Projects:GrossAmountsinInvoiceLines UserManual
GROSS AMOUNTS IN INVOICES AND ORDERS USER GUIDE
Contents |
Abstract and Justification
“Gross Amounts in Invoices and Order Lines” is a new OB ERP feature delivered as a commercial module which is intended to allow the end-user to enter Gross Amount Order and Invoice lines, or in other words, this new feature will allow the end user to enter in the system Order and Invoice Lines including taxes like VAT, by entering Gross Amounts lines.
User Goals
This feature will allow the end-user to:
- Enter in the system Gross Amounts (amounts including taxes) orders/invoices lines
- Edit either Gross Amounts or the Line Net Amount depending on the new flag being selected.
It is important to remark that there are new price related fields being added at Purchase/Sales Order & Invoice line level.
Prerequisites
Installation of the *.obx file for "Gross Amounts in Invoices and Orders" feature:
- Openbravo application should be installed in your environment and it must be activated using valid license key.
- Login as Openbravo/Openbravo
- Change the role to “System Admin” by clicking the button “User Info”.
- Go to General Setup -> Application -> Module Management. Click the tab Add Modules -> Browse File System.
- Install Module pop-up window will be opened. Browse the obx file and click continue.
- "Gross Amounts in Invoices and Orders" will be available in “Add Modules” with Install Now button.
- Click Install Now. This will do all the process and finally it will add the "Gross Amounts in Invoices and Orders" feature in our application.
- To Verify this go to “Installed Modules” tab in Module Management and check whether the newly added module appears there.
Now your application is set up with the "Gross Amounts in Invoices and Orders" feature.
In this feature, Gross Fields like Gross Unit Price, Gross Standard Price(in case of Purchase/Sales Orders), Gross Unit Price, Edit Gross Amounts, Line Gross Amount and Tax Amount(in case of Purchase/Sales Orders) are new fields which are developed as a part of module development.
The Net Fields like Net Unit Price, Net Standard Price(in case of Purchase/Sales Orders), Net List Price and Edit Net Amounts are developed as a part of core enhancement.
User interface Changes
- 1. The following two fields in 'Status section of the Purchase/Sales Invoice/Order Header tab have been renamed as follows,
- 1.1 Summed Line Amount as Total Net Amount
- 1.2 Grand Total Amount as Total Gross Amount
Purchase/Sales Invoice - Header
Purchase/Sales Order - Header
- 2. The following 6 new fields have been added in the Purchase/Sales Invoice Lines tab (highlighted in blue color).
- 2.1 Tax Amount
- 2.2 Gross Unit Price
- 2.3 Gross List Price
- 2.4 Gross Standard Price (in case of Purchase/Sales Orders)
- 2.5 Line Gross Amount
- 2.6 Edit Line Net Amounts - this flag is used to allow the end-user to edit the Line Net Amount field.
- 2.7 Edit Gross Amounts - this flag is used to allow the end-user to edit Line Gross Amounts, including Line Gross Amount.
- 3. In Purchase/Sales Order/Invoice Lines tab, the following fields have been renamed (highlighted in red color).
- 3.1 Unit Price as Net Unit Price
- 3.2 List Price as Net List Price
- 3.3 Standard Price as Net Standard Price (in case of Purchase/Sales Orders)
- 4. In Purchase/Sales Order or Invoice Lines tab, the Line Net Amount field is editable whenever the end-user select Edit Net Amounts flag.
Purchase/Sales Invoice - Lines
Procurement/Sales Management || Transactions || Purchase/Sales Invoice || Header >> Lines
Purchase/Sales Order - Lines
Procurement/Sales Management || Transactions || Purchase/Sales Order || Header >> Lines
User Scenarios
Scenario 1 - An End-user entering a Gross amount Purchase/Sales Order or Invoice.
In this scenario the end-user has to enter a Purchase or a Sales Invoice by entering gross Amount order or invoice lines. For doing that the end-user needs to navigate to “Procurement/Sales Management – Transactions – Purchase/Sales Invoice” from Application Menu and enter in the following information.
- Client = Client A
- Organization = Organization A
- Transaction document = "AP invoice" (in case of Purchase Invoice) or "AR invoice” (in case of Sales Invoice)
- Invoice date = 20 March 2010
- Business partner (vendor) = McGiver Supplies (located in Germany)
Once the above is done the end-user has to navigate to “Lines” tab, create a new line and select the product/item to be invoiced/ordered as well as enter the corresponding “invoiced quantity” or "ordered quantity". If the Tax is already associated with the product, then the Tax is automatically populated else the end-user has to choose appropriate "Tax" from the drop down box.
