ERP 2.50:User Manual/Procurement Management

Contents 1 Transactions 1.1 Requisition 1.1.1 Header 1.1.2 Lines 1.1.3 Matched PO Lines 1.2 Manage Requisitions 1.2.1 Header 1.2.2 Lines 1.2.3 Matched PO Lines 1.3 Requisition To Order 1.4 Purchase Order 1.4.1 Header 1.4.2 Lines 1.4.3 Line Tax 1.4.4 Payment 1.4.5 Price Adjustments 1.4.6 Tax 1.5 Goods Receipt 1.5.1 Header 1.5.2 Lines 1.6 Purchase Invoice 1.6.1 Accounting dimension 1.6.2 Header 1.6.3 Lines 1.6.4 Line Tax 1.6.5 Payment 1.6.6 Price Adjustment 1.6.7 Tax 1.7 Vendor Expense Invoice 1.7.1 Expense Invoice 1.8 Vendor Expense Invoice (Alpha) 1.8.1 Included Lines 1.8.2 Invoice 1.9 Matched Purchase Orders 1.10 Matched Invoices 1.11 Create Invoices 1.12 Pending Goods Receipt 2 Analysis Tools 2.1 Purchase Order Dimensional Report 2.2 Goods Receipts Dimensional Report 2.3 Purchase Invoice Dimensional Report 2.4 Purchase Order Report 2.5 Vendor Invoice Report 2.6 Purchase Order Report with JR

Transactions

Requisition

Users create Requisitions in this window. Each requisition can have a preferred vendor and/or Price List. The requisitions are owned by an user of the ERP and have different statuses, each of them allowing different actions.

Header

Any ERP user can enter its requisitions. Requisitions are created in Draft status and have to be Completed to confirm them.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Business Partner:	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:	Client for this installation.
Currency:	An accepted medium of monetary exchange that may vary across countries.
Description:	A space to write additional related information.
Document No.:	An often automatically generated identifier for all documents.
Document Status:	Actual Status of the Requisition
Organization:	Organizational entity within client.
Post Requisition:	Button to change the status of the requisition
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Requester:	User of the ERP that owns the Requisition

Lines

Each line is a product demand for a specific date. It is also possible to define a preferred vendor, price list and the correspondent prices.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Attribute Set Value:	Identifies a unique value of an Attribute Set
Business Partner:	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:	Client for this installation.
Currency:	Indicates the currency to be used when processing this document.
Discount %:	The Discount indicates the discount applied or taken as a percentage.
Internal Notes:	Notes that can be set with the aim to be seen only by users with access to the record.
Matched PO Quantity	Indicates the already ordered quantity to fulfill the demand.
Need by date:	The date when a specified request must be carried out by.
Line Net Amount:	The final amount of a specified line, based only on quantities and prices.
Line No.:	Indicates the unique line for a document. It will also control the display order of the lines within a document.
List Price:	The official price of a product in a specified currency.
Locked by:	Indicates the user that is locking the record.
Lock cause:	Indicate the reason to be locked the requisition line. The demands are locked when are being used in processes that will generate Purchase Orders to fulfill the demand. The lock is removed when those processes finish or if the lock is 3 days old. The causes are The Requisition to Order window or the inclusion of the demand in a MRP process.||
Lock date:	Indicates the date when the record was locked. Id the lock it is more than 3 days old it is considered as unlocked.
Lock qty:	Quantity set to be used when the record is processed.
Lock price:	Price set to be used when the record is processed.
Order Quantity:	Product quantity in the order uom.
Order UOM:	Alternative order uom for the product.
Organization:	Organizational entity within client.
Price List:	Price Lists are used to determine the pricing, margin and cost of items purchased or sold.
Product:	An item produced by a process.
Quantity:	The number of a certain item.
Requisition:	Identifies a unique Requisition
Requisition line status:	Each product demand has its own status different than the status of the requisition. The statuses of the demands are: Open: The demand hasn't been yet fulfilled. Closed: Has been ordered enough products. Cancelled: The demand has been closed without ordering any product. Planned: The demand has been included in a Purchase Plan of the MRP module.||
Unit Price:	The Actual or Unit Price indicates the Price for a product in source currency.
UOM:	The UOM defines a unique non monetary Unit of Measure

Matched PO Lines

Purchase Order lines created to fulfill the product demand.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Organization:	Organizational entity within client.
Requisition Line:	Identifies each product demand of a requisition.
Purchase Order Line:	A unique identifier and a reference to a purchase order line (product).
Quantity:	The Quantity indicates the number of a specific product or item for this document.

Manage Requisitions

The Purchase Manager manages the completed requisitions in this window. It is possible to create the purchase orders automatically or assign the Purchase Order Lines to the correspondent product demand manually.

