Baan Finance Accounts Payable

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1 Baa Fiace Accouts Payable Module Procedure UP035A US

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3 Documetiformatio Documet Documet code : UP035A US Documet group : User Documetatio Documet title : Accouts Payable Applicatio/Package : Baa Fiace Editio : A Date : August 1998 Copyright 1998 Baa Developmet B.V. All rights reserved The iformatio i this documet is subject to chage without otice. No part of this documet may be reproduced, stored or trasmitted i ay form or by ay meas, electroic or mechaical, for ay purpose, without the express writte permissio of Baa Developmet B.V. Baa Developmet B.V. assumes o liability for ay damages icurred, directly or idirectly, from ay errors, omissios or discrepacies betwee the software ad the iformatio cotaied i this documet. Accouts Payable

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5 Table of cotets 1. The Accouts Payable (ACP) module i BaaERP The ACP cocept as applied i BaaERP ACP s fuctioal procedures The modules related to ACP The fuctioality of ACP s busiess objects The copyig received purchases-ivoices procedure The maual purchase-ivoice procedure To eter maual purchase ivoices To create credit otes To correct purchase ivoices The sessios that are related to the mai procedure The purchase-ivoice matchig procedure Purchase-ivoice matchig The sessios that are related to the mai procedure The self-billig procedure The subcotractig procedure Processig subcotractig ivoices 5-1 Accouts Payable i

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7 About this documet Read this documet to get a overview of the Accouts Payable module s fuctioality ad to lear more about the fuctioal procedures that are related to ACP. You eed o detailed kowledge of the BaaERP software to read this documet. However, you are more likely to uderstad the cotets if you are familiar with: The overall structure of packages, modules, ad sessios withi the BaaERP software The geeral busiess procedures used i everyday busiess practice The basic cocepts of eterprise resource plaig For detailed descriptios of the module s sessios, refer to BaaERP s comprehesive olie Help. To use this documet Read Chapter 1, The Accouts Payable (ACP) module i BaaERP, if you wat to kow more about: The module s fuctioality The relatioship of the module with other modules The fuctioality of the module s busiess objects Read Chapter 2, The copyig received purchase-ivoices procedure, if you wat to kow more about: The sessios i the procedure The results of the procedure Read Chapter 3, The maual purchase-ivoice procedure, if you wat to kow more about: The sessios i the procedure The results of the procedure The sessios that are related to the procedure The related procedures for creatig credit otes ad ivoice correctios Read Chapter 4, The purchase-ivoice matchig procedure, if you wat to kow more about: The sessios i the procedure The results of the procedure The sessios that are related to the procedure The related procedure for self-billig Accouts Payable 1

8 Read Chapter 5, The subcotractig procedure, if you wat to kow more about: The sessios i the procedure The results of the procedure Acroyms used i this documet ACP ACR CI COM EMM FAS GLD IAB IBD MCS PIN PUR SLI SLS TC TD TF TI TP TS WH Accouts Payable Accouts Receivable Cetral Ivoicig Geeral Data Eterprise Modelig Maagemet Fixed Assets System Geeral Ledger Idustrial Assurace Board Item Base Data Tables Project Ivoicig Purchase Cotrol Sales Ivoicig Sales Cotrol Baa Commo Baa Order Maagemet Baa Fiace Baa Maufacturig Baa Project Baa Service Baa Warehousig Leged Madatory sessio Optioal sessio Madatory busiess object Optioal busiess object CF PCS PCS Idicates a madatory sessio Idicates a optioal sessio Idicates a madatory busiess object Idicates a optioal busiess object Idicates a package Idicates a module Idicates a module that is described i the module procedure Accouts Payable 2

9 1. The Accouts Payable (ACP) module i BaaERP The ACP cocept as applied i BaaERP ACP s fuctioal procedures The modules related to ACP The fuctioality of ACP busiess objects 1.1 The ACP cocept as applied i BaaERP Lik with geeral ledger The Accouts Payable (ACP) module provides the fuctioality to eter, moitor, maitai, ad process the compay s purchase ivoices, which are the ivoices set by busiess parters for goods they sold you. I ACP you ca automatically or maually match purchase ivoices with purchase orders. Most purchase ivoices are etered maually for goods you bought as well as for geeral expeses or for fixed assets you purchased. Purchase ivoices are oly geerated by BaaERP if you use the self-billig procedure. I ACP, you ca moitor all these purchase ivoices ad their trasactios, as well as busiess-parter totals. The fuctioality for moitorig is cetered i the Ope Etries busiess object, which has extesive display ad reportig capabilities. Also, you ca modify purchase-ivoice details ad hadle currecy differeces ad paymet differeces. Additioal fuctioality is available i the Subcotractig busiess process to hadle subcotractig ivoices ad data related to subcotractig ivoices, such as remittace agreemets. The ACP module uses several master-data items from the Geeral Ledger (GLD) module, such as ledger accouts, trasactio types, ad periods. I the ACP master data, a ledger-accout schedule is defied by fiacial busiess parter group. A ledger accout ad dimesios are defied for all kids of trasactio that are geerated i ACP. For example, the kids of trasactios are: Cotrol accout Advace paymets Urealized currecy profit Paymet differeces Discout For all these trasactios i the ACP master data, differet ledger accouts ca be idicated for each busiess parter group. All ivoice-from busiess parters are part of a fiacial busiess parter group. Accouts Payable 1-1

