The voucher items are displayed as follows in the single-line display.
Contents
Links to further information
Vessel R.O.E.: Statistic tab in the order
Basic data
View of single-line voucher items
View of double-spaced voucher items
So that the field vessel r.o.e. and other fields in the display do not have such a wide view and you have to scroll to the right to edit them, the display of the voucher items can be set to two lines (Settings see above)
Requirement: Billing codes are not used - only activity types.
→ For that the checkbox Enter billing code in payable must be disabled in COMPANY → INVOICING → Incoming invoice tab.
Field description with functions and basic data settings
Field | Function | Settings in the basic data | ||
|---|---|---|---|---|
File number
| The file number in the voucher items is a required field and can be entered either manually or via search function. It is automatically pre-assigned from the voucher header (if recorded). In case of individual invoices, the file number cannot be modified if it has already been entered in the voucher header. The file number in the voucher header remains blank in case of collective invoices. You can record multiple lines one below the other in the voucher items. The command Add line (context menu) will automatically suggest the file number from the previous line. However, this can be modified. |
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Billing code | The billing code in the payable is optional – depending on the basic data setting. This is a required field if indicated correspondingly in the basic data. The billing code is obligatory linked to an activity type. | Create required field in Incoming invoice tab in INVOICING in COMPANY. | ||
Activity type | The activity type is a required field. | |||
Description | The name of the activity type is read from the basic data and displayed accordingly. | |||
Effective amount | Entry of the effective amount per file line. These can also be partial amounts of the total amount if the invoice concerns different services. To enter two or multiple individual amounts, select the context menu item Add line and enter every invoice line with the respective amount. Show/dissolve accruals: Per line, the effective amount is compared with the accrual amount of the same line. There are different indicators to mark the deviations between these two columns. | Further details on this field can be found in chapter Accept Accordance of Accrual and effective Amount. | ||
CUR. | The currency is automatically suggested from the header data, but can be modified. | |||
It is necessary to enter an R.O.E. in case of foreign currencies different from the currency in the voucher header – the R.O.E. field will become a required field. | ||||
If the voucher header and the voucher item contain the same currency, the R.O.E. field will be blocked. | ||||
Accruals | The additional fields Accruals, Currency code of the accrual, and Accrual no. (=voucher number of the accrual) are automatically filled if open accruals exist. The local menu enables to Remove accruals. | The context menu of this tab offers the option to search for and accept open accruals → command Info accruals. | ||
R.O.E. | Required field if the Currency Code field contains a currency different from the house currency. | |||
VAT
| Value added tax Order of the examination which tax key is selected: | At first, the system checks whether a VAT is deposited in the service type. If so, it is inserted.
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Suggestion of the input tax or VAT key | The suggestion of the input tax or VAT key corresponds to the allocation of the voucher… | …. Allocation AUFW - Expenses …. Allocation ERL - Revenue Note the Tax key preallocation in receivables and payables also. | ||
Side note: | When saving the invoicing, the system internally calculates and adds the individual tax amounts per billing line and compares them to the total tax amount in the header data. The difference must not exceed the specified rounding difference. | COMPANY → INVOICING → Extras tab in INVOICING in COMPANY | ||
Accr. no. | Voucher number of the accrual | The tabs Overview accruals and Open accruals in the account sheet display the Accrual no. | ||
OK | This field must only be filled if the billing line contains accruals.
→ For support, see the lower edge of the screen. | Details pls see Field OK = Conformity indicator. | ||
Complaint required? | This column will only be shown to you if your company works with the complaint of payables. | Pls see Complaint invoicing per counter entry for detailled information. | ||
Reference no. service provider | This column will only be shown to you if your company works with the complaint of payables. | Pls see Complaint invoicing per counter entry for detailled information. | ||
Cost center | Free choice of text of 15 characters The cost center can be declared as a required field in specific cases. | ADMIN → EMPLOYEES → checkbox Payables with two lines | ||
Posting text | Free choice of text of 30 characters The posting text can be tranferred to the financial accounting. | ADMIN → EMPLOYEES → checkbox Payables with two lines | ||
Vessel R.O.E. | This field is only displayed in the seafreight module if activated in the basic data. → The field is displayed in the voucher items right to the field reference. The field is filled from the order → Statistics tab. It is used for both outgoing and incoming invoices. As soon as the position number has been recorded during voucher entry, the vessels r.o.e. is shown in the file. | COMPANY → INVOICING → Settings tab → Field Record vessel R.O.E. in inbound voucher Order → Statistics tab: |
Sort columns for editing
In the voucher items can be sorted in all columns.
→ This affects all variants of the masks for the incoming voucher.
Clicking on the column heading sorts the line items ↔ clicking them again sorts in the other direction.
The voucher items are entered manually or imported.
Unique file number search via Container number
When entering an incoming invoice, a container number can also be entered in the file number field in the lower area. Than the system uses to search for the file number automatically.
If there is more than one file number that matches the captured container, all the results found will be displayed in the Search pop-up window.
In this display, the results have not yet been filtered and all positions that match the container number are displayed - regardless of the area or how old.
The display of the file numbers found can now be limited as follows:
A time limit can be specified (e.g. 2 years). The default is in months. By default, over 2 years = 24 months is limited.
Sub-files without forwarding accounts are ignored. These are the files that are created when splitting without a separate forwarding account.
If both main and sub-files are found with the identical container number, the main file is taken.
ATTENTION: These restrictions only apply if several file numbers were found for one container number. If there is a clear result, this is written directly into the file number field.
To be able to use this function, a global setting must be activated:
For all clients: EINGANGSFAKTURA_FILEVIACONTAINERNO = Y
For individual clients: EINGANGSFAKTURA_FILEVIACONTAINERNO001 = Y
(The 001 is here exemplary for the client)
The time limit can be specified with a global-sett_t entry. The number 12 represents the number of months:
For all clients: EINGANGSFAKTURA_FILEVIACONTAINERNO_BISVORMONAT = 12
For individual clients: EINGANGSFAKTURA_FILEVIACONTAINERNO_BISVORMONAT001 = 12
If you are interested, please get in touch with your contact person at CargoSoft.
Allocation of the file via PI number as a search reference
When entering incoming invoices, there is currently the option of entering an file number or AWB number as a search reference in the file number field in order to assign a file.
In addition, it is now possible to use a PI number (sender reference of the type: PI) as a search reference.
If the same PI number is entered in several orders with the same sender address, a search mask opens with all the file numbers found.