Header

By default appears all the completed requisitions. It is possible to create Purchase Orders automatically and close them when all the demand has been fulfilled.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Business Partner:	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Client:	Client for this installation.
Create Purchase Order:	This process will create several Purchase Orders to complete all the requisition lines. One order line is created for each requisition line with the necessary quantity to fulfill the requested quantity. The process closes the requisition when it finishes successfully. The Order Date is used for the necessary dates of the Purchase Orders. The Business Partner is the preferred vendor for the Purchase Orders, if it is leaved blank is used the Partner defined in the requisition line or in the requisition. If those are also not defined is used the current vendor set for the product. The Price List is the preferred price list for the Purchase Orders, if it is leaved blank it is used the Price List defined in the requisition line or in the requisition. The Organization is the Organization used for the Purchase Orders. The Service Point is the Warehouse needed in the Purchase Order headers.||
Currency:	An accepted medium of monetary exchange that may vary across countries.
Description:	A space to write additional related information.
Document No.:	An often automatically generated identifier for all documents.
Document Status:	Actual Status of the Requisition
Organization:	Organizational entity within client.
Post Requisition:	Button to change the status of the requisition
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Requester:	User of the ERP that owns the Requisition

Lines

Each line is a product demand for a specific date. It is also possible to define a preferred vendor, price list and the correspondent prices. If the line is locked it is possible to view in this tab the user and the cause of the lock.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Attribute Set Value:	Identifies a unique value of an Attribute Set
Business Partner:	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Change Status:	This process changes the status of the requisition. If it is open an has purchase order lines assigned it is set to closed, in case it hasn't any purchase order it is set as canceled. When the requisition is closed or canceled the process set it as open.
Client:	Client for this installation.
Currency:	Indicates the currency to be used when processing this document.
Description:	A description is limited to 255 characters.
Discount %:	The Discount indicates the discount applied or taken as a percentage.
Internal Notes:	Notes that can be set with the aim to be seen only by users with access to the record.
Matched PO Quantity	Indicates the already ordered quantity to fulfill the demand.
Need by date:	The date when a specified request must be carried out by.
Notes for supplier:	Notes set to include in the Purchase Orders with indications to the vendor.
Line Net Amount:	The final amount of a specified line, based only on quantities and prices.
Line No.:	Indicates the unique line for a document. It will also control the display order of the lines within a document.
List Price:	The official price of a product in a specified currency.
Locked by:	Indicates the user that is locking the record.
Lock cause:	Indicate the reason to be locked the requisition line. The demands are locked when are being used in processes that will generate Purchase Orders to fulfill the demand. The lock is removed when those processes finish or if the lock is 3 days old. The causes are The Requisition to Order window or the inclusion of the demand in a MRP process.||
Lock date:	Indicates the date when the record was locked. Id the lock it is more than 3 days old it is considered as unlocked.
Lock qty:	Quantity set to be used when the record is processed.
Lock price:	Price set to be used when the record is processed.
Order Quantity:	Product quantity in the order uom.
Order UOM:	Alternative order uom for the product.
Organization:	Organizational entity within client.
Price List:	Price Lists are used to determine the pricing, margin and cost of items purchased or sold.
Product:	An item produced by a process.
Quantity:	The number of a certain item.
Requisition:	Identifies a unique Requisition
Requisition line status:	Each product demand has its own status different than the status of the requisition. The statuses of the demands are: Open: The demand hasn't been yet fulfilled. Closed: Has been ordered enough products. Cancelled: The demand has been closed without ordering any product. Planned: The demand has been included in a Purchase Plan of the MRP module.||
Unit Price:	The Actual or Unit Price indicates the Price for a product in source currency.
UOM:	The UOM defines a unique non monetary Unit of Measure

Matched PO Lines

Purchase Order lines created to fulfill the product demand. They can be inserted manually or automatically with the process to generate the purchase orders.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Organization:	Organizational entity within client.
Requisition Line:	Identifies each product demand of a requisition.
Purchase Order Line:	A unique identifier and a reference to a purchase order line (product).
Quantity:	The Quantity indicates the number of a specific product or item for this document.

Requisition To Order

In the Requisition to Order window it is possible to create Purchase Order from the desired Requisition lines.

The window is structured in two different areas. The upper one to search open requisitions. And the second one for locked requisitions.

To search the Requisition lines there are available several filtering options. The "Add lines without vendor" checkbox is used when a Vendor has been selected to include or not Requisition lines that do not have a vendor.

The relation of found Requisition lines shows the Open requisitions lines of completed requisitions and that are not locked.

The Requisition lines that are intended to use to create the Purchase Order have to be selected from this relation and added to the lock area.

In the lock area there are all the Requisition Lines locked by the user, even those that do not fulfill the filters of the search area. Requisition Lines that have been locked for more than 3 days are considered as not locked.

Each time that is pressed the Create button is opened a popup to create a unique Purchase Order with as many lines as necessary. In the lock area it is possible to change the quantity that is desired to order for each requisition line and it is possible to set the price actual.

Purchase Order

Create and edit orders to buy products from suppliers.

What is a Purchase Order?

A document that specifies products ordered from a specific vendor, as well as the price, terms, and conditions of that order. Purchase orders are created from requests that have been made by various departments.

Keep in Mind:

• Depending on the state of the document, Processed, Posted, ... Some fields of the document will appear as read only in order to prevent the user to modify the values. At the database level there is a trigger that prevents the modification of some fields depending on document's state.

Header

Create a purchase order and process it when ready.