10 The Accouts Payable (ACP) module i BaaERP Figure 1 shows how the ACP module is positioed i BaaERP. Basic data MCS Service COM EMM IBD TS GLD CMG Fiace GLD ACP FAS ACR Project TP Cetral Ivoicig Logistics SLI TD TI WH Figure 1, The ACP module i BaaERP The ACP module is a executio module, where all purchase ivoices are created, stored, processed, ad fialized. The purchase trasactios to the Geeral Ledger (GLD) module are posted from the ACP module. 1.2 ACP s fuctioal procedures To copy received purchase ivoices To eter a maual-purchase ivoice, which icludes Credit otes Purchase correctios Purchase ivoice matchig, which icludes self-billig Subcotractig ivoicig I the Trasactio Processig busiess procedure, you ca eter a maual purchase ivoice. This ivoice ca be related to orders or related to geeral costs (a cost ivoice). The procedure to eter a maual purchase ivoice must also be used to eter credit otes ad to correct ivoice amouts. Accouts Payable 1-2

11 The Accouts Payable (ACP) module i BaaERP You ca eter a ivoice for a fixed asset with the maual purchase-ivoicig procedure. A lik betwee ACP ad the Fixed Asset System (FAS) module exists for this procedure. See the fixed asset ivestmet procedure i the Fixed Assets System module procedure, (documet umber UP039AUS) for details. The most importat ACP procedure is the purchase ivoice matchig procedure. I this procedure, purchase orders from BaaERP Distributio are matched with purchase ivoices i the ACP module. Matchig ivoices to orders ca be doe either maually or automatically. The subcotractig ivoicig procedure lets you maage the extra data related to icome tax ad social security premiums that are required whe you process ivoices from labor subcotractors. This procedure esures that each part of a subcotractig ivoice amouts is paid to the right party. 1.3 The modules related to ACP Figure 2 shows the modules that are related to ACP GLD WH ACP CMG FAS Figure 2, The modules related to ACP Three BaaERP Fiace modules exist that have a lik with the ACP module: The Geeral Ledger (GLD) module, i which ledger accouts ad trasactio types are defied for postig all accouts-payable trasactios. ACP is a subledger of the GLD module. Cosequetly, all ACP-related postigs are made i the GLD module. The Cash Maagemet (CMG) module, i which the paymets for the ope purchase ivoices are performed. BaaERP keeps track of all paymets made for all ope purchase-ivoice etries i ACP. The Fixed Assets (FAS) module, which exists to hadle the etry of a fixed asset i the FAS module (ivestmet). The etry of a fixed-asset ivestmet is started i the ACP module by registerig a ivestmet trasactio. A lik with Baa Warehousig (WH) exists to create ACP purchase ivoices through the self-billig procedure. Accouts Payable 1-3

12 The Accouts Payable (ACP) module i BaaERP 1.4 The fuctioality of ACP s busiess objects ACP cotais the followig busiess objects: Master Data Trasactio Processig Ope Etries Subcotractig Figure 3 shows the mai flow betwee the busiess objects. GLD Master Data FAS Trasactio Processig CMG Subcotractig Ope Etries Figure 3, The mai flow betwee the busiess objects i the ACP module Master Data The ACP master data cotais: The ACP parameters A ledger accout schedule, which forms a lik betwee ACP ad GLD Blockig codes, which eable you to block ivoices for paymet Agig aalysis data, which eables you to aalyze the periods of time ope amouts exist for specific busiess parters Tolerated price-differece limits for approvig ivoices I the ACP Parameters (tfacp0100s000) sessio you ca set several defaults that cocer issues such as the followig: The tax calculatio o the ivoices Whether or ot you use automatic matchig The trasactio types used for approval, currecy differeces, ad other ACP trasactios Accouts Payable 1-4

