Enter voucher header data (ER)

Owned by Hauke Gulich
Last updated: Apr 15, 2024 by Sabrina Stelter
12 min read

Contents

Basic data

 

Links to further information

Process voucher tab

image2023-4-4_14-14-51-20240415-061603.png

 

Field description

Voucher type

Please select the voucher type (invoice or credit note).

The voucher type can be pre-assigned through COMPANY → INVOICING → sub tab Settings with invoice, credit note, or blank.

Please select the voucher type (invoice or credit note).

The voucher type can be pre-assigned through COMPANY → INVOICING → sub tab Settings with invoice, credit note, or blank.

File number

The file number can be entered manually or determined through a search mask. When entering the number, the system checks whether this file number exists. The file number in the header data is not a required field!

It is also possible to enter the reference number from the Services tab, the MAWB/HAWB number, OBL/HBL number or the KEP Tracking ID. The file number is determined using the reference number/reference and transferred to the field File number.

In the case of multiple results (for example, an AWB number is available in several positions), the search is carried out using this criterion only and all files in question are suggested as a result.

The search for reference numbers is also possible from the Services tab and the KEP Tracking ID.

A. In case of collective invoice

If this is a collective invoice of a service company, the field File number in the header data remains empty. The file numbers concerning the invoice are then entered in the lower section in the voucher items.

B. In case of individual invoice

If this is an individual invoice, please enter the file number in the upper section of the header data. It is then automatically entered in the voucher items. In this case, the number is non-editable. If you would like to modify the file number, please do so in the header data.

C. From field reference number in the Services tab
If a reference number (Services tab) is entered in the field file number in the incoming invoice, accruals that are saved with this reference number are suggested first.

If no accrual for the reference number is found, only the accruals without a reference number are proposed.

The search mask can be opened via double click into the field or F2.

 

 

Checkbox must be activated in COMPANY → INVOICING → Incoming invoice tab:

Enter reference number in payables line.

The file number can be entered manually or determined through a search mask. When entering the number, the system checks whether this file number exists. The file number in the header data is not a required field!

It is also possible to enter the reference number from the Services tab, the MAWB/HAWB number, OBL/HBL number or the KEP Tracking ID. The file number is determined using the reference number/reference and transferred to the field File number.

In the case of multiple results (for example, an AWB number is available in several positions), the search is carried out using this criterion only and all files in question are suggested as a result.

The search for reference numbers is also possible from the Services tab and the KEP Tracking ID.

A. In case of collective invoice

If this is a collective invoice of a service company, the field File number in the header data remains empty. The file numbers concerning the invoice are then entered in the lower section in the voucher items.

B. In case of individual invoice

If this is an individual invoice, please enter the file number in the upper section of the header data. It is then automatically entered in the voucher items. In this case, the number is non-editable. If you would like to modify the file number, please do so in the header data.

C. From field reference number in the Services tab
If a reference number (Services tab) is entered in the field file number in the incoming invoice, accruals that are saved with this reference number are suggested first.

If no accrual for the reference number is found, only the accruals without a reference number are proposed.

The search mask can be opened via double click into the field or F2.

 

 

Checkbox must be activated in COMPANY → INVOICING → Incoming invoice tab:

Enter reference number in payables line.

Voucher number

The Voucher number field can either be filled with a free choice of text or is blocked for the entry!

This depends on the basic data entry.

COMPANY → INVOICING → Number ranges tab → Fields Incoming invoices and Incoming credit notes.

Deposit of a number range code for the payable number assignment. If this field is filled with a value, the voucher number is automatically assigned from a number range when saving. The voucher numbers can be incremented annually or continuously for all years.

Furthermore, you can assign number ranges that differ from branch to branch for the payable numbers in the basic data.

If the voucher number is to be assigned manually, please do not fill the field Number range for Incoming invoices and Incoming credit notes. In this case, you can also indicate in the basic data whether the voucher number should be assigned only once or twice.

The Voucher number field can either be filled with a free choice of text or is blocked for the entry!

This depends on the basic data entry.

COMPANY → INVOICING → Number ranges tab → Fields Incoming invoices and Incoming credit notes.

Deposit of a number range code for the payable number assignment. If this field is filled with a value, the voucher number is automatically assigned from a number range when saving. The voucher numbers can be incremented annually or continuously for all years.