Fields:

Accounting Date:	The date this transaction is recorded in the general ledger.
Active:	A flag indicating whether this record is available for use or de-activated.
Activity:	A distinct activity defined and used in activity based management.
Approved:	Indicates if this document requires approval
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Company Agent:	Purchase or Company Agent
Copy from Order:	Copy From Order
Copy Lines:	Copy Lines from other Order
Credit Approved:	Credit has been approved
Currency:	An accepted medium of monetary exchange that may vary across countries.
Date printed:	Date the document was printed.
Delivered:
Delivery Location:	The specific place or address an order will be shipped to or carried out from.
Delivery Method:	The desired means of getting requested goods to a business partner.
Delivery notes:
Delivery Rule:	A definition stating when a specific delivery will occur.
Description:	A space to write additional related information.
Document No.:	An often automatically generated identifier for all documents.
Document Status:	A specified position resulting from processes which have/have not been executed.
Document Type:	A value defining what sequence and process setup are used to handle this document.
Drop Ship Contact:	Business Partner Contact for Drop Shipment
Drop Ship Location:	Business Partner Shipment Location for Drop Shipment
Drop Ship Partner:	Business Partner for Drop Shipment
Form of Payment:	The method used to pay the request.
Freight Amount:	The charge amount for a specified shipment.
Freight Cost Rule:	The calculation method used when charging freight.
Grand Total Amount:	The final monetary amount (including taxes) charge listed in a document.
Incoterms:	The applicable international commercial terms.
INCOTERMS description:	The geographical location that belongs to the applied Incoterm.
Invoice From:	Bill From Address
Invoice Rule:	Frequency and method of invoicing
Order Date:	The time listed on the order.
Order Reference:	A reference or document order number as listed in business partner application.
Organization:	Organizational entity within client
Partner Address:	Identifies the (ship from) address for this Business Partner
Payment Terms:	The setup and timing defined to complete a specified payment.
Posted:	An accounting status noting if a specified transaction was added to the general ledger.	To see that button in 2.34 version you need two things: - Make sure that the option 'Show accounting tabs' in 'General Setup > Application > Session Information is checked. - The status of the purchase order should be 'Completed'
Price includes Tax:	Tax is included in the price
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Print:	A reference stating whether or not the document has been printed at any time in the past.
Print Discount:	An option to have any discount printed on the invoice.
Priority:	A defined level of importance or precedence.
Process Order:
Process Order:
Processed:	A confirmation that the associated documents or requests are processed.
Project:	A defined task or undertaking
Purchase Order:	Purchase Order
Re-invoice:	An indication that a transaction may be invoiced to a business partner.
Sales Campaign:	An advertising effort aimed at increasing sales.
Sales Transaction:	An indication that a transfer of goods and money between business partners is occurring.
Scheduled Delivery Date:	The date that a task, process, or action is to be completed or delivered by.
Selected:
Self-Service:	This is a Self-Service entry or this entry can be changed via Self-Service
Send EMail:	Enable sending Document EMail
Shipping Company:	The name of the company making the shipment.
Summed Line Amount:	The final sum of all line totals made to a specified document or transaction (not including taxes).
Transaction Document Type:	The specific document type which should be used for a specified transaction.
Transferred:	Transferred to General Ledger (i.e. accounted)
Trx Organization:	The organization which performs or initiates the transaction.
User/Contact:	An acquaintance to reach for information related to the business partner.
Warehouse / Service Point:	The location where products arrive to or are sent from.
1st Dimension:	A display of optional elements that are previously defined for this account combination.
2nd Dimension:	A display of optional elements that are previously defined for this account combination.

Lines

Add products to be included in your purchase order. Each product is added by creating a line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Attribute Set Value:	An attribute associated with a product as part of an attribute set.
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Currency:	An accepted medium of monetary exchange that may vary across countries.
Date Delivered:	Date when the product was delivered
Delivered Quantity:	Delivered Quantity
Description:	A space to write additional related information.
Description Only:	if true, the line is just description and no transaction
Direct shipment:	Ship direct from Vendor to Customer
Discount %:	The proportional discount given to an item, without respect to any previously defined discounts.
Freight Amount:	The charge amount for a specified shipment.
Invoice Date:	The time listed on the invoice.
Invoice Quantity:	The total number of a product included in an invoice to a business partner.
Last price so:
Line Net Amount :	The final amount of a specified line, based only on quantities and prices.
Line No.:	A line stating the position of this request in the document.
List Price:	The official price of a product in a specified currency.
Lot:	A group of identical or similar items organized and placed into inventory under one number.
Order Date:	The time listed on the order.
Order Quantity:	The number of a certain item involved in the transaction, shown in units which differ from the standard UOM.
Order UOM:	The unit of measure being used for the request.
Organization:	Organizational entity within client
Partner Address:	Identifies the (ship from) address for this Business Partner
Price Adjustment:	The ability to raise or lower prices.
Price Limit:	The lowest price a specified item may be sold for.
Product:	An item produced by a process.
Purchase Order:	Purchase Order
Purchase Order Line:	Purchase Order Line
Quantity:	The number of an item involved in a transaction, given in standard units. It is used to determine price per unit.
Reserved Quantity:	Reserved Quantity
Resource Assignment:	Resource Assignment
Scheduled Delivery Date:	The date that a task, process, or action is to be completed or delivered by.
Serial No.:	An attribute used as a unique identifier for a product.
Shipping Company:	The name of the company making the shipment.
SO/PO Reference:	Reference to corresponding Sales/Purchase Order
Standard Price:	The regular or normal price of a product in the respective price list.
Tax:	The percentage of money requested by the government for this specified product or transaction.
Unit Price:	The price that will be paid for a specified item.
UOM:	A non monetary unit of measure.
Warehouse / Service Point:	The location where products arrive to or are sent from.

