Creating final invoices

DMF

0409** PURCHASES TEMPORARY INVOICES *

After the import, temporary invoices are in the To be processed state. The user who has the rights must validate them so they switch to the Validated state and so the final invoices can be generated in Akuiteo.

Before validating a temporary invoice, lines of orders, receptions or billing schedules can be selected beforehand in order to receive/bill them automatically when validating the temporary invoice (feature requiring the Reconciliation Pieces Achat feature flag).

It is also possible to reject a temporary invoice so the final invoice is not generated, for example if there is an error or missing information. The temporary invoice will switch to the Rejected state.

DMF

040912 PURCHASES TEMPORARY INVOICES BILL ORDERS

040913 PURCHASES TEMPORARY INVOICES BILL RECEPTIONS

040914 PURCHASES TEMPORARY INVOICES BILL BILLING TABLES

Important

This feature requires the feature flag Portail achats Domain > Reconciliation Pieces Achat Label.

If lines of orders, receptions or billing schedules that are related to the temporary invoice already exist in Akuiteo, you can select those lines before validating the temporary invoice. They will then be billed/received automatically when validating the temporary invoice.

This view allows you to specify quantities or amounts of order lines to receive and bill. The order lines displayed are those that meet all the following conditions:

  • The company of the order must be the same as that of the temporary invoice;
  • The supplier of the order must be the same as that of the temporary invoice;
  • The order line must not be received;
  • The order must be validated;
  • If the order follows an approval process, the order must be approved;
  • If the order is subject to notification, the order line must be notified.

Tip

Use the search bar to quickly find the desired lines.

For each order line that you cant to receive and bill:

1 Click on in the Actions column for the desired line.
2 Specify the Quantity to receive or the Amount to receive then click on Confirm.

Note

You can specify an Amount to receive only if the Quantity of the line is 1.

3 Click on Save to take your selection into account.

When validating the temporary invoice:

  • The quantities and amounts specified are received.
  • The generated receptions are marked as billed and are linked to the generated final invoice.
  • The order will be supplied.

Note

If the reception of the amount is partial, a new supplied order containing the billed lines is generated and the initial order keeps only the remainder of the lines.

This view allows you to select receptions to bill. The receptions displayed are those that meet all the following conditions:

  • The company of the reception must be the same as that of the temporary invoice;
  • The supplier of the reception must be the same as that of the temporary invoice;
  • The reception must not be billed;
  • The reception must be validated.

Tips

Click on in the Actions column of a line to open its details.

Use the search bar to quickly find the desired lines.

For each order line that you want to bill:

1 Check boxes on the left of the lines to select.
2 Click on Save to take your selection into account.

When validating the temporary invoice:

  • The selected receptions are marked as billed.
  • Those receptions are linked to the generated final invoice.

This view allows you to select the billing schedule lines to bill. Billing schedule lines displayed are those that meet the following conditions:

  • The company of the billing schedule must be the same as that of the temporary invoice;
  • The supplier of the billing schedule must be the same as that of the temporary invoice;
  • The billing schedule line must not be billed;
  • The billing schedule must be validated.

Tip

Use the search bar to quickly find the desired lines.

For each line of billing schedule you want to bill:

1 Check boxes on the left of the lines to select.
2 Click on Save to take your selection into account.

When validating the temporary invoice:

  • The selected billing schedule lines will be marked as billed.
  • Those lines will be linked to the generated final invoice.

Important

Validating a temporary invoice cannot be reversed.

Prerequisites:

  • All the required fields of the temporary invoice must be specified.
  • The total of the VAT amounts of the lines must be equal to the VAT amount in the header.
  • The total of the pre-tax amounts of the lines must be equal to the pre-tax amount in the header.

If a temporary invoice does not gather all these conditions, it must be completed or corrected (see Description of the temporary invoice screen). Otherwise, it will not be validated and t he final invoice will not be generated.

When a temporary invoice is validated, it can not longer be modified.

Note

A final invoice generated from the Purchase Portal has the following characteristics in the Desktop Application > Management > Purchases > Invoices:

  • It is booked.
  • Multi-project is checked in the header.
  • Interface is checked in the header.
  • The Factur-X is attached as a document linked to the final invoice.
DMF

040908 PURCHASES TEMPORARY INVOICES CREATE FINAL INVOICE

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

1 From the temporary invoice, click on Create final invoice in the header.
2 Confirm the invoice validation.

The temporary invoice switches to the Validated state and the final invoice is generated.

In the case which the validation failed, an error message is displayed and the required fields not specified are highlighted.

DMF

040910 PURCHASES TEMPORARY INVOICES VALIDATE MULTIPLE INVOICES

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

1 Start a search for temporary invoices.
2 Check the temporary invoices to validate.
3 At the top of the results, click on Validate and confirm the validation.

Note

The Validate button is shaded if one or more temporary invoices checked were already validated or denied.

The temporary invoices switch to the Validated state and the final invoices are generated with their Factur-X as linked documents.

In the case which temporary invoice could not be validated, an error message is displays the relevant temporary invoices numbers.

Important

Denying a temporary invoice cannot be reversed.

The manager can deny a temporary invoice:

  • When it has an error that requires a modification, for example an error on the amount. The supplier has to transfer either an amended invoice which cancel and replace the initial invoice either a credit note. This new Factur-X can be imported again in the Purchase Portal. A reference to the initial invoice must be mentioned in the amended invoice or the credit note.
  • When it has an addressing error, which means an error on the address of the purchasing company. The supplier must transfer the invoice with the correct address under the same invoice number. This new Factur-X can be imported again in the Purchase Portal.

When a temporary invoice is denied, it can no longer be modified.

DMF

040909 PURCHASES TEMPORARY INVOICES REJECT TEMPORARY INVOICE

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

1 From the temporary invoice, click on in the header.
2 Confirm the denial of the invoice.

The temporary invoice switch to the Denied state.

DMF

040911 PURCHASES TEMPORARY INVOICES REJECT MULTIPLE INVOICES

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

1 Start a search for temporary invoices.
2 Check the temporary invoices to deny.
3 At the top of the results, click on and confirm the denial.

Note

The button is shaded if one or more temporary invoices checked were already validated or denied.

The temporary invoice switch to the Denied state without generating final invoices.