Relevant for interfaces

Pre-assigns the field Voucher type in the entry of payables:

K = No preallocation
LG = (Incoming) credit note
LR = (Incomig) invoice

Tolerance limits:
Additional sub tab in the Accounting sub tab in ADDRESSES: Tolerance per creditor for payables.
This takes priority over Extras tab in INVOICING in COMPANY: Tolerance.

These fields are also taken into consideration for the placement of the OK conformity checkmark in the incoming invoicing.

These values will also apply to Selection a version to open files automatically if you have selected setting 002 = File remains closed if difference is within set tolerance.

The allowed difference from the basic data is always converted into the currency of the amounts in the billing line.

Opens a new field in the voucher items/billing lines for the entry of a vessel R.O.E.

This entry is written into the file once you save.

Here you can mark the Reference/invoice no. as a required field.

This field is meant for the entry of the voucher number.

The field Voucher no. itself in the incoming invoicing is filled automatically through a number range.

Defines whether or not the system will issue a warning or report an error if the voucher number already exists.

RN 2021.4:
In order to prevent documents from being entered twice, there is a field Ref. Message inbound.
Here you can set whether warnings or error messages are issued when documents are entered twice.
Previously, this check for double entries only applied to documents that had already been booked.

Now this check can be extended as follows:

• Check for booked and unbooked documents

• Check for canceled documents are no longer taken into account

• Check for rejected documents are no longer taken into account

These extensions are activated using GlobalSettings. → If you are interested, please get in touch with your contact person at CargoSoft.

Defines the maximum length of the voucher number that is to be entered.

Relevant for interfaces such as DATEV.

The distribution of costs is performed on the level of billing codes, not on the level of activity types.

The field Billing code is added to the relevant places of the program. Activate the checkbox to mark it as a required field.

→ The system then uses the tax key from the billing code!!!

If this checkbox is activated, the dropdown menu Cancellation reason and the free text field Cancel text appear when you cancel payables.
The cancellation reason is a required field.

The entries for the cancellation reason are recorded in basic data ADMIN → CS ADMIN → CS CODES → the corresponding type is FZS. 

Upon payable entry the system automatically determines the file number by means of the reference number and inserts it into the field File number.

If the checkbox is activated, the B/L or AWB number for the according file number is displayed in the incoming invoice.

Duplicate voucher numbers are now allowed.

In the incoming invoicing: Manual assignment of the internal voucher number does not allow duplicate numbers.

If this field is activated, the system issues a warning message when you save a voucher with a negative amount:

Plausibility check of the balance per file: expenses against revenues 

If Check sum expenses > sum revenues is active, the system checks the sum of the receivable against the sum of the payable with regard to the activity type/billing type. 

The following message is issued if the expenses are higher than the revenues:

This affects the invoicing sequence insofar as the receivable is created PRIOR TO the payable.

If you have made the corresponding settings, you can automatically create the accrual for the payable when saving the receivable.
→ See next checkbox: Pre-assign accrual amount automatically.

Employees are encouraged to take action immediately and issue additional charges to the customer.

Duplicate numbers are now allowed.

Maximum length of the barcode

Saving a voucher automatically generates a print of the booked data.

Previously, when printing incoming invoices, it was not possible to distinguish whether it was an original incoming invoice or a cancellation voucher.

This is the option of separate control:

• Checkbox Print voucher for original incoming invoices

• Print cancellation vouchers checkbox for cancellation vouchers

If incoming invoices are imported as a PDF file during automatic incoming invoice processing via CargoCom, this original document is stored directly in the eFile of the incoming invoice document created in the TMS.

If the CargoSoft form incoming invoice/cancellation incoming invoice is to be printed in addition to the original PDF document and stored in the eFile / DMS, the following switches must be activated in the GlobalSettings:

• Original incoming documents: EINGANGSFAKTURACC_DRUCK_BELEG

• Cancellation incoming documents: EINGANGSFAKTURACC_DRUCK_STORNO

If you are interested, please get in touch with your contact person at CargoSoft.

Saving a voucher automatically generates a print of the booked data.