For example:
Line 10,
- Product= Item A
- Invoiced quantity = 3 units
- Tax rate = National Purchase VAT rate = 19%
After selecting the Product, the Line Net Amount, Gross Unit Price, Gross List Price, Gross Standard Price(in case of Purchase Order) and Tax Amount are calculated based on the Net Unit Price associated with that product which we selected.
In this example, since Net Unit Price is 161,21, then
- Line Net Amount = 483,63 is calculated as Net Unit Price * Qty Ordered/Invoiced
- Net List price is calculated as 161,21 (as Net Unit Price is 161,21)
- Gross Unit price and Gross List Price = 191,84 are calculated as the Net Unit/List price + (Net unit/list price * VAT rate)
- Line Gross Amount = 575,52 is calculated as Line Net Amount + Tax amount
- Tax amount = 91,89 -> as the gross amount * VAT rate/(100 + VAT rate)
Now, In case the end-user needs to modify Line Gross Amount manually, the end-user would need to
- Select the Edit Gross Amounts check box
- And change Line Gross Amount = 600,50 by example
- quantity could remain equal to 3 units.
After that the system should do below calculations:
- Gross Unit price = Line Gross amount / quantity = 600.50/ 3 units = 200.17
- Net Line amount= 504.63 -> Line Gross amount x 100 / (100+tax rate)
- Tax amount = 95.87 -> as the gross amount * VAT rate/(100 + VAT rate)
- Net Unit price = Line Net amount / quantity = 504.62 / 3 units = 168.21
Invoice/Order Totals will be as shown below in Purchase/Sales Invoice or Order Header:
- Total Gross Amount = 600.50
- Total Net Amount= 504.63
In case the end-user change any other Gross field, the system should do the corresponding re-calculations.
Scenario 2 - An End-user entering a Net amount Purchase/Sales Order or Invoice
In this scenario the end-user has to enter a Purchase/Sales Invoice by entering Net Amount Lines. For doing that the end-user needs to navigate to “Procurement/Sales Management – Transactions – Purchase/Sales Invoice” from Application Menu and enter in the following information.
- Client = Client A
- Organization = Organization A (an organization located in Germany, by example)
- Transaction document = "AP invoice" (in case of Purchase Invoice) or "AR invoice” (in case of Sales Invoice)
- Invoice date = 20 March 2010
- Business partner (vendor) = McGiver Supplies (by example located in Germany)
Once the above is done the end-user has to navigate to “Lines” tab, create a new line and select the product/item to be invoiced/ordered as well as enter the corresponding “invoiced quantity” or "ordered quantity". If the Tax is already associated with the product, then the Tax is automatically populated else he has to choose appropriate "Tax" from the drop down box.
For example:
Line 10,
- Product= Item B
- Invoiced quantity = 5 units
- Tax rate = National Purchase VAT rate = 19%
After selecting the Product, the Line Net Amount, Gross Unit Price, Gross List Price, Gross Standard Price(in case of Purchase Order) and Tax Amount are calculated based on the Net Unit Price associated with that product which we selected.
In this example, since Net Unit Price is 150,00, then
- Line Net Amount = 250,00 is calculated as Net Unit Price * Qty Ordered/Invoiced
- Net List price is calculated as 50,00 (as Net Unit Price is 50,00)
- Gross Unit price and Gross List Price = 59,50 are calculated as the Net Unit/List price + (Net unit/list price * VAT rate)
- Line Gross Amount = 297,50 is calculated as Line Net Amount + Tax amount
- Tax amount = 47,50 is calculated as the gross amount * VAT rate/(100 + VAT rate)
Now, In case the end-user needs to modify Line Net Amount manually, the end-user would need to
- Select the Edit Line Net Amounts check box
- And change Line Net Amount to 2.250,00 by example.
- quantity could remain equal to 5 units.
After that the system should do below calculations:
- Net Unit Price would be 450,00.
- Net List price = 450,00 (as Net Unit Price is changed to 450,00)
- Gross Unit price, Gross List Price = 535,50 are calculated as as the Net unit/list price + (Net unit/list price * VAT rate)
- Tax amount = 427,50 -> as Line Net Amount * VAT rate
- Line Gross Amount = 2.677.50 -> as Line Net Amount + Tax amount
Invoice/Order Totals will be as shown below in Purchase/Sales Invoice or Order Header:
- Total Gross Amount = 2.677.50
- Total Net Amount= 2.250,00
Note: When the Edit Line Net Amounts check box is checked, all "Gross Fields" like Gross Unit Price, Gross List Price, Tax Amount and Line Gross Amount are set to read-only. When the Edit Gross Amounts check box is checked, all "Net Fields" like Net Unit Price, Net List Price, Tax Amount and Net Gross Amount are set to read-only.