13 The Accouts Payable (ACP) module i BaaERP Two liks exist betwee the ACP ad GLD modules. Oe lik with GLD exists i the master data ad is defied by fiacial busiess-parter group. You must defie the fiacial busiess parter groups for accouts payable i the ACP master data. All ivoice-from busiess parters ad pay-by busiess parters must be liked to a fiacial busiess parter group (i the Busiess Parters (tccom4500m000) sessio). A secod lik betwee ACP ad GLD exists i the trasactio processig busiess object. The trasactios i the ACP module are posted to ledger accouts durig the trasactio processig, which takes place i this busiess object. For each fiacial busiess parter group, you ca defie a schedule that idicates the ledger accouts ad dimesios to which the various ACP trasactios must be posted. For example, you ca defie ledger accouts for: Cotrol accout postigs Paymet differeces Ivoice receipts Aticipated paymets Price differeces Ivoice accrual If a purchase ivoice is related to orders, it is first posted to the Ivoice Receipts accout ad the Cotrol Accout for the busiess parter. This trasactio happes whe the ivoice is registered (etered). If the ivoice is approved, it is posted to the Ivoice Accrual accout. Trasactio Processig The ACP trasactio processig fuctioality eables you to create trasactios related to purchases: Purchase ivoices Purchase credit otes Purchase correctios Received ivoices ca be etered, authorized, ad cofirmed before ay fiacial trasactios are processed. The etire procedure for matchig purchase orders with the ope purchase ivoices ad approvig purchase ivoices is also cetered i Trasactio Processig. Most of ACP s fuctioal procedures are cetered i Trasactio Processig ad are described i detail i the followig chapters. Accouts Payable 1-5

14 The Accouts Payable (ACP) module i BaaERP Ope Etries I the Ope Etries busiess object you ca maitai the upaid purchase ivoices ad the data related to them, such as: Terms of paymet Paymet schedules Oe-time busiess parter addresses Purchase ivoice details, which iclude the due date, blockig code, ad so o I additio, you ca write off currecy differeces ad paymet differeces for the ope etries. The Ope Etries busiess object provides extesive fuctioality to: Display the ope ivoices Display the total ope amouts ad agig aalyses for busiess parters Prit reports, such as listigs of purchase ivoices, a busiess parter s fiacial data, or a cotrol accout checklist Subcotractig Subcotractig is a process or a service that you purchase from a supplier. The subcotractig busiess object of ACP focuses o the purchase of labor. This labor is usually i the cotext of the costructio idustry, where labor is supplied by idividuals ad the ivoice amout icludes elemets for tax ad social security charges. Therefore, purchase ivoices are geerated whe you hire certai services from aother party: for example, whe a part of a project or a operatio of a productio order is carried out. Subcotractig ivoices are preset as ope etries i ACP. I the Subcotractig busiess procedure, you ca maitai specific subcotractig data for these ivoices. The Subcotractig busiess procedure ca oly be used if you selected the Subcotractig check box i the ACP Parameters (tfacp0100s000) sessio. Accouts Payable 1-6

15 2. The copyig received purchases-ivoices procedure Results of the procedure This chapter describes the mai (optioal) procedure for copyig received purchase ivoices. You ca use this procedure to record ivoices ad cofirm them before they are registered. These fuctios are useful if the perso who eters the ivoice is ot authorized to approve it. A registered ivoice has a ope etry i ACP, ad its iitial fiacial trasactios have bee posted to the Geeral Ledger (GLD) module. The received ivoices are first checked by a employee. A list of the employees who ca authorize received ivoices is maitaied i the Blockig Refereces (tfacp0130m000) sessio i the ACP master data. The blockig refereces authorize the received ivoices before they are copied ad thereby registered. Through the copy received purchases-ivoices procedure, the ivoices are received, authorized, ad copied. After copyig, the ivoices are registered, which meas ope etries ad fiacial trasactios are created. Figure 4 shows the steps i the copyig received purchase-ivoices procedure, ad the steps ivolved i this procedure are explaied after the figure. 1 Received Purchase Ivoices (tfacp1500m000) 2 Authorizatio Data (tfacp1101m000) 3 Authorize Purchase Ivoices (tfacp1104m000) 4 Trasactios (tfgld1101m000) 5 Purchase Ivoices (tfacp1110s000) 6 Copy Received Purchase Ivoices (tfacp1210m000) 7 Delete Copied/Caceled Purchase Ivoices (tfacp1200m000) Figure 4, The procedure for ivoice copyig Accouts Payable 2-1