Line Tax

View taxes applied to your order line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Line No.:	A line stating the position of this request in the document.
Organization:	Organizational entity within client
Purchase Order Line:	A unique identifier and a reference to a purchase order line (product).
Tax:	The Tax indicates the type of tax for this document line.
Tax Amount:	The total sum of money requested by the government of the specified transaction line.
Taxable Amount:	The Tax Base Amount indicates the base amount used for calculating the tax amount.

Payment

Create an obligation for accounting to pay for all or part of your purchase order amount in advance.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Amount:	A monetary total.
Bank Account:	A monetary account of funds held in a recognized banking institution.
Bank statement line:	A statement displaying one transaction in the bank statement.
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Cancel processed:	Cancel processed
Cancelled Settlement No.:	The settlement used to cancel the corresponding payment.
Cash Book:	A document used to manage all cash transactions.
Cash Journal Line:	A statement displaying one transaction in the cash journal.
Change Debt Payment:	Take this Debt/Payment out of the settlement
Client:	Client for this installation.
C_Settlement_Generate_ID:	Settlement generate
Currency:	An accepted medium of monetary exchange that may vary across countries.
Description:	A space to write additional related information.
Due Date:	The date when a specified request must be carried out by.
Form of Payment:	The method used to pay the request.
Generate_Processed:	Generate Processed
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Is Automatic Generated:	It is automatically generated
Manual:	A task or process completed directly by the user, not automatically by the application.
Organization:	Organizational entity within client
Payment:	A obligation to pay or a right to collect for a specified item or service.
Payment Complete:	A confirmation stating whether the request has been closed through a monetary transaction.
Project:	A defined task or undertaking
Purchase Order:	Purchase Order
Receipt:	A confirmation stating whether the request has been closed through receipt of a monetary transaction.
Status:	A defined state or position of a payment.
Valid:	A confirmation that something is correct.
Write-off Amount:	A monetary sum that can be deducted from tax obligations.

Price Adjustments

View applied price adjustments for each order line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Adjusted Price:	The price to be offered after discounts or price increases.
Client:	Client for this installation.
Line No.:	A line stating the position of this request in the document.
Organization:	Organizational entity within client
Price Adjustment:	The ability to raise or lower prices.
Price Adjustment Amt.:	The amount by which this price is raised or lowered.
Purchase Order Line:	Purchase Order Line

Tax

Edit taxes applied to your order.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Line No.:	A line stating the position of this request in the document.
Organization:	Organizational entity within client
Purchase Order:	Purchase Order
Tax:	The percentage of money requested by the government for this specified product or transaction.
Tax Amount:	The total sum of money requested by the government of the specified transaction.
Taxable Amount:	The total sum on which taxes are added.

Goods Receipt

Create and edit goods receipts from your vendors and create invoices from these receipts.

What is a Goods Receipt?

A shipment document stating what has been received from a specific supplier. This receipt may be generated manually or created from a Purchase Order or Vendor Invoice. Without this document, the system does not know that new materials are on hand.

Creation Process:

There are two possibilities when creating a goods receipt.

• Copying lines from an order and including them in the desired goods receipt.
• Creating it manually from the beginning. This is useful when creating a goods receipt without a specific order. In this case it is necessary to manually define lines or products in the Lines tab.
• Using the Pending Goods Receipt window to automatically create the goods receipt from the purchase orders.

Keep in Mind:

• Depending on the state of the document, Processed, Posted, ... Some fields of the document will appear as read only in order to prevent the user to modify the values. At the database level there is a trigger that prevents the modification of some fields depending on document's state.

Header

Create and process a goods receipt.

Fields:

Accounting Date:	The date this transaction is recorded in the general ledger.
Active:	A flag indicating whether this record is available for use or de-activated.
Activity:	A distinct activity defined and used in activity based management.
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Calculate Freight Amount:
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Company Agent:	Purchase or Company Agent
Create From Multiple:
Create Lines from:	An addition of statements from pre-existing documents.
Date printed:	Date the document was printed.
Delivery Location:	The specific place or address an order will be shipped to or carried out from.
Delivery Method:	The desired means of getting requested goods to a business partner.
Delivery Rule:	A definition stating when a specific delivery will occur.
Description:	A space to write additional related information.
Document No.:	An often automatically generated identifier for all documents.
Document Status:	A specified position resulting from processes which have/have not been executed.
Document Type:	A value defining what sequence and process setup are used to handle this document.
Freight Amount:	The charge amount for a specified shipment.
Freight Category:	A classification used to help calculate shipping company freight amounts.
Freight Cost Rule:	The calculation method used when charging freight.
Generate Invoice from Receipt:	Create and process Invoice from this receipt. The receipt should be correct and completed.
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Logistic:
Movement Date:	The date that a certain item is moved from one location to another.
Movement Type:	The type of a certain item being moved from one location to another.
Number of Packages:	The number of packages being shipped.
Order Date:	The time listed on the order.
Order Reference:	A reference or document order number as listed in business partner application.
Organization:	Organizational entity within client
Partner Address:	Identifies the (ship from) address for this Business Partner
Pick Date:	Date/Time when picked for Shipment
Posted:	An accounting status noting if a specified transaction was added to the general ledger.
Print:	A reference stating whether or not the document has been printed at any time in the past.
Priority:	A defined level of importance or precedence.
Process Shipment :	Process Shipment (Update Inventory)
Process Shipment :	Process Shipment (Update Inventory)
Processed:	A confirmation that the associated documents or requests are processed.
Project:	A defined task or undertaking
Purchase Order:	Purchase Order
Sales Campaign:	An advertising effort aimed at increasing sales.
Sales Transaction:	An indication that a transfer of goods and money between business partners is occurring.
Send EMail:	Enable sending Document EMail
Ship Date:	Shipment Date/Time
Shipment/Receipt:	The document number for identifying an act of sending or receiving goods.
Shipping Company:	The name of the company making the shipment.
Tracking No:	Number to track the shipment
Trx Organization:	The organization which performs or initiates the transaction.
Update Attributes from Shipment:	Update attributes from shipment
User/Contact:	An acquaintance to reach for information related to the business partner.
Warehouse / Service Point:	The location where products arrive to or are sent from.
1st Dimension:	A display of optional elements that are previously defined for this account combination.
2nd Dimension:	A display of optional elements that are previously defined for this account combination.

Lines

Add products which are included in your goods receipt. Each product is shown on its own line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Attribute Set Value:	An attribute associated with a product as part of an attribute set.
Client:	Client for this installation.
Description:	A space to write additional related information.
Description Only:	if true, the line is just description and no transaction
Line No.:	A line stating the position of this request in the document.
Lot:	A group of identical or similar items organized and placed into inventory under one number.
Movement Quantity:	The number of items being moved from one location to another.
Order Quantity:	The number of a certain item involved in the transaction, shown in units which differ from the standard UOM.
Order UOM:	The unit of measure being used for the request.
Organization:	Organizational entity within client
Product:	An item produced by a process.
Purchase Order Line:	Purchase Order Line
Re-invoice:	An indication that a transaction may be invoiced to a business partner.
Serial No.:	An attribute used as a unique identifier for a product.
Shipment/Receipt:	The document number for identifying an act of sending or receiving goods.
Shipment/Receipt Line:	A statement displaying one item, charge, or movement in a shipment/receipt.
Storage Bin:	A set of coordinates (x, y, z) which help locate an item in a warehouse.
UOM:	A non monetary unit of measure.

Purchase Invoice

Create and edit invoices received from your vendors and generate related goods receipts.

What is a Purchase Invoice?

An invoice is a written statement which marks goods sent to a buyer by a supplier. It also indicates the quantity and price of each product or service included in the order.

Keep in Mind:

• Invoices can be created manually without any relation to the order or goods receipt. They can also be copied from a purchase order or a goods receipt.
• When completing the invoice a payment is generated that appears in the Payment tab.
• Taxes are assigned automatically when introducing products in the Lines tab.
• Depending on the state of the document, Processed, Posted, ... Some fields of the document will appear as read only in order to prevent the user to modify the values. At the database level there is a trigger that prevents the modification of some fields depending on document's state.

Accounting dimension

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Amount:	A monetary sum of two or more quantities.
Client:	Client for this installation.
Invoice Line:	A statement displaying one item or charge in an invoice.
Organization:	Organizational entity within client
Project:	A defined task or undertaking
Sales Campaign:	An advertising effort aimed at increasing sales.
1st Dimension:	A display of optional elements that are previously defined for this account combination.
2nd Dimension:	A display of optional elements that are previously defined for this account combination.

Header

Create and edit a sales invoice.

Fields:

Accounting Date:	The date this transaction is recorded in the general ledger.
Active:	A flag indicating whether this record is available for use or de-activated.
Activity:	A distinct activity defined and used in activity based management.
Approved:	Indicates if this document requires approval
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Company Agent:	Purchase or Company Agent
Copy Lines:	Copy Lines from other Invoice
Create Lines from:	An addition of statements from pre-existing documents.
Currency:	An accepted medium of monetary exchange that may vary across countries.
Days till due:	Number of days left for the next due date.
Date printed:	Date the document was printed.
Description:	A space to write additional related information.
Document No.:	An often automatically generated identifier for all documents.
Document Status:	A specified position resulting from processes which have/have not been executed.
Document Type:	A value defining what sequence and process setup are used to handle this document.
Due amount:	Total amount due.
Form of Payment:	The method used to pay the request.
Generate Receipt from Invoice:	Create and process delivery Receipt from this invoice. The invoice should be correct and completed.
Grand Total Amount:	The final monetary amount (including taxes) charge listed in a document.
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Invoice Date:	The time listed on the invoice.
Last Calculated On Date:	Last Calculated On Date for payment monitor.
Order Date:	The time listed on the order.
Order Reference:	A reference or document order number as listed in business partner application.
Organization:	Organizational entity within client
Outstanding Amount:	Amount pending to be paid.
Partner Address:	Identifies the (ship from) address for this Business Partner
Payment Complete:	A confirmation stating whether the request has been closed through a monetary transaction.
Payment Terms:	The setup and timing defined to complete a specified payment.
Posted:	An accounting status noting if a specified transaction was added to the general ledger.
Price includes Tax:	Tax is included in the price
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Print:	A reference stating whether or not the document has been printed at any time in the past.
Print Discount:	An option to have any discount printed on the invoice.
Process Invoice:
Process Invoice:
Processed:	A confirmation that the associated documents or requests are processed.
Project:	A defined task or undertaking
Purchase Order:	Purchase Order
Sales Campaign:	An advertising effort aimed at increasing sales.
Sales Transaction:	An indication that a transfer of goods and money between business partners is occurring.
Self-Service:	This is a Self-Service entry or this entry can be changed via Self-Service
Send EMail:	Enable sending Document EMail
Summed Line Amount:	The final sum of all line totals made to a specified document or transaction (not including taxes).
Total paid:	Total amount paid.
Transaction Document Type:	The specific document type which should be used for a specified transaction.
Transferred:	Transferred to General Ledger (i.e. accounted)
Trx Organization:	The organization which performs or initiates the transaction.
Update payment monitor:	Updates payment monitor information. Total paid, Outstanding Amount, Days till due, Due amount, Payment Complete and Last Calculated On Date fields.
User/Contact:	An acquaintance to reach for information related to the business partner.
1st Dimension:	A display of optional elements that are previously defined for this account combination.
2nd Dimension:	A display of optional elements that are previously defined for this account combination.

