Managing purchase temporary invoices

DMF	0409** PURCHASES TEMPORARY INVOICES *

The management of temporary invoices is accessible from the Purchase Portal in the Temporary invoices menu.

Description of the temporary invoice screen

The screen of a temporary invoice is split in multiple parts:

The Title;
The Views;
The Totals overview;
On the left, the Viewer of the temporary invoice;
The Header;
The Text on invoice;
The History;
The Lines..

Title

At the top of the screen, the temporary invoice title line contains the following information:

The object type;
The number of the temporary invoice;
The supplier of the temporary invoice;
The status of the temporary invoice, which means whether it is to process, validated, denied;
The company of the temporary invoice.

Note

The company is determined and automatically specified when importing, thanks to the supplier SIREN number in the Factur-X.

During the import, if the supplier SIREN number of the Factur-X does not matches the SIREN number of a company in Akuiteo, the invoice is denied and is not imported.

Views

Under the title area, various views are available:

Invoice to create - default view when the user opens a temporary invoice;
Orders to receive - view allowing you to receive orders;
Receptions to bill - view allowing you to bill receptions;
Billing schedules to bill - view allowing you to bill billing schedules.

Reference

For more information about features available in the Orders to receive, Receptions to bill and Billing schedules to bill views, see Creating final invoices.

Totals overview

Under the header of the temporary invoice, the totals of the imported invoice are displayed:

Pre-tax total - indicates the pre-tax total of the invoice;
VAT total - indicates the VAT total of the invoice;
After-tax total - indicates the after-tax total of the invoice.

These totals cannot be modified.

Viewer

The viewer of the temporary invoice is on the left side of the screen. It allows you to view the PDF of the imported Factur-X, print it or download the Factur-X.

Header

The temporary invoice header displays the main information of the invoice:

Journal	Invoice journal. If the supplier was automatically specified during the import and a journal link with this supplier exists, the journal is automatically specified. If there is no existing journal link for this supplier but that a default journal is set up, then the default journal is automatically specified. This field can be modified. A help list displays the purchasing journals currently valid on the company for the invoice. Reference For more information on the journal links and the default journal, see Managing journal links.
Entity	Entity of the company. It is not automatically specified during the import. This field can be modified. The help list displays all the entities currently valid on the company of the invoice and on which the employee is partitioned. Reference For more information on the entities setup, see Entity.
Currency	Currency of the invoice. This information is retrieved identically from the Factur-X when importing it. This field can be modified.
Balance	Balance of the temporary invoice. The balance is displayed in the currency of the supplier. If no currency is specified on the supplier record sheet, then, the balance is displayed in the currency of the company. This field cannot be modified.
Currency rate	Exchange rate between the Currency of the temporary invoice and the company currency. This field is automatically displayed if the Currency of the temporary invoice is different from the company currency. This rate is automatically calculated according to the date of the invoice and the currency. This field cannot be modified.
Supplier	Supplier of the invoice. To determine the supplier automatically specified during the import, Akuiteo searches a supplier in the order of the following steps until it is found: Supplier of the company of the invoice or of the *** invoice, for which the SIREN number matches the SIREN number of the detected supplier on the Factur-X. If no supplier matches or if several suppliers has the same SIREN number, the algorithm goes to the next step. Supplier of the company of the invoice or of the * invoice, for which the supplier site possesses the same supplier VAT number of the detected one the Factur-X. If no supplier site matches or if several suppliers sites has the same VAT number, the algorithm goes to the next step. Supplier of the company of the invoice or of the * invoice, for which the VAT number matches the VAT number of the detected supplier on the Factur-X. If no supplier matches or if several suppliers has the same VAT number, the algorithm goes to the next step. This field can be modified. The help list displays the non-closed suppliers on the company of the invoice and the *** company. Reference For more information on the suppliers setup, see Adding a supplier.
Order	Number of the linked order for the supplier. This information is retrieved identically from the Factur-X when importing it. This field can be modified.
Customer ref.	Customer reference (purchase company of the invoice) for the supplier. This information is retrieved identically from the Factur-X when importing it. This field can be modified.
Date	Date of the temporary invoice. During the import, this field is automatically specified with the date of the import. This field can be modified.
Due date	Due date of the invoice. This information is retrieved identically from the Factur-X when importing it. This field can be modified.
Supplier date	Date of the invoice for the supplier. This field is retrieved identically from the Factur-X when importing it. This field cannot be modified.

Text on invoice

The text on the invoice is retrieved identically from the Factur-X during the import.

They are diverse information given by the supplier regarding the invoice

This field can be modified if needed.

History

The History section gives information about the validation or the denial of the temporary invoice.

Reception date

Date of reception.

During the import, this field is automatically specified with today's date.

This field cannot be modified.

Validation/Denial date

Date of validation or denial.

This date is automatically specified with the temporary invoice date on which it was validated or denied.

This field cannot be modified.

Employee who validated or denied the temporary invoice.

The first name, last name and email address of the employee are automatically displayed in the field when they validate or deny the temporary invoice.

This field cannot be modified.