16 The copyig received purchases-ivoices procedure Note Step 1 Step 2 Step 3 Step 4 Received Purchase Ivoices (tfacp1500m000) Use this sessio to eter the ivoice that was received from a busiess parter i this sessio. At this poit, o fiacial trasactios are geerated. Click the New record butto, which creates a ew record. The Received Purchase Ivoices (tfacp1100s000) details sessio is also started. The ivoice is give a documet umber to idetify it. You ca eter the busiess parter, ivoice amout, ad data to calculate the ivoice amout i home currecy. Whe you save your ivoice ad exit the details sessio, the ivoice is give the ivoice status Received. To remove a ivoice from the ACP module without copyig it, set the ivoice status to Caceled. You ca the delete the ivoice with the Delete Copied/Caceled Purchase Ivoices (tfacp1200m000) sessio. Authorizatio Data (tfacp1101m000) Use this sessio if you wat to idicate that a ivoice must be authorized before it ca be processed further. If a blockig code is liked to the ivoice, or a default blockig code is defied i the ACP Parameters (tfacp0100s000) sessio, the ivoice must be authorized. Select the ivoice i the Received Purchase Ivoices (tfacp1500m000) sessio ad choose Authorizatio Data o the Specific meu. The Authorizatio Data (tfacp1101m000) sessio is started. Idicate the perso(s) who must authorize the ivoice before it is registered. The persos who ca authorize ivoices are called blockig refereces ad are defied i the ACP master data. You ca list oe or more blockig refereces ad eter the date before which the ivoice must be authorized by each blockig referece. Authorize Purchase Ivoices (tfacp1104m000) Use this sessio to allow the blockig referece(s) to authorize the further processig of the ivoice. The ivoices are displayed by blockig referece. Ivoices for which o blockig referece is defied are ot displayed. Select your ivoice record. Click the Cofirmed check box ad click Save. The ivoice is ow authorized. Trasactios (tfgld1101m000) You must ow eter a trasactio to which you ca copy the received purchase ivoice. Use this sessio to idicate what type of trasactio you wat to create. Also, you must select the appropriate batch i which the trasactio must be created. Trasactios of the same batch are always fialized ad posted to the GLD module together withi a certai fiacial period. Accouts Payable 2-2

17 The copyig received purchases-ivoices procedure Step 5 Step 6 Step 7 Create a ew record ad select a trasactio type of the Purchase Ivoices trasactio category. Save the record ad click Eter Trasactios. The Purchase Ivoices sessio is started. Purchase Ivoices (tfacp1110s000) Use this sessio to copy the received ad approved purchase ivoice that you will use to create a registered ivoice. Choose Copy Received Purchase Ivoice from the Specific meu. Copy Received Purchase Ivoices (tfacp1210m000) Use this sessio to display a list of all received purchase ivoices. Select your ivoice ad click OK. The ivoice details are copied to a ew, registered ivoice with a ew documet umber i the Purchase Ivoices (tfacp1110s000) sessio. As you tab through the fields, BaaERP eters the values copied from the received ivoice to the registered ivoice. The Ivoice Type field of the Purchase Ivoices (tfacp1110s000) sessio idicates if your purchase ivoice is related to geeral costs or to oe or more purchase orders. If you select Cost Ivoice as your ivoice type, your ivoice will ot go through the matchig procedure. If you select Ivoice Related to Orders, your ivoice must be matched with purchase orders. See Chapters 3 ad 4 for iformatio o eterig fiacial trasactios for cost ivoices ad ivoices related to orders. Delete Copied/Caceled Purchase Ivoices (tfacp1200m000) Whe the ivoice is copied, you ca delete the copied ivoice from the ACP module. Start the Delete Copied/Caceled Purchase Ivoices (tfacp1200m000) sessio o the Specific meu i the Received Purchase Ivoices (tfacp1500m000) sessio. After you have registered (copied) the received ivoice, its status is set to Copied. You ca delete this ivoice (or a rage of copied/caceled ivoices) i this sessio. Accouts Payable 2-3