Lines

Add products to be included in your invoice. Each product is added by creating a line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Asset:	An item which is owned and exchangeable for cash.
Attribute Set Value:	An attribute associated with a product as part of an attribute set.
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Description:	A space to write additional related information.
Description Only:	if true, the line is just description and no transaction
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Invoice discount:
Invoice Line:	A statement displaying one item or charge in an invoice.
Invoice Quantity:	The total number of a product included in an invoice to a business partner.
Line Net Amount :	The final amount of a specified line, based only on quantities and prices.
Line No.:	A line stating the position of this request in the document.
Financial Invoice Line	A check for the end-user to enter a "Financial" invoice instead of a "Product" related invoice, which implies that "Product" field is removed and a new one named "Account" is shown.
Account	A G/L item setup as "Enable in Financial Invoices" which allows end-user to enter "non-product" related invoices but "financial" invoices related to accounts/GL items
List Price:	The official price of a product in a specified currency.
Order Quantity:	The number of a certain item involved in the transaction, shown in units which differ from the standard UOM.
Order UOM:	The unit of measure being used for the request.
Organization:	Organizational entity within client
Price Adjustment:	The ability to raise or lower prices.
Price Limit:	The lowest price a specified item may be sold for.
Product:	An item produced by a process.
Project Line:	Task or step in a project
Purchase Order Line:	Purchase Order Line
Resource Assignment:	Resource Assignment
Shipment/Receipt Line:	A statement displaying one item, charge, or movement in a shipment/receipt.
Standard Price:	The regular or normal price of a product in the respective price list.
Tax:	The percentage of money requested by the government for this specified product or transaction.
Tax Amount:	The total sum of money requested by the government of the specified transaction.
Unit Price:	The price that will be paid for a specified item.
UOM:	A non monetary unit of measure.

Line Tax

View taxes applied to your invoice line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Line No.:	A line stating the position of this request in the document.
Organization:	Organizational entity within client
Invoice Line:	The Invoice Line uniquely identifies a single line of an Invoice.
Tax:	The Tax indicates the type of tax for this document line.
Tax Amount:	The total sum of money requested by the government of the specified transaction line.
Taxable Amount:	The Tax Base Amount indicates the base amount used for calculating the tax amount.

Payment

Create an obligation for accounting to pay for all or part of your invoice amount.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Amount:	A monetary total.
Bank Account:	A monetary account of funds held in a recognized banking institution.
Bank statement line:	A statement displaying one transaction in the bank statement.
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Cancel processed:	Cancel processed
Cancelled Settlement No.:	The settlement used to cancel the corresponding payment.
Cash Book:	A document used to manage all cash transactions.
Cash Journal Line:	A statement displaying one transaction in the cash journal.
Change Debt Payment:	Take this Debt/Payment out of the settlement
Client:	Client for this installation.
C_Settlement_Generate_ID:	Settlement generate
Currency:	An accepted medium of monetary exchange that may vary across countries.
Description:	A space to write additional related information.
Due Date:	The date when a specified request must be carried out by.
Form of Payment:	The method used to pay the request.
Generate_Processed:	Generate Processed
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Is Automatic Generated:	It is automatically generated
Manual:	A task or process completed directly by the user, not automatically by the application.
Organization:	Organizational entity within client
Payment:	A obligation to pay or a right to collect for a specified item or service.
Payment Complete:	A confirmation stating whether the request has been closed through a monetary transaction.
Project:	A defined task or undertaking
Receipt:	A confirmation stating whether the request has been closed through receipt of a monetary transaction.
Status:	A defined state or position of a payment.
Valid:	A confirmation that something is correct.
Write-off Amount:	A monetary sum that can be deducted from tax obligations.