Furthermore, you can assign number ranges that differ from branch to branch for the payable numbers in the basic data.

If the voucher number is to be assigned manually, please do not fill the field Number range for Incoming invoices and Incoming credit notes. In this case, you can also indicate in the basic data whether the voucher number should be assigned only once or twice.

Invoicing party

Please indicate the account type and the account number or the match code of the address.  

Individual invoice

After the entry of the voucher type, the account type, and the account no., all open accruals fort he entered file number are automatically read and added to the voucher items in case of an individual invoice.

Collective invoice

In case of a collective invoice, the open accruals will not be loaded until the file number and service type have been entered in the voucher items.  

In COMPANY → FINANCIAL INTERFACE → Voucher types tab, you can determine combinations of the voucher type and the account type.

Please indicate the account type and the account number or the match code of the address.  

Individual invoice

After the entry of the voucher type, the account type, and the account no., all open accruals fort he entered file number are automatically read and added to the voucher items in case of an individual invoice.

Collective invoice

In case of a collective invoice, the open accruals will not be loaded until the file number and service type have been entered in the voucher items.  

In COMPANY → FINANCIAL INTERFACE → Voucher types tab, you can determine combinations of the voucher type and the account type.

Altern. Acct. No.

It is indicated here if a different financial accounting account has been entered for this invoicing party in the basic data.

ADDRESSES → ADDRESSES → Accounting tab → Financial accounting sub tab: 
Fields Altern. Acct. No. and Altern. Acct. No (Cred.)

It is indicated here if a different financial accounting account has been entered for this invoicing party in the basic data.

ADDRESSES → ADDRESSES → Accounting tab → Financial accounting sub tab: 
Fields Altern. Acct. No. and Altern. Acct. No (Cred.)

Allocation

This determines whether the amount is booked as revenue or expenditure.  

There is a relation between the voucher type and the movement on the impersonal account, which is determined in the basic data.  

The field for the allocation can only be filled with a free choice of text if an allocation change is allowed in COMPANY → FINANCIAL INTERFACE → Accounts/Allocation tab.

COMPANY → FINANCIAL INTERFACE → Accounts/Allocation tab: Preallocation

Ref./Invoice No.

Enter the voucher number of the incoming voucher – the field can be filled with a free choice of text.

There are max. 100 characters available.
The setting in the max length reference field in the basic data is considered.

COMPANY → INVOICING → Incoming invoice tab:
Can be activated there as a mandatory field.

Voucher date

The date can be entered manually or by means of the search mask (=calendar).  

Edit date fields.

Accounting period

The accounting period is automatically suggested if activated correspondingly in the basic data.

Order of the preallocation:

If the file number (for setting P) is not filled in the voucher header because this voucher is a collective invoice, the system will automatically suggest the accounting period from the invoice date!

The accounting period can be modified if the corresponding checkbox is activated in the basic data.

This setting concerns ALL users.

COMPANY → INVOICING → Number range tab → Entry in field Default accounting period.






COMPANY → INVOICING → Settings tab → Field Incoming: Modify accounting period

The accounting period in an incoming invoice can now be determined using the most recent order.

Every time an file number is added or the voucer is changed, the accounting period is redetermined and updated if necessary.
When saving the voucher, the accounting period is not checked again, so that it can be changed manually directly before saving.

The following setting in the Basic data is necessary:
COMPANY → INVOICING → Number range tab → Field Default accounting period incoming invoice = M – Highest service month of file numbers.

When activated, this function is also taken into account in the automatic processing of incoming invoices via CargoCom.

ATTENTION: If the EDI interface does not deliver a accounting period, you can also make the setting for this function in the CargoCom Basic data:
ADMIN → CargoCom in ADMIN → Incoming Invoice process → Parameter 'vorschl_bu_per' = Y

Currency code

The currency of the voucher is loaded from the house currency by default or suggested from invoicing party address if the corresponding setting was made.

The currency can be modified if the corresponding checkbox is activated in the basic data.

This setting concerns ALL users.



In case of foreign currency

When selecting a foreign currency, an R.O.E. must be entered since the R.O.E. field automatically becomes a required field.

If the foreign currency R.O.E.s are deposited in the basic data,

  • the invoice date,

  • the current date, or

  • the date from the booking period
    is used as the validity date.

