Projects:Intercompanyinvoicing/User Guide

Contents 1 Overview 2 Installation 3 Configuration 3.1 Business Partners mapping 3.1.1 Mapping vendor McGiver to organization B 3.1.2 Mapping customer The Simpsons Ltd to organization A 3.2 Definition of Inter-company Document Types 3.2.1 Creating new document types 3.2.2 Mapping document types 4 Inter-company Order Creation 5 Inter-company Invoice Creation

Overview

The inter-company module enables the automatic creation of matching purchase/sales invoice/order when a sales/purchase invoice/order of document type 'inter-company' is completed.

For example, if the following document is created: Sales Order in the organization B for a business partner called The Simpsons Ltd (which is associated to an organization A). The system will generate a new Purchase Order in the organization A for the business partner McGiver (because it is associated to organization B).

In this new document, the values of the different fields are copied from the original document, in except of the tax of the lines (starting from version 2.1.7), which is calculated according to product, business partner, etc. Nevertheless, the grand total amount of both, original and generated documents, must be the same, so tax rates of both documents must have same percentage.

Installation

IMPORTANT NOTE: This module is only available for 2.50MP4 and up.

This module can be installed following the usual steps to install a module. It can be installed through the central repository or downloaded at the module section of this forge project. Only the System Administrator can install modules.

Configuration

In order to be able to create inter-company documents, the following items need to be configured:

• Mapping between business partners and organizations.
• Creation of inter-company document types.
• Definition of relations for inter-company document types.

In the following sections, a step-by-step guide is provided.

Business Partners mapping

Mapping vendor McGiver to organization B

• Go to General Setup -> Enterprise -> Organization -> Organization
• Click Grid view
• Select Organization B and click information tab
• General Setup -> Enterprise -> Organization -> Organization -> Information
• Then select the Business partner: McGiver and save (now the business partner McGiver is mapped to the organization B)

Mapping customer The Simpsons Ltd to organization A

• Go to General Setup -> Enterprise -> Organization -> Organization
• Click Grid view
• Select Organization A and click information tab
• General Setup -> Enterprise -> Organization -> Organization -> Information
• Then select the Business partner The Simpsons Ltd and save (now the business partner The Simpsons Ltd is mapped to the organization A)

Definition of Inter-company Document Types

First of all, new document types with inter-company flag checked must be created. Then, the relation between these document types must be defined within the organizations. So that when a purchase/sales invoice/order is created using the above created inter-company document type, on completion of the purchase/sales invoice/order, the system will generate the matching inter company sales/purchase invoice/order and will complete it.

Creating new document types

1. Login as the 'client' administration user
2. Navigate to Financial Management -> Accounting -> Setup -> Document Type -> Document Definition.

Create a new entry in this tab with the below details for sales order.

• Name - Inter-company Sales Order
• Print text - Inter-company Sales Order
• G/L Category - Standard
• Sales transaction - Checked
• Document Category - Sales Order
• Table - c_order
• Inter-company - Checked

Create another new entry for purchase order.

• Name - Inter-company Purchase Order
• Print text - Inter-company Purchase Order
• G/L Category - Standard
• Sales transaction - Not checked
• Document Category - Purchase Order
• Table - c_order
• Inter-company - Checked

Create another new entry for sales Invoice.

• Name - Inter-company Sales Invoice
• Print text - Inter-company Sales Invoice
• G/L Category - Standard
• Sales transaction - Checked
• Document Category - AR Invoice
• Table - c_Invoice
• Inter-company - Checked

Create another new entry for purchase Invoice.

• Name - Inter-company Purchase Invoice
• Print text - Inter-company Purchase Invoice
• G/L Category - Standard
• Sales transaction - Not checked
• Document Category – AP Invoice
• Table - c_invoice
• Inter-company - Checked

Mapping document types

The next step is to define the matching types within certain organizations for a document type in the application. To do this Navigate to Financial Management -> Accounting -> Setup -> Document Type -> Document Definition Click Grid view

1. Select Document Definition 'Inter-company Sales Order'
2. Click 'Inter-company Relations' tab
3. Click new and then
   • Select Org B in Source organization combo box
   • Select Org A in Target organization combo box
   • Select Inter-company Purchase Order in Target Document type combo box.
   • Select Active check box.
   • Click save.

1. Select Document Definition Inter-company Sales Invoice in Financial Management -> Accounting -> Setup -> Document Type -> Document Definition tab
2. Click Inter-company Relations tab
3. Click new and then
   • Select Org B in Source organization combo box
   • Select Org A in Target organization combo box
   • Select Inter-company Purchase Invoice in Target Document type combo box.
   • Select Active check box.
   • Click save.

Notice that there could be no target document type(optional) defined in the Financial Management -> Accounting -> Setup -> Document Type -> Document Definition -> Inter-company Relations tab. This allows us to do it manually later. In this case, no matching order/invoice is created while completing the order/invoice.

Inter-company Order Creation

When an inter-company Sales Order is completed, the system generates the matching Purchase Order automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the Purchase Order side too. In this case, a matching Sales Order would be created.

• Go to Sales management->Transactions->Sales order -> Header
• Click New select Transaction Document: Inter-company Sales Order
• Select the business partner - The Simpsons Ltd
• Organization - B
• Enter lines data
• Save
• Move to Header tab and complete the order

The system generates a Purchase Order in Organization A, with McGiver as business partner and Inter-company Purchase Order as transaction document type.

Click on linked items button to navigate to the new document (Purchase Order).

Click Purchase Order link that was created in Organization A, with McGiver as business partner and Inter-company Purchase Order as transaction document type.

Click Originating Order link field that navigates to the corresponding document (Sales Order).

Inter-company Invoice Creation

When an inter-company sales invoice is completed, the system generates the matching purchase invoice automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the purchase invoice side too. In this case, a matching sales invoice would be created.

• Go to Sales management->Transactions->Sales Invoice -> Header
• Click New select Transaction Document: Inter-company Sales Invoice
• Select the business partner - The Simpsons Ltd
• Organization - B
• Enter lines data
• Save
• Move to Header tab and complete the invoice

The system generates a purchase invoice in Organization A, with McGiver as business partner and Inter-company Purchase Invoice as transaction document type.

Click on linked items button to navigate to the new document (purchase invoice).

Click Purchase Invoice link that was created in Organization A, with McGiver as business partner and Inter-company Purchase Invoice as transaction document type.

Click Originating Invoice link field that navigates to the corresponding document (Sales Invoice).