Price Adjustment

View applied price adjustments for each order line.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Adjusted Price:	The price to be offered after discounts or price increases.
Client:	Client for this installation.
Invoice Line:	A statement displaying one item or charge in an invoice.
Invoice Line Offer:	Offers applied to the invoice line.
Line No.:	A line stating the position of this request in the document.
Organization:	Organizational entity within client
Price Adjustment:	The ability to raise or lower prices.
Price Adjustment Amt.:	The amount by which this price is raised or lowered.

Tax

View or edit taxes applied to your invoice.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Line No.:	A line stating the position of this request in the document.
Organization:	Organizational entity within client
Recalculate:	Recalculate tax
Tax:	The percentage of money requested by the government for this specified product or transaction.
Tax Amount:	The total sum of money requested by the government of the specified transaction.
Taxable Amount:	The total sum on which taxes are added.

Vendor Expense Invoice

Edit expenses by breaking and then allocating them across multiple organizations, projects, etc.

Expense Invoice

Split up an exisiting invoice among your organizations or departments.

Fields:

Accounting Date:	The date this transaction is recorded in the general ledger.
Active:	A flag indicating whether this record is available for use or de-activated.
Activity:	A distinct activity defined and used in activity based management.
Approved:	Indicates if this document requires approval
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Copy Lines:	Copy Lines from other Invoice
Create Lines from:	An addition of statements from pre-existing documents.
Currency:	An accepted medium of monetary exchange that may vary across countries.
Date printed:	Date the document was printed.
Description:	A space to write additional related information.
Document No.:	An often automatically generated identifier for all documents.
Document Status:	A specified position resulting from processes which have/have not been executed.
Document Type:	A value defining what sequence and process setup are used to handle this document.
Form of Payment:	The method used to pay the request.
Generate Receipt from Invoice:	Create and process delivery Receipt from this invoice. The invoice should be correct and completed.
Grand Total Amount:	The final monetary amount (including taxes) charge listed in a document.
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Invoice Date:	The time listed on the invoice.
Order Date:	The time listed on the order.
Order Reference:	A reference or document order number as listed in business partner application.
Organization:	Organizational entity within client
Partner Address:	The location of the selected business partner.
Payment Complete:	A confirmation stating whether the request has been closed through a monetary transaction.
Payment Terms:	The setup and timing defined to complete a specified payment.
Posted:	An accounting status noting if a specified transaction was added to the general ledger.
Price includes Tax:	Tax is included in the price
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Print:	A reference stating whether or not the document has been printed at any time in the past.
Print Discount:	An option to have any discount printed on the invoice.
Process Invoice:
Process Invoice:
Processed:	A confirmation that the associated documents or requests are processed.
Project:	A defined task or undertaking
Sales Campaign:	An advertising effort aimed at increasing sales.
Sales Order:	A unique and often automatically generated identifier for a sales order.
Sales Representative:	The person in charge of carry out an order.
Sales Transaction:	An indication that a transfer of goods and money between business partners is occurring.
Self-Service:	This is a Self-Service entry or this entry can be changed via Self-Service
Send EMail:	Enable sending Document EMail
Summed Line Amount:	The final sum of all line totals made to a specified document or transaction (not including taxes).
Transaction Document Type:	The specific document type which should be used for a specified transaction.
Transferred:	Transferred to General Ledger (i.e. accounted)
Trx Organization:	The organization which performs or initiates the transaction.
User/Contact:	An acquaintance to reach for information related to the business partner.
1st Dimensinon:	A display of optional elements that are previously defined for this account combination.
2nd Dimension:	A display of optional elements that are previously defined for this account combination.

Vendor Expense Invoice (Alpha)

Edit expenses by breaking and then allocating them across multiple organizations, projects, etc.

Included Lines

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Asset:	An item which is owned and exchangeable for cash.
Attribute Set Value:	An attribute associated with a product as part of an attribute set.
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Description:	A space to write additional related information.
Description Only:	if true, the line is just description and no transaction
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Invoice discount:
Invoice Line:	A statement displaying one item or charge in an invoice.
Invoice Quantity:	The total number of a product included in an invoice to a business partner.
Line Net Amount :	The final amount of a specified line, based only on quantities and prices.
Line No.:	A line stating the position of this request in the document.
List Price:	The official price of a product in a specified currency.
Order Quantity:	The number of a certain item involved in the transaction, shown in units which differ from the standard UOM.
Order UOM:	The unit of measure being used for the request.
Organization:	Organizational entity within client
Price Adjustment:	The ability to raise or lower prices.
Price Limit:	The lowest price a specified item may be sold for.
Product:	An item produced by a process.
Project Line:	Task or step in a project
Purchase Order Line:	Purchase Order Line
Resource Assignment:	Resource Assignment
Shipment/Receipt Line:	A statement displaying one item, charge, or movement in a shipment/receipt.
Standard Price:	The regular or normal price of a product in the respective price list.
Tax:	The percentage of money requested by the government for this specified product or transaction.
Tax Amount:	The total sum of money requested by the government of the specified transaction.
Unit Price:	The price that will be paid for a specified item.
UOM:	A non monetary unit of measure.