18 The copyig received purchases-ivoices procedure Accouts Payable 2-4

19 3. The maual purchase-ivoice procedure This chapter describes: The mai maual purchase ivoice procedure for cost ivoices, which iclude Credit otes Purchase correctios Sessios related to the mai procedure 3.1 To eter maual purchase ivoices The procedure s results Purchase ivoices ca be etered ito BaaERP i three differet ways: Maually, i Accouts Payable i the Trasactio Processig busiess object Electroically, via Electroic Commerce Automatically, whe self-billig receipts are etered i Warehouse Maagemet The maual purchase ivoice procedure i ACP allows you to create: A purchase ivoice for geeral costs or for a fixed asset A purchase ivoice that is related to oe or more purchase orders A purchase credit ote A correctio o a purchase ivoice The purchase ivoices etered maually i ACP are ofte related to purchase orders created i logistic packages i BaaERP, such as Order Maagemet or Project. The postig data for these ivoices is derived from the details already cotaied o the order except for additioal amouts charged by the supplier that were ot icluded o the origial order, such as isurace or postal charges. However, you ca also eter a purchase ivoice i ACP that does ot relate to a purchase order at all. These ivoices are referred to as Cost Ivoices, which are purchase ivoices that are related to geeral costs but ot to purchase orders i BaaERP. The maual purchase ivoice procedure that is described below is for eterig cost ivoices. The cost ivoice will ot be matched with orders. The procedure for maually eterig ivoices related to a order ad matchig them to purchase orders is described i Chapter 4. Eterig a maual purchase ivoice results i the creatio of a ope etry i ACP. The ivoice amout is posted to the busiess parter s cotrol accout (defied i the Ledger Accouts by Fiacial Busiess Parter Group (tfacp0111m000) sessio). Accouts Payable 3-1

20 The maual purchase-ivoice procedure Figure 5 shows the steps i the maual purchase-ivoice procedure, ad the steps ivolved i this procedure are explaied after the figure. 1 Trasactios (tfgld1101m000) 2 Purchase Ivoices (tfacp1110s000) 3 Authorizatio Data (tfacp1101m000) 4 Authorize Purchase Ivoices (tfacp1104m000) 5 Purchase Ivoice Trasactios (tfacp1120s000) 6 Trasactio Error Log (tfgld1106m000) 7 Fializatio Ru Numbers (tfgld1110m000) 8 Select Batches for Fializatio (tfgld1111s000) Figure 5, The maual purchase ivoice procedure Step 1 Trasactios (tfgld1101m000) Use this sessio to idicate what type of trasactio you wat to create. Also, you must select the appropriate batch i which the trasactio must be created. Trasactios of the same batch are always fialized ad posted together to the GLD module accordig to certai fiacial period. Create a ew record ad select a trasactio type of the Purchase Ivoices trasactio category. Save the record ad click Eter Trasactios. The Purchase Ivoices (tfacp1110s000) sessio is started. Accouts Payable 3-2

21 The maual purchase-ivoice procedure Step 2 Step 3 Step 4 Step 5 Purchase Ivoices (tfacp1110s000) Use this sessio to create the purchase ivoice header. First, BaaERP assigs a documet umber to the ivoice, based o the trasactio type. This umber is ow the ivoice s idetificatio, together with the trasactio type. Whether or ot you ca maually chage this umber depeds o the settigs for the trasactio type i the GLD master data. A lot of data is defied i the purchase ivoice header, such as: The ivoice-from busiess parter The documet (creatio) date ad due date The total ivoice amout Currecy data The level of tax calculatio ad other tax data Terms of paymet I the Ivoice Type field, you must idicate if your purchase ivoice is related to geeral costs or to oe or more purchase orders. Select Cost Ivoice as your ivoice type. Your ivoice will ot go through the matchig procedure. Istead, you must eter purchase ivoice trasactio lies i the ext step. Authorizatio Data (tfacp1101m000) Use this sessio to idicate that the ivoice must be authorized before it ca be processed further. Choose Authorizatio Data o the Specific meu. The Authorizatio Data (tfacp1101m000) sessio is started. Idicate the perso(s) who must authorize the ivoice before it is registered. The persos who ca authorize ivoices are called blockig refereces ad are defied i the ACP master data. You ca list oe or more blockig refereces ad eter the date before which the ivoice must be authorized by each blockig referece. Authorize Purchase Ivoices (tfacp1104m000) I this sessio, use the blockig referece(s) to authorize the further processig of the ivoice. The ivoices are displayed by blockig referece. Ivoices for which o blockig referece is defied are ot displayed. Select your ivoice record. Click the Cofirmed check box ad click Save. The ivoice is ow authorized. Purchase Ivoice Trasactios (tfacp1120s000): Geeral Costs Use this sessio to create a purchase ivoice that is related to geeral costs, which is referred to as a cost ivoice. The purchase ivoice has o lik with purchase orders ad is posted to the Geeral Ledger (GLD) module without beig matched to orders. You ca eter trasactio lies for the ivoice costs i the Purchase Ivoice Trasactios (tfacp1120s000) sessio. For oe purchase ivoice header, you ca eter oe or more trasactios. Each cost trasactio receives a lie umber that idetifies it withi the ivoice's documet umber. Accouts Payable 3-3

