Invoice Linking in TDES001
- IFS Energy and Resources (Deactivated)
- IFS Energy & Resources (Deactivated)
- Bobby Lo (Unlicensed)
Enhancement Summary – Release 11.5
Introduction
In Release 11.5, Qbyte Financial has introduced enhanced invoice linking capabilities. This will allow for users to see all lines coded to an invoice through its lifecycle.
Screen
Users can link any line coded in the Voucher Entry screen to an invoice using the Source Invoice block.
Enter the following information in the Source Invoice block. All fields will require entry in order to link to an invoice:
IN THIS FIELD... | ENTER THIS INFORMATION... |
|---|---|
BA |
|
Invc Num |
|
Invc Date |
|
Payable or Receivable Code |
|
Process
Functionality will allow linking individual lines in a voucher to a specific invoice. Once each line is coded, click the Src Inv button to link to an invoice. Users can link lines to an invoice at any point in entering the voucher. When entering an invoice, the source invoice that is created and linked on the invoice line will carry forward to all subsequent offset lines, unless overridden.
Once a line has been linked to an invoice, and the voucher is saved, users can identify which invoice the line is linked to via the following fields:
All lines on a voucher have the option to exclude linking to an invoice. However, all invoices entered on a voucher must balance to $0 upon saving the voucher, or the voucher will remain in Deferred status.
Validations
The following errors may be arise upon saving the voucher:
If one or more invoices on a voucher do not balance to $0, the following error will arise upon saving the voucher. The voucher will also be in a Deferred status until all lines linked to that invoice balance to $0:
If attempting to link to an invoice that does not exist, the following error will arise upon saving the voucher. The error will arise once for each line that is linked to an invoice that does not exist:
Appendix A – Examples
Linking to an invoice when creating a single invoice in the Invoice Wizard
Step 1 - Enter an invoice in the Invoice Wizard.
Step 2 – Enter expense line information.
Step 3 – Save the voucher. Once the voucher is saved, the invoice will be linked to all offset lines. Users can confirm this via the Src Inv button. Any GST lines that are auto-generated will have the appropriate invoice linkage based on the value in the GST field on the expense line.
When submitting a Voucher Coding Report, note the invoice has all lines linked:
Linking to an invoice when creating a single invoice in the Line Items Block
Step 1 - Enter an invoice in the Line Items block.
Step 2 – Enter expense line information.
Step 3 – Save the voucher. Once the voucher is saved, the invoice will be linked to all lines. Users can confirm this via the Src Inv button. Any GST lines that are auto-generated will have the appropriate invoice linkage based on the value in the GST field on the expense line.
When submitting a Voucher Coding Report, note the invoice has all lines linked:
Linking to invoices when creating multiple invoices in the Invoice Wizard
Step 1 - Enter an invoice in the Invoice Wizard.
Step 2 – Enter expense line information related to the invoice.
Step 3 - Enter another invoice in the Invoice Wizard by clicking on the wizard and pressing F6.
Step 4– Enter expense line information related to the second invoice.
Step 5 – Save the voucher. Once the voucher is saved, each invoice will be linked to the distribution lines entered. Users can confirm this via the Src Inv button. Any GST lines that are auto-generated will have the appropriate invoice linkage based on the value in the GST field on the expense line.
When submitting a Voucher Coding Report, note each invoice has all lines linked:
Linking to invoices when creating multiple invoices in the Line Items Block
Step 1 - Enter an invoice in the Line Items Block
Step 2 – Enter expense line information related to the invoice.
Step 3 - Enter another invoice in the Line Items Block
Step 4– Enter expense line information related to the second invoice.
Step 5 – Save the voucher. Once the voucher is saved, each invoice will be linked to the distribution lines entered. Users can confirm this via the Src Inv button. Any GST lines that are auto-generated will have the appropriate invoice linkage based on the value in the GST field on the expense line.
When submitting a Voucher Coding Report, note each invoice has all lines linked:
Linking to invoices when adjusting invoices with a line to the invoice account
Step 1 - Enter the adjustment to the invoice in the Journal Entry Block. Users will receive a warning that the invoice has already been entered on another voucher, signifying an adjustment to the invoice.
Step 2 – Enter expense line information.
Step 3 – Save the voucher. Once the voucher is saved, the invoice will be linked to all lines. Users can confirm this via the Src Inv button. Any GST lines that are auto-generated will have the appropriate invoice linkage based on the value in the GST field on the expense line (no GST lines are created in this example).
When submitting a Voucher Coding Report, note the adjustment has all lines linked:
Linking to invoices when adjusting invoices without a line to the invoice account
Step 1 – Enter expense line information. Once each line is complete, the Src Inv button will be available for selection.
Step 2 - To link the expense line to a specific invoice, highlight the line and click the Src Inv button.
Step 3 - Enter the invoice information in the Source Invoice block. All 4 fields are required.
Step 4 – Repeat for each expense line. Any GST lines that are auto-generated will have the appropriate invoice linkage based on the value in the GST field on the expense line (not shown in this example).
Step 5 – Save the voucher.
Copyright© 2024 IFS AB. Copying prohibited. All rights reserved.