Temporary invoices

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

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

The Upper bar;
The Viewer;
The Header;
The History;
The Lines.

Upper bar

Item	Description
Title line	Displays the number of the temporary invoice and the supplier.
Sub-title	Displays the company and the journal 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.
Temporary invoice status	Displays the current status of the temporary invoice: To be processed, validated or rejected.
Views	Important This feature requires the feature flag Portail achats Domain > Reconciliation Pieces Achat Label. Various views are available from the temporary invoice. Click on the desired view to display it: Invoice to create: default view when the user opens the 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 the Orders to receive, Receptions to bill and Billing schedules to bill views, see Selecting lines to receive/bill.
Totals overview	Displays the invoice totals: Pre-tax Total, VAT Total, After-tax Total and Balance. These totals cannot be modified. If the currency of the management object is different from the company currency, there is a line under the totals in the invoice currency which displays the amount converted in the company currency.

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.

Dematerialization information

Important

This feature requires enabling the following feature flag Portail achats domain > Statut Fac Achat Label.

The Dematerialization information section gives information about the invoices' status. These fields cannot be modified and are only for informative purposes.

Dematerialization status	Displays the current dematerialization status of the temporary invoice. The dematerialization status available are: 204 - Taken into account: It is the default status of imported invoices for which no action has been performed yet. 210 - Rejected: It is the default status of the temporary invoice rejected by the recipient.
Last update date of dematerialization status	Displays the last update date of the dematerialization status of the temporary invoice.
Technical status	Displays the current technical status of the temporary invoice. The technical status available are: Pending: It is the status applied when the temporary invoice is pending for transmission. Processing: It is the status applied when the temporary invoice is currently in transmission. Succeeded: It is the status applied when the temporary invoice has been successfully transmitted. Config missing: It is the status applied when no configuration is set up. Failed: It is the status applied when the temporary invoice could not be transmitted.
Last update date of technical status	Displays the last update of the technical status of the temporary invoice.
Number of retries	Display the number of retries for the temporary invoice.

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	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. The box is unchecked by default.
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.