specific item receipt, you can also enter the number of the packing slip representing the receipt in the field “Packing Slip No.”
If you only specify a purchase order number, Maconomy will automatically create allocation lines allocating the vendor invoice to entries for the open lines on the purchase order. The quantities on these lines will correspond to the quantities received in the window Purchase Receipt. However, if the system parameter “Suggest Quantity Received on Vendor Invoice” is not marked, the quantities on allocation lines based on a purchase line for which a quantity of zero has been received (or no receipt has been registered) will be set to the quantity remaining to be received for that purchase line. If you specify a packing slip number in the field “Packing Slip No.” that matches a packing slip number entered in the window Purchase Receipt for the purchase order in question, allocation lines are only created for those lines on the purchase receipt that pertain to an item and resulted in an item movement. On these allocation lines, the amounts and quantities will match those received on the item receipt (any delivery costs and expense percentages specified on the purchase order will be added to the prices), and the field “For Inventory Purchase” will be marked. If the allocation lines created in this process match the amount of the invoice and the system parameter “Manual Release of Vend. Inv.” is not marked, the invoice is automatically approved for posting. If the entry is a vendor credit memo, the previously invoiced amount will be transferred from each purchase order line, and Maconomy creates allocation lines for the closed purchase order lines. Maconomy retrieves most of the information from the purchase order, and you only have to complete “Entry Date,” “Trans. No.” and “Invoice No.” In case you did not specify a vendor at the time of entering the purchase order, the field “Vendor No.” must be filled in along with the field “Purchase Order No.” in the card part of the window. When posting the vendor invoice, the specified vendor number is transferred to the purchase order. |
Job Island
| Field | Description |
|---|---|
| Job | In this field, you can enter a job number to which the vendor invoice pertains. This job number will be suggested on lines created in the table part. This field also shows the name of the job specified in by the job number. |
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:
|
| Allocation Started | This field indicates if the allocation of the credit memo or vendor invoice has started. If the Standard Allocation Code field is selected on the information card of the vendor for whom an invoice is created, and if the Manual Release of Vend. Inv. system parameter is not selected, the allocation of the invoice automatically starts once you press Return on the line. You can approve the allocation line(s) created either in the Vendor Invoices single dialog workspace or Invoice Allocation single dialog workspace. |
| Released for Posting | This field indicates if you approved the invoice allocation for posting. When the allocation is complete, use the
Approve for Posting action to approve it. You can only approve an invoice allocation if the sum of the allocated amounts, less any inventory purchase amounts, in the
Remainder, Tax and
Remainder, Incl. Tax fields is zero. If you make any more changes after approving the allocation, you must release it again.
When an invoice allocation is approved, the vendor invoice journal can be posted in the Posting single dialog workspace in the G/L module or in the Vendor Invoices single dialog workspace in the A/P module. You can view the journal in the Show Vendor Invoices single dialog workspace, which shows the posted vendor invoices and assigned allocation lines that you created. You cannot post a vendor invoice journal if it includes invoices for which allocation has been started in this workspace but not yet approved. |
| 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. When you create an allocation line, Maconomy will suggest the amount in this field in the field “Amount” on the new line. 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 invoice allocation cannot be approved until the amount in this field is zero.
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. If multiple tax codes are enabled, the “Remainder, Tax” field will be replaced by the following fields: “Remainder, Tax Total,” “Remainder, Tax 1,” “Remainder, Tax 2” and, if enabled, “Remainder, Tax 3.” The “Remainder, Tax Total” field calculates the sum of the other individual tax fields. For further information on multiple tax codes, please see the description in “Tax Codes.” |
| 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. When you create an allocation line, Maconomy will suggest the amount in this field in the field “Amount, Incl. Tax” on the new line. The invoice allocation cannot be approved until the amount in this field is zero. |
| Responsible for Allocation | In this field, you can specify the employee number of the person to be responsible for the allocation of the invoice journal. 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. |
Copy Vendor Invoice Island
| Field | Description |
|---|---|
| Vendor No. | In this field, you can enter a vendor number to be used for identifying a vendor invoice to be copied to the new vendor invoice If you fill in this field, you must also enter an invoice number the in the “Invoice No.” field below.