22 The maual purchase-ivoice procedure Step 6 Step 7 Step 8 A purchase ivoice trasactio is posted to the Geeral Ledger (GLD) module. You ca either create oe trasactio for the total ivoice amout or several trasactios i which the ivoice amout is split up. You ca defie a ledger accout ad dimesios for each trasactio. After you eter the ledger accout, trasactio amout, ad other data, save the trasactio ad exit the Purchase Ivoice Trasactios (tfacp1120s000) sessio ad the the Purchase Ivoices (tfacp1110s000) sessio. I the Trasactios (tfgld1101m000) sessio, the status of the trasactio is set to Ready. Trasactio Error Log (tfgld1106m000) If a error occurred durig the processig of the purchase ivoice header or a trasactio lie, a descriptio of the error is etered ito a log file. For example, if the remaiig amout (which is displayed i the Purchase Ivoice Trasactios (tfacp110s000sessio)) is ot zero, the followig error is logged: Documet balace is ot zero BaaERP displays the error log after you close the Trasactios sessio. Usig the error descriptio, you ca solve the error ad try to process the purchase ivoice agai. Fializatio Ru Numbers (tfgld1519m000) Use this sessio to select or create the ru umber for which you fialize the batch i which you created the purchase ivoice. Double-click the ru umber to start the Fializatio Ru Numbers details (tfgld1519m000) sessio, where you ca select the batch you wat to fialize. Click Select Batches, which starts the Select Batches for Fializatio (tfgld1111s000) sessio. Select Batches for Fializatio (tfgld1111s000) A list of batches is displayed. Select the Select check box for the batch you wat to fialize ad choose Fialize o the Specific meu. BaaERP will attempt to fialize all trasactios i the batch by postig them to the Geeral Ledger (GLD) module. Depedig o the default settigs for fializatio (which you ca access from the Specific meu), a audit list is prited that gives iformatio about the fialized trasactios. If trasactios could ot be fialized, the reaso for the error is also prited. Accouts Payable 3-4

23 The maual purchase-ivoice procedure 3.2 To create credit otes Credit otes Ivoice correctios To correct the amout payable for a purchase ivoice, you ca use a credit ote or a ivoice correctio. The procedures for eterig credit otes ad ivoice correctios are very similar to eterig a regular purchase ivoice. Credit otes are etered i the Purchase Ivoices (tfacp1110s000) sessio. For the creatio of a credit ote, you ca use a trasactio type of trasactio category Purchase Credit Notes or Purchase Ivoices. If you select a Purchase Credit Note trasactio type, the amout i the ivoice header must be positive. The amout etered i the trasactio lie ca be a positive debit amout or a egative credit amout, depedig o the defiitio of the trasactio type i the GLD module. If you select a Purchase Ivoices trasactio type, the amout i the ivoice header must be egative. You ca oly create a credit ote i this way if egative amouts are allowed for the trasactio type you selected. The amout etered i the trasactio lie is a egative credit amout. You ca lik a credit ote to oe or more ivoices. To lik a credit ote to oe ivoice, simply eter the ivoice s documet umber i the Origial Ivoice field of the Purchase Ivoices (tfacp1110s000) sessio. To lik a credit ote to several ivoices, you must create a trasactio usig a trasactio type of the Purchase Correctios category, which is defied for assigig credit otes to ivoices. The Assig Credit Notes to Ivoices (tfacp2120m000) sessio is started, i which you ca select a credit ote. The, start the Assig Ivoices to Credit Notes (tfacp2121s000) sessio i which you ca assig the credit ote to ivoices ad distribute the credit ote amout over them. 3.3 To correct purchase ivoices The Purchase Correctios category ca also be used to eter simple ivoice correctios. This arragemet is essetial if, after postig the batch used to create a purchase ivoice, modificatios i the ivoice header must be made which have cosequeces for the fiacial accoutig. A trasactio type with the Purchase Correctios category ca be defied to use the Purchase Ivoice Correctios (tfacp2110s000) sessio. If you eter a trasactio usig this trasactio type, the Purchase Ivoice Correctios (tfacp2110s000) sessio is started. Here, you ca correct a ivoice s busiess parter, amout, or tax details. The correctio is posted to ACP as a extra lie of the purchase ivoice header. Accouts Payable 3-5

