Sage X3 Core Financials - Day 5 - Entering Supplier & Customer Invoices

Question 1

ENTERING SUPPLIER & CUSTOMER INVOICES:

Answer 1

In this Lesson, you will learn how to enter Supplier and Customer Invoices as well as how to manage Open Items.

TOPICS IN THE LESSON INCLUDE:
- Entering Supplier Invoices,

• Viewing and Managing Open Items,
• Entering Customer Invoices.

Question 2

Entering Supplier Invoices: (GESBIS)
Path: A/P - A/R Accounting > Invoicing > Supplier BP Invoices.

Answer 2

We use Supplier BP Invoices (GESBIS) to manage the Supplier Invoicing outside of the typical Sales Cycle.
In this case it is not necessary to manage the order, and the Receipt note with Stock Receipt.

• Upon receipt of the Invoice, you can enter the Data necessary for the recording of the Invoice in Accounting.
• Both Accounts Payable Invoices and Supplier Credit Memos (not related to a return) can be processed using this function.

NB: The Term “INVOICE” is used generally in this curriculum - it can be an Invoice, Debit Memo, or Credit Memo.
- Site: Enter Site, defaulting the Company for entry posting.
– The Site selected must be a Financial Site.

CREATING, OPEN ITEMS, AND POSTING:
- We use, Open Item Edit (MODECHEZ) Function in the A/P - A/R Accounting > Open Items menu to View and Edit Open Items.

• Click Post to perform Accounting posting of the current Invoice. When Posted the following happens:
  – Passes the Invoice in Accounting.
  – Automatically creates an Expense for each Supplier Business Partner Invoice line when the Fixed Assets Module is managed in the Folder and when the conditions are met. The Linked Expense left List displays the general expenses.

NB: The Invoice can also be posted by using the Supplier Invoice posting Function.
This Function can be used to Validate Multiple Invoices at one time and is accessed within the A/P - A/R Accounting > Invoicing menu.

Question 3

Viewing and Managing Open Items: (MODECHE)
Path: A/P - A/R Accounting > Open Items > Open Item Management

Answer 3

We use Open Item Management (MODECHE) to manage Open Items.
The Management of Open Items makes it possible to facilitate the tracking of operations recorded for a BP (via the Purchases, Sales, Sales/Purchases Ledger or A/P - A/R Accounting Modules) under a Document Type setup according to this Function (Management of Open Items.
An Open Item is characterized by a group of Data related to the Operation that it represents: the Original Document Number, the Document Due Date, it’s Payment Method, the Currency, the Amount, etc.

• Open Items partially processed in Payment, remain modifiable.
• View all the Open Items related to a:
  Company, Site, a BP, etc (according to the definition Level in the Selection Criteria.)
• Modify Open Items at several Levels:
  – the Due Date,
  – the Payment Method for this Open Item,
  – Split the Open Item Amount over N distinct Open Items,
  – Specify a possible dispute,
  – Activate or Deactivate the Reminder Management,
  – the “Payment Approval “ Level,
  – the Pay-by or Pay-to BP,
  – Modify the Early Discount/Late Charge Code.
• It is also possible to manage the Open Items individually in Invoicing in the Purchasing, Sales or A/P - A/R Accounting Modules.

Question 4

Entering Customer Invoices: (GESBIC)
Path: A/P - A/R Accounting > Invoicing > Customer BP Invoices

Answer 4

We use Customer BP Invoices (GESBIC) to manage the CUSTOMER INVOICING OUTSIDE OF THE TYPICAL SALES CYCLE.
When the Invoice is Issued, all that is needed is to record the Data necessary for the Invoice in Accounting.
In the following example, an Invoice is created that is not related to a Shipment.
NB: The term “INVOICE “ is used generically in this curriculum - it can be Invoice, Debit Memo or Credit Memo.

INVOICE TYPE: Enter the Invoice Type Code referencing the Invoice Category as well as the Entry Structure used when Accounting Validation is performed on the Invoice.
- Click the selection icon on the Field to view the Invoices Types available.
- NB: You can Setup Invoice Types , such as Debit Notes using Sales Invoice Types in the Setup > Sales menu > Invoice Types.
-DOCUMENT NUMBER: Enter a Number for this Document.
- If this field is left blank, a Number will automatically be assigned when the Document is Created.

• CUSTOMER: Select the Business Partner for whom the Invoice is to be processed.
• CONTROL: It will Default from the Bill-to Business Partners Accounting Code if it has been setup and can be modified depending on the Entry Transaction setup.

CREATE, OPEN ITEMS, POST:
- You can use Open Item Edit (MODECHE2) to View and Edit Open Items.
- Click post to perform the Accounting posting of the current Customer Invoice.
- This Invoice can also be posted by using the Validate Customer BP Invoice Function.
- This Function can be used to Validate Multiple Invoices at one time and by selecting the Function in the A/P - A/R Accounting > Invoicing menu.
- A message displays, prompting you to Validate the Invoice.