Lines

The lines detail of a temporary invoice can be viewed in the Invoice lines section.

Click on in the Actions column of a line to open its details. From this detailed view, navigate from a line to another one by clicking on or .

Grouping and Reference	Grouping, reference corresponding to the purchased product. Those fields can be specified automatically: If a keyword is specified on a purchased product record sheet on the login company or the *** company and that keyword is detected in the line label when importing an invoice, the fields are specified automatically. However, this fields are not automatically specified if this same keyword is specified on several purchased product record sheets. Reference For more information about the purchased product setup, see Creating a purchased product. If no keyword is detected but an existing purchased product link applies, the fields are specified automatically. Otherwise, the fields stay empty. Reference For more information about purchased product links, refer to Managing purchased product links. This fields can be modified. The help list displays the purchased products currently valid on the company of the invoice or the *** company.
Label	Line label This field is retrieved identically from the Factur-X when importing it. This field can be modified.
Continuation of wording	Text in addition of the line label. This field is retrieved identically from the Factur-X when importing it. This field can be modified.
Quantity	Purchased product quantity. This field is retrieved identically from the Factur-X when importing it. This field can be modified.
Unit price	Purchased product unit price. This field is retrieved identically from the Factur-X when importing it. This field can be modified. When the unit price exceeds the defined Automatic fixed asset recognition threshold (see Fixed assets) then the Can be considered fixed asset box is automatically checked and the related fields can be specified.
Discount	Discount amount on the line. This field is retrieved identically from the Factur-X when importing it. This field can be modified.
Subtotal	Subtotal amount of the line. It is automatically calculated from the Quantity, the Unit price and the Discount specified on the line. This field cannot be modified.
VAT	VAT code of the line. It is automatically specified during the Factur-X import only if there is one VAT code having the VAT rate detected during the import and for which the period covers the date of the invoice. This field can be modified. The help list displays the VAT codes currently valid on the connected company or the ***** company.
VAT amount	VAT amount of the line. It is automatically calculated from the VAT rate specified on the line. This field can be modified. The forced VAT box is automatically checked since this field is manually specified.
Forced VAT	This box is automatically checked when the VAT amount is modified. Check this box if you want to freely specify the VAT amount without being calculated from the VAT rate of the line. If the box is left unchecked, the VAT amount will be automatically calculated from the VAT rate during the saving of the line if this rate is updated. Note On the final invoice, the forced VAT box will be checked if it was checked on the temporary invoice and vice versa.
Period from To	Billing period of the line. This field is retrieved identically from the Factur-X when importing it. This fields can be modified.
Account	Accounting number of the line. It is automatically specified during the import from the purchased product of the line. This field can be modified.
Reconciliation account	Reconciliation account of the supplier It is automatically specified during the import by the main reconciliation account of the supplier on the invoice. This field can be modified.
Project, Phase and Sub-phase	Project, phase and sub-phase of the line. The project, phase and sub-phase are automatically specified during the import if an existing project link applies to it. If no project link applies to this line, the default project/phase/sub-phase are automatically specified. If the default project/phase/sub-phase are not set up, the fields are left empty. This fields can be modified. The help lists in the Project, Phase and Sub-phase fields displays the projects / phases / sub-phases currently valid on the company of the invoice and with a status code allowing the purchase invoices entry. Reference For more information on the journal links and the default project/phase/sub-phase, see Managing project links. Note The final invoice is always multi-projects, even if the project is the same for all the lines.
Rebillable	The option is unchecked by default. Check this box if you want to rebill the line to a customer. This feature requires the DMF 040915 PURCHASES TEMPORARY INVOICES MARK AS REBILLABLE.
Can be considered fixed asset	Check this box to indicate that the line is a fixed asset.
Grouping of fixed assets	This box can be checked when the Can be considered fixed asset box is checked. Check this box to indicate that the line must be grouped into a fixed asset.
Capital assets	This field can be modified when the Can be considered fixed asset box is checked. Specify the fixed asset with which the line must be grouped.

Modifying a temporary invoice

DMF	040902 PURCHASES TEMPORARY INVOICES MODIFY

Note

The validated or denied temporary invoice can no longer be modified.

From the temporary invoice, modify what you need, then click on Save at the bottom of the screen.

Managing lines of the temporary invoice

Adding a line

DMF	040902 PURCHASES TEMPORARY INVOICES MODIFY

Prerequisite: The temporary invoice must be in the To be processed state.

From the Lines section on the temporary invoice, click on + Line.

Specify the fields of the line.

Reference

Fore more information about the fields of the line, refer to Lines.

Save.

The line is added to the temporary invoice.

Modifying a line

From the Lines section of the temporary invoice, click on

in the Actions column to view the details of a line.

Modify the desired information then click on Validate.

Click on Save at the bottom of the screen.

The line is modified.

Deleting lines

DMF	040903 PURCHASES TEMPORARY INVOICES DELETE LINES OF TEMPORARY INVOICE

Prerequisite: The temporary invoice must be in the To be processed state.

From the Lines section of the temporary invoice, check the lines to delete then click on

Click on Yes and save.

The lines are deleted from the temporary invoice.