Select the correct group type.
For accruals in incoming documents on the subject of finding accrual at a different address, select RST=accrual.

→ Dissolve accrual by posting an incoming invoice

If this checkbox is active, the field Effective amount in the voucher items is automatically pre-assigned with the generated accrual upon voucher entry.

If these amounts match, the OK conformity checkbox is automatically activated. The voucher can be saved once all fields in this line are filled.

Thematically belongs to Check sum expenses > sum revenues.

→ Dissolve accrual by posting an incoming invoice

A previously entered accrual is mandatory for posting an incoming voucher in the voucher items, otherwise incoming vouchers can only be saved, not posted.

Only with this setting the conformity indicator C can be used.

Activating this checkbox results in an additional entry Set conformity indicator C appearing in the context menu.

Related tab is the Calculation tab in the order:

If this checkbox is activated, the container numbers (that have been saved upon entry of the accrual on the Calculation tab) in the billing line are automatically pre-assigned.

Only on the Calculation tab is it possible to select the container number when entering the accrual.

Hence, if the accrual has been entered in the account sheet, the container number has not been selected.
The container number must then be selected when booking the voucher and dissolving the accrual via the popup window.

The column Activity type in the accrual entry is activated and marked as a required field.

The activity type assigned to the billing code is pre-assigned.

Context menu of the Payables
Multiple accrual lines can be combined to an accrual per

• address

• activity type

• currency

• booking period.

This applies to the entry on the

• Account sheet tab → Create accruals

• Environment menu → Create accruals (per file/address and activity type)

• Calculation tab

On the Calculation tab the data are saved separated by reference numbers.

If the checkbox is activated, the allocation of the tax keys is also valid for incoming invoices.

Pls see

• Tax keys in ACCOUTING → Tax key preallocation in receivables and payables and 

• Allocation tax keys in ACCOUNTING.

Presetting for the field Activate chargeback in payables → header data.

Options:
N = complaint not necessary
A = activate automatic balance
O = outstanding (still to claim)

For each module, you can specify which distribution key is to be used for automatic cost splitting in the incoming invoice.
Select a module via checkbox and the respective distribution key in the dropdown menu.

These fields are evaluated 

• in the automatic cost splitting in the Create accruals tab in the account sheet

• in Create accruals in Environment - Invoicing
  (Also if a master file has been entered for which there are HAWBs, sub files or other split files - and you have entered the master file and billing code/activity type there.

• furthermore in the Account sheet → Split accruals tab in a consol file → if billing codes and avtivity types were recorded.

• In the Einvorinment menu → Payables, you can enter e.g. a Consol file number.
  You also need to enter the activity type and effective amount. Afterwards, select the context menu item Cost splitting.
  The system automatically suggests a cost splitting based on the basic data settings.

Activate Air/Sea: 
If you manually enter the MAWB number into the voucher line, the system automatically limits the search to the type CON. 

Importing document items from an Excel file, cost splitting can also be carried out using the Truckmanifest ID.

→ Topic in the order Airfreight: Cost splitting in payables via Truck manifest ID.

Import a .csv file into the incoming invoicing despite duplicate entries:

Until now, the line would NOT have been accepted into the incoming invoice if errors had appeared (e.g. duplicate numbers) when reading the .csv file into the voucher items of an incoming invoice.
You now have the option to make this possible by activating the checkbox.
The fields Billing code, Service type, and Amount are filled whereas the file number is not.

→ See Context menu of the Payables

Makes the field Property visible in the Process voucher tab in payables.

For the function reject voucher the checkbox Reject voucher must also be activated in the basic data.

• As a result, the Reject checkbox is shown in the invoice header of the payable and the entry Reject/approve voucher is displayed in the context menu.

• If the status voucher rejected is selected in the incoming invoice in the Property field, the checkbox Rejected is automatically set.

You can create your own status for this case of booking payables → CS codes in CS Admin in ADMIN and use these in the basic data for the incoming invoice → Incoming invoice tab in INVOICING in COMPANY.

Both entries are used in the order → Environment → Invoicing → Payables → Process voucher tab: Enter incoming voucher → Enter voucher header data (ER).