If you want to copy the information from an existing invoice to a new invoice, you enter a new transaction number and an invoice number in the card part of the window, fill in this field and the field “Invoice No,” and press return, and Maconomy copies the vendor invoice specified, including any assigned allocation lines. The field can only be filled in when creating an invoice. Once you have pressed Return, the values in this island can no longer be changed. Note that when copying a vendor invoice, the fields filled in by the user on the new invoice in the card part of the window are not affected by the copying. However, the allocation lines copied to a new invoice will contain the same dimensions as the ones specified on the allocation lines that pertain to the invoice on the basis of which copying is made, irrespective of the dimensions specified in the card part of the new invoice. You should therefore pay attention to the dimensions on copied allocation lines that can be changed manually. Entering a vendor number in this field can also be used for reversing the effect of an already posted invoice. See the description of the field “Reverse Debit/Credit” for further information on the functionality of reversing vendor entries. |
| Invoice No. | In this field, you can enter an invoice number to be used for identifying a vendor invoice to be copied to the new vendor invoice. If you fill in this field, you must also enter a vendor number in the field “Vendor No.” in this island. As the functionality of this field is similar to that of the field “Vendor No.” above, you should see the description of that field for further information. |
| Journal No. | In this field, you can enter a journal number to be used for identifying a vendor invoice to be copied to the new vendor invoice. You can fill in this field if you do not know either the vendor number or the invoice number of the invoice you want to copy. If you fill in this field, you must also enter a journal line number in the field “Journal Line No.” in this island. As the functionality of this field is similar to that of the field “Vendor No.” above, you should see the description of that field for further information. |
| Journal Line No. | In this field, you can enter a journal line number to be used for identifying a vendor invoice to be copied to the new vendor invoice. You can fill in this field if you do not know either the vendor number or the invoice number of the invoice you want to copy. If you fill in this field, you must also enter a journal number in the field “Journal No.” in this island. As the functionality of this field is similar to that of the field “Vendor No.” above, you should see the description of that field for further information. |
| Reverse at Copying | In this field, you can choose whether the new vendor invoice should reverse an existing, already posted invoice at copying. If you complete two of the fields in this island and mark this field, the new vendor entry is assigned the opposite value in the field “Debit/Credit” as the existing entry when you press return. For example, if the original entry is a credit entry (a vendor invoice), the new entry will be a debit entry (a credit memo). In this way, the new entry reverses the effect of the existing entry.
If the credit memo to be entered does not cover the full amount of the invoice to be reversed, you can enter the amount of the credit memo in the field “Amount, Incl. Tax” in the Invoice island. After you press return, the remaining amount can be allocated by using the action “Allocate Remainder.” If the invoice or credit memo being copied has not already been reconciled, it is automatically reconciled against the new invoice or credit memo. To avoid exchange rate differences when copying, mark the field “Use Original Exchange Rate” below. |
| Use Original Exchange Rate | If you are reversing an existing vendor invoice, you can mark this field to use the same exchange rate as was used for the original vendor invoice. If you do this, there will be no exchange rate differences when you reverse the vendor invoice, unless the original currency has moved in relation to the enterprise currency. If this is the case, the difference must be handled at the time of posting.
The vendor invoices can be inspected in the Show Vendor Invoices window |
Transaction Numbering Island
| Field | Description |
|---|---|
| Number Series | In this field, you can select the transaction number series to use. By default, this field shows the transaction number series for the transaction type specified above. |
Currency Island
| Field | Description |
|---|---|
| Exchange Rate | In this field, you can specify the exchange rate to be used when posting invoices in foreign currencies. Maconomy suggests the rate from the current exchange rate table, but you can change it. |
| Fixed Exchange Rate at Payment | If you mark this field, 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. |
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 specified by the responsible employee number. |
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. |
Document Archive Island
| Field | Description |
|---|---|
| Document Archive | In this field, you can enter the 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 which is stored in a document archive) to an invoice line, 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 specified by the document archive number. |
| Document Count | This field shows the number of documents in the Document Archive. |
| 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, for example, 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 the 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 the desired file is already stored in a document archive, you can also specify the number of the document archive in the field “Document Archive No.” and enter the name of the file 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 allocation and reallocation in the system. If you need to assign a file to an invoice after having pressed Return, you specify only the number of the document archive in which the file is stored, and the file name, which should not include the entire path. Once the invoice has been posted, you cannot specify a file name in this field. |
Registration Code Island
| Field | Description |
|---|---|
| Registration Code | In this field, you can enter a registration code from the Registration Codes window in the G/L module. The registration code is used instead of manually entering a number of dimension values in this island. See the description of the Registration Codes window in the G/L module for further information about registration codes.
If a global location number is specified in the field “Global Location No.” on the line, any registration code assigned to the location number in question is suggested. |
Dimensions Island
| Field | Description |
|---|---|
| Location | In this field, you can enter a location to be assigned to the invoice/credit memo. If the window shows an already existing invoice/credit memo, the value in this field is retrieved from the field “Location” in the table part of the Vendor Invoices window. |
| 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 this field is similar to that of the field “Location” above. |
| Local Spec. 1-3 | The functionality of this field is similar to that of the field “Location” above. |
Remarks Island
| Field | Description |
|---|---|
| Remarks 1-5 | In these fields, you can assign remarks to the invoice journal. |
Reference Invoice Island
This island is used to link a credit memo with a vendor invoice, so the fields are only relevant for a credit memo. The purpose is to uniquely identify the invoice that should be reconciled by the credit memo.
| Field | Description |
|---|---|
| Credit Memo Reference | This is the Invoice Number of the vendor invoice to reconcile. |
| Journal no. reference | This field shows the Journal Number of the vendor invoice referred to. |
| Journal line no. reference | This field shows the number of the line where the invoice occurs in the journal identified by the Journal no. reference. |