24 The maual purchase-ivoice procedure 3.4 The sessios that are related to the mai procedure Terms of Paymet (tfacp1110s000) Terms of Paymet are defied i the Fiacial Tables i the BaaERP Commo (TC) package. The Terms of Paymet are liked to the Ivoice-from Busiess Parters i the Geeral Data (COM) module. If a ivoice is etered i the ACP module, BaaERP geerates paymet terms from these defaults. The terms of paymet iclude: The period withi which ivoices must be paid The discout grated if a ivoice is paid withi a give period The paymet period The discout period The discout amout You ca adapt the default values that BaaERP calculates i the Terms of Paymet (tfacp1111s000) sessio. You ca start this sessio from the Purchase Ivoices (tfacp1110s000) sessio or the Purchase Ivoice Details (tfacp2500m000) sessio. Paymet Schedules (tfacp1103m000) A paymet schedule ca be liked to a busiess parter s terms of paymet i the TC package. You ca also create or maitai a paymet schedule for a ivoice i the ACP module. The paymet schedule specifies what percetage of the ivoice amout must be paid o what date. BaaERP uses the paymet schedule each time a paymet for the ivoice is made. You ca start the Paymet Schedules (tfacp1103m000 sessio from the Purchase Ivoices (tfacp1110s000) sessio or the Purchase Ivoice Details (tfacp2500m000) sessio. Remove Fully Paid Purchase Ivoices (tfacp2250m000) This sessio removes all the purchase ivoices i the ACP module that are fully paid. All the related trasactios must be fully posted to the GLD module. If a ivoice is deleted, the related paymet documet, purchase correctios, paymet schedules, ad oe-time busiess parter addresses are also deleted. Ru this sessio regularly to improve the performace of your system. Write off Paymet Differeces (tfacp2230m000) I this sessio you ca write off small differeces i ope ivoice amouts ad paymet amouts to avoid the existece of very small ope amouts. You ca idicate the maximum amouts that you cosider a paymet differece. The foud paymet differeces are posted i oe trasactio to the paymet differeces accout i the GLD module. Accouts Payable 3-6

25 The maual purchase-ivoice procedure Write off Currecy Differeces (tfacp2240m000) If a ivoice is raised i a foreig currecy, a currecy differece ca occur because of exchage rate fluctuatio. I this sessio, you ca write off urealized currecy differeces, which are currecy differeces that are calculated for ivoices that are ot yet paid. You ca calculate urealized currecy profit or loss at ay time betwee ivoice registratio ad full paymet. Currecy losses are always posted to the GLD module, but currecy profits are oly posted if this cofiguratio is idicated i the ACP Parameters (tfacp0100s000) sessio. The currecy differeces are posted to the GLD module i oe trasactio, to the Urealized Currecy Profits ad the Urealized Currecy Losses accouts as defied i the Ledger Accouts by Fiacial Busiess Parter Group (tfacp0111m000) sessio. Accouts Payable 3-7

26 The maual purchase-ivoice procedure Accouts Payable 3-8

27 4. The purchase-ivoice matchig procedure This chapter describes: The mai purchase ivoice matchig procedure Sessios related to the mai procedure The self-billig procedure 4.1 Purchase-ivoice matchig The procedure s results This procedure cosists of eterig, matchig, ad approvig a purchase ivoice. A purchase ivoice goes through this procedure if it is related to orders, which meas a logistic trasactio (a purchase order) is matched with a fiacial trasactio (a purchase ivoice). The logistic trasactio (the purchase order), ca oly come from the Purchase Cotrol (PUR) module i BaaERP Distributio (TD). If the ivoice is directly related to your busiess procedure, ad a purchase order exists for that procedure, the ivoice type is Ivoice Related to Orders. The ivoice will go through the ivoice matchig procedure. The ivoice ca be matched maually or automatically. If you match maually, you fid the orders that belog to your ivoice ad match the two agaist each other. If you match automatically, you eter the order umber or packig slip umber of the related order whe you create the ivoice, ad BaaERP attempts to match the ivoice for you. To eable automatic matchig, you must select the Automatic Matchig check box i the ACP Parameters (tfacp0100s000) sessio. I BaaERP, you match ivoices agaist order lies. Therefore, ivoices ca be matched before the goods they relate to are received. However, the goods must be received before you ca approve the ivoices. You ca periodically approve all eligible ivoices i a batch. A purchase ivoice has bee registered i the ACP module, has bee matched with oe or more purchase orders ad has bee approved. Durig the process, several purchase ivoice trasactios have bee geerated ad posted to the GLD module: Example of postigs from ACP to GLD Evet Ledger accout Debit Credit Icomig goods Ivetory $ Ivoice Accrual $ Ivoice etry Ivoice Receipts $ Accouts Payable $ Ivoice approval Ivoice Accrual $ Ivoice Receipts $ Accouts Payable 4-1