Invoice

Fields:

Accounting Date:	The date this transaction is recorded in the general ledger.
Active:	A flag indicating whether this record is available for use or de-activated.
Activity:	A distinct activity defined and used in activity based management.
Approved:	Indicates if this document requires approval
Business Partner :	Anyone who takes part in daily business operations by acting as a customer, employee, etc.
Charge:	A cost or expense incurred during business activity.
Charge amount:	The amount of a cost or expense incurred during business activity.
Client:	Client for this installation.
Company Agent:	Purchase or Company Agent
Copy Lines:	Copy Lines from other Invoice
Create Lines from:	An addition of statements from pre-existing documents.
Currency:	An accepted medium of monetary exchange that may vary across countries.
Date printed:	Date the document was printed.
Description:	A space to write additional related information.
Document No.:	An often automatically generated identifier for all documents.
Document Status:	A specified position resulting from processes which have/have not been executed.
Document Type:	A value defining what sequence and process setup are used to handle this document.
Form of Payment:	The method used to pay the request.
Generate Receipt from Invoice:	Create and process delivery Receipt from this invoice. The invoice should be correct and completed.
Grand Total Amount:	The final monetary amount (including taxes) charge listed in a document.
Invoice:	A document listing products, quantities and prices, payment terms, etc.
Invoice Date:	The time listed on the invoice.
Order Date:	The time listed on the order.
Order Reference:	A reference or document order number as listed in business partner application.
Organization:	Organizational entity within client
Partner Address:	Identifies the (ship from) address for this Business Partner
Payment Complete:	A confirmation stating whether the request has been closed through a monetary transaction.
Payment Terms:	The setup and timing defined to complete a specified payment.
Posted:	An accounting status noting if a specified transaction was added to the general ledger.
Price includes Tax:	Tax is included in the price
Price List:	A catalog of selected items with prices defined generally or for a specific partner.
Print:	A reference stating whether or not the document has been printed at any time in the past.
Print Discount:	An option to have any discount printed on the invoice.
Process Invoice:
Process Invoice:
Processed:	A confirmation that the associated documents or requests are processed.
Project:	A defined task or undertaking
Purchase Order:	Purchase Order
Sales Campaign:	An advertising effort aimed at increasing sales.
Sales Transaction:	An indication that a transfer of goods and money between business partners is occurring.
Self-Service:	This is a Self-Service entry or this entry can be changed via Self-Service
Send EMail:	Enable sending Document EMail
Summed Line Amount:	The final sum of all line totals made to a specified document or transaction (not including taxes).
Transaction Document Type:	The specific document type which should be used for a specified transaction.
Transferred:	Transferred to General Ledger (i.e. accounted)
Trx Organization:	The organization which performs or initiates the transaction.
User/Contact:	An acquaintance to reach for information related to the business partner.
1st Dimensinon:	A display of optional elements that are previously defined for this account combination.
2nd Dimension:	A display of optional elements that are previously defined for this account combination.

Matched Purchase Orders

Edit and process invoices by assigning them to a corresponding shipment/receipt, invoice, or both.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Invoice Line:	A statement displaying one item or charge in an invoice.
Match PO:	Match Purchase Order to Shipment/Receipt
Organization:	Organizational entity within client
Posted:	An accounting status noting if a specified transaction was added to the general ledger.
Process Now:	A request to process the respective document or task.
Processed:	A confirmation that the associated documents or requests are processed.
Product:	An item produced by a process.
Purchase Order Line:	Purchase Order Line
Quantity:	The number of a certain item.
Shipment/Receipt Line:	A statement displaying one item, charge, or movement in a shipment/receipt.
Transaction Date:	The date that a specified transaction is entered into the application.

Matched Invoices

Edit and process purchase orders by assigning them to a corresponding shipment/receipt, invoice, or both.

Fields:

Active:	A flag indicating whether this record is available for use or de-activated.
Client:	Client for this installation.
Invoice Line:	A statement displaying one item or charge in an invoice.
Match Invoice:	Match Shipment/Receipt to Invoice
Organization:	Organizational entity within client
Posted:	An accounting status noting if a specified transaction was added to the general ledger.
Process Now:	A request to process the respective document or task.
Processed:	A confirmation that the associated documents or requests are processed.
Product:	An item produced by a process.
Quantity:	The number of a certain item.
Shipment/Receipt Line:	A statement displaying one item, charge, or movement in a shipment/receipt.
Transaction Date:	The date that a specified transaction is entered into the application.

Create Invoices

Create invoices for all processed sales orders/goods shipments that have not been invoiced.

Pending Goods Receipt

View all pending orders which do not have a corresponding goods receipt. This means orders have not been received. You can create the correspondent goods receipts by selecting the desired order lines and setting the reception date, quantity and warehouse. It is possible to filter the purchase orders by its Document Number.

Analysis Tools

Purchase Order Dimensional Report

Create purchase order reports for a defined time period. Add dimensions and filters to view, order, and compare information according to your analysis needs.

Goods Receipts Dimensional Report

Create goods receipts reports for a defined time period. Add dimensions and filters to view, order, and compare information according to your analysis needs.

Purchase Invoice Dimensional Report

Create purchase invoice reports for a specified time period. Add dimensions and filters to view, order, and compare information according to your analysis needs.

Purchase Order Report

Create a report showing purchase orders registered in the application.

Vendor Invoice Report

Create a report showing all issued vendor invoices.

Purchase Order Report with JR

Create purchase order reports using JasperReports.