Due to technical reasons, the R.O.E. is always indicated in relation to the Euro, i.e. 1 EUR = xxx foreign currency.




COMPANY → INVOICING → Settings tab → Field Incoming: Modify currency







Deposit the R.O.E. in

  1. the basic data FINANCIAL ACCOUNTING → CURRENCIES → R.O.E. tab → 
    Section Current rate, if the system does not differentiate between incoming and outgoing invoices.

    image2020-1-23_12-49-51-20240415-063026.png

     

  2. COMPANY → INVOICING → Settings tab → 
    checkbox Split exchange rates (R.O.E.) by outgoing/incoming

Total net amount

Please enter the total amount of the voucher (net).  



Tax amount

The tax amount must always be entered.

A tax amount of 0,00 must also be entered.
Otherwise, an error message will appear when saving because this required field is not filled.

When leaving the field for the tax amount with TAB, the value 0,00 is automatically suggested if the value has not been entered yet.

                                                                   

→ Tax key preallocation in receivables and payables

R.O.E.

I.  If the total net amount is read in the own house currency (invoicing party), the field R.O.E. will appear greyed out and 
    non-editable.



II.  If the total net amount is loaded in a foreign currency (invoicing party), the field R.O.E. will be marked in color as a
     required field.

The shown R.O.E. is the R.O.E. from the basic data (if maintained).  Otherwise, the field will be empty.



I.  




II.  

III. The exchange rate in the header data of the payables can also be changed using the search mask.
     Double-click in the RO.E. field → a search mask for currencies opens.



IV. The rate of the invoice can be based on the service date.
      → Prerequisite: The rate field is stored in the currencies.

COMPANY → REQUIRED FIELDS → Extras tab → Incoming invoice:
Activate the checkbox Service date
and
COMPANY → INVOICING → Settings tab:
Default R.O.E. for incoming vouchers = [L] for service date.

Total gross amount

This is a mere display field.

After the total net amount and the tax amount are entered, the system automatically calculates the total gross amount in the indicated currency.



converted to

The system converts the foreign currency to the house currency.

Examples

EUR free of tax

EUR taxable

USD free of tax with R.O.E.



Invoice type

The field Invoice type enables to select between a general or special invoice, or no selection.

It is transferred to the financial accounting via an interface.

This field is not used if no differentiation is indicated in your system.

Cost center

Free text of 15 characters.

In specific cases, the cost center can be indicated as a required field. This depends on the required fields and the service type per billing line.



Service date

The field Service date can be indicated as a required field.

COMPANY → REQUIRED FIELDS → Extras tab → Section General → Field Service date.

Posting text

The field can be filled with a free choice of text.

It is meant for messages to the accounting department.

It is furthermore transferred in case of an interface to the financial accounting.

The field Posting text can be indicated as a required field.







COMPANY → REQUIRED FIELDS → Extras tab → Incoming invoice → Field Posting text.

Barcode

If your incoming voucher has internally been equipped with a barcode label, please record the number in the Barcode field.  

The barcode is meant for a future archiving.



Subsequent modifications of the barcode are possible if specific authorizations and an indication exist in the basic data.  

Payment term

The payment term is automatically suggested from the address of the invoicing party.  

It can be modified if this is allowed in the basic data.  

ADDRESSES → ADDRESSES → Accounting tab → Financial accounting sub tab → field payment term.

COMPANY → INVOICING → Settings tab → Field Incoming: Modify Terms of payment.

Global ID

The field Global ID can be added in the voucher header of incoming invoices and can also be declared as a required field.

Are you interested? Then please contact CargoSoft to activate this function.

The Global ID can be entered in the basic data Input sub tab in Address → ADRESSES.

In order to display the Global ID in the incoming invoice as a required field, activate the checkbox Global ID in the incoming invoice area in the basic data Extras tab in REQUIRED FIELDS.

Cancel text and Cancellation reason

Additionally added field after you have selected the entry Cancel voucher.

COMPANY → INVOICING → Incoming invoice tab → checkbox Enter cancel reason:
Activate this checkbox in order to make the dropdown menu Cancel reason and the free text field Cancel text appear when cancelling incoming vouchers.



Activate this checkbox in order to make the dropdown menu Cancelation reason and the free text field Cancel text appear when cancelling incoming vouchers.
The cancel reason is a required field.

Fields and combinations for the function Posting incoming vouchers centrally and automatically

Property

  • The following functions are mainly used in the automatic processing of incoming vouchers.

  • If you don't work automatically the status and checkboxes can also be set manually.

Function

Basic data and notes

Function

Basic data and notes

Field that is activated in the basic data and in which a status can be set.
If a status is to be set via the field, this must be defined in the basic data.

 

COMPANY → INVOICING → Incoming invoice tab:
Check box Set status with voucher entry  image2021-7-20_11-38-57-20240415-063627.png

ADMIN → CS ADMIN → CS CODES:
In the CS CODES individual codes can be created for the field Property with type=FZE.

 



Set status with voucher entry enabels two fields

In use two other fields become active:

  • Property (dropdown field) and

  • Notes (textfield with up to 200 characters).

COMPANY → INVOICING → Incoming invoice tab:
checkbox Set status with voucher entry   image2021-7-20_11-38-57-20240415-063650.png

Order → Environment → Invoicing → Payables

 

Save voucher as unbooked

If the status that is entered in the basic data field save voucher as unbooked is selected in the payables in the property field, the incoming invoice is set to booked=N when saving and a message appears stating that the document is only saved but not booked in the account sheet.

 


→ Pls also have a look at he topic checkbox booked below on this page.





Order → Environment → Invoicing → Payables

 

Function Reject voucher

The function reject voucher must also be activated in the basic data.

As a result, the checkbox Reject is shown in the invoice header and reject/approve voucher function is shown in the context menu.



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

  • A document can only be rejected if it has not yet been booked or canceled.

  • A rejection is also not possible during document processing by the batch billing document or the CargoCom module.

If the status in the Property field with status reject voucher is set to a different status, the checkbox for reject is removed again.



COMPANY → INVOICING → Incoming invoice tab:
checkbox Reject voucher    image2021-7-20_12-56-27-20240415-063756.png

Order → Environment → Invoicing → Payables → context menu entry enabled:  
image2021-7-20_13-23-57-20240415-063804.png




→ image2021-7-20_12-57-57-20240415-063825.png image2021-7-20_13-11-19-20240415-063834.png





Voucher status in Invoice Log tab

For documents in which a status was set, another tab FakturaLog appears in which the status can be viewed.

Enter the voucher no. in the Search tab and press the F3 key. 

 

Notes

Activating the checkbox Set status with voucher entry shows the field Notes.

It refers to the Property field → please see there.

COMPANY → INVOICING → Incoming invoice tab:

Check box Set status with voucher entry   image2021-7-20_11-38-57-20240415-063941.png

Check boxes in the invoice header

Checkbox

Function

Checkbox

Function

Rejected

I.  For the function Reject voucher the checkbox Reject voucher in the basic data has to be enabled.   

    Thus the checkbox Rejected in the header data is displayed.

    If the status that is entered in the basic data in the Reject voucher field is selected in the incoming voucher → Property field, the checkmark Rejected is automatically set:  
    image2021-7-21_13-20-57-20240415-064008.png

II. The checkbox rejected is activated after the context menu entry Reject voucher:image2021-7-21_13-19-50-20240415-064019.png

  • A receipt can only be rejected if it has not yet been posted or canceled.

  • A rejection is also not possible during document processing by the batch invoicing or the CargoCom module.


III. If the status in the Property field is set to another status, the checkmark Rejected is removed again.

    

 or 

 or 

 → 

Canceled

Canceled vouchers

Invoice no. 95 has a cancellation mark in the search result and has been cancelled. The indication in the voucher is set to Cancelled.

The cancellation voucher can be viewed with the context menu command Show voucher.
It is additionally marked as Cancelled. A cancelled voucher cannot be edited, it remains cancelled.  

 

Paid

Paid voucher

The field Paid can be set to Yes by ticking the checkbox. As a result, the dataset is defined as a payment and sent to the financial accounting.  

→ The user can set the Paid indication directly in the header data of the payables.

  • Either by the accounting recording the payable header data…

  • … and which is aware of an executed payment via prepayment/check.

  • Or the indication is automatically set by the system as soon as the accrual processing field Cheque is set to J and this particular accrual or all accruals have been resolved.

Activate chargeback

Field for @Cost customers → For detailed information pls see here.