28 The purchase-ivoice matchig procedure The ledger accout that is used as the Ivetory accout is idicated i the mappig scheme i the GLD module. The ledger accouts for Ivoice Accrual, Ivoice Receipts, ad Accouts Payable are idicated by fiacial busiess parter group i the ACP master data. Figure 6 shows the steps i the purchase ivoice matchig procedure, ad the steps ivolved i this procedure are explaied after the figure. 1 Trasactios (tfgld1101m000) 2 Purchase Ivoices (tfacp1110s000) 3 Match Receipts (tfacp2541m000) 4 Matched Purchase Ivoice Trasactios (tfacp1133s000) 5 Trasactio Error Log (tfgld1106m000) 6 Fializatio Ru Numbers (tfgld1110m000) 7 Select Batches for Fializatio (tfgld1111s000) Figure 6, The purchase ivoice matchig procedure Step 1 Trasactios (tfgld1101m000) Use this sessio to idicate what type of trasactio you wat to create. Also, you must select the appropriate batch i which the trasactio must be created. Trasactios of the same batch are always fialized ad posted together to the GLD module accordig to a certai fiacial period. Create a ew record ad select a trasactio type of the Purchase Ivoices trasactio category. Save the record ad click Eter Trasactios. The Purchase Ivoices (tfacp1110s000) sessio is started. Accouts Payable 4-2

29 The purchase-ivoice matchig procedure Step 2 Automatic matchig Step 3 Purchase Ivoices (tfacp1110s000) Use this sessio to create the purchase ivoice header. First, BaaERP assigs a documet umber to the ivoice. This umber is ow the ivoice s idetificatio, together with the trasactio type. Whether or ot you ca maually chage this umber depeds o the settigs for the trasactio type i the GLD master data. A lot of data is defied i the purchase ivoice header, such as: The ivoice-from busiess parter The documet (creatio) date ad due date The total ivoice amout The currecy data The level of tax calculatio ad other tax data Terms of paymet I the Ivoice Type field, you must idicate if your purchase ivoice is related to geeral costs or to oe or more purchase orders. Select Ivoice Related to Orders as your ivoice type. Your ivoice will go through the matchig procedure. Maual matchig ad approvig ca be performed etirely from the Purchase Ivoice (tfacp1110s000) sessio. You ca also eter the ivoice first ad match or approve it later usig the Match/Approve Purchase Ivoices (tfacp2507m000) sessio. If the Automatic Matchig check box i the ACP Parameters (tfacp0100s000) sessio is selected, BaaERP tries to match the ivoice automatically. You must eter the order umber ad/or the packig slip to which the ivoice is related. BaaERP tries to match the ivoice with the order lies of the purchase order. The price differece must fall withi the tolerated limits. You ca maually match the ivoice oly if oe of the followig coditios exist: Automatic matchig is disabled The correct order umber or packig slip is ukow The attempt to match automatically failed Match Receipts (tfacp2541m000) To start the maual matchig procedure, click Match Ivoice. The Match Receipts (tfacp2541m000) sessio is started. This sessio lists order lies. If a purchase order is already liked to the purchase ivoice, oly the order lies with the same order umber are displayed. If o purchase order is liked to the ivoice, BaaERP shows all order lies that have a buy-from busiess parter related to the ivoice-from busiess parter o the ivoice. Accouts Payable 4-3

30 The purchase-ivoice matchig procedure Ivoice approval Step 4 Step 5 You ca match the ivoice with oe, several, or all order lies. Whe you fiish matchig, close this sessio. The followig fields are updated i the Purchase Ivoices (tfacp1110s000) sessio: The Price Differece field The Matched Amout field The Amout Uassiged field Matched Purchase Ivoice Trasactios (tfacp1133s000) If ecessary, eter cost-item trasactios ad bookig variace trasactios by clickig Add Costs i this sessio. Cost items are used to post extra costs, such as accoutig expeses, to a order-related purchase ivoice. Bookig variaces are used to post the differece betwee the ivoice amout ad the goods received amout. This differece is created by the charges that were added by the ivoice-from busiess parter: for example, freight costs. For oe purchase-ivoice header, you ca eter oe or more cost items or bookig variace trasactios. Each trasactio receives a lie umber that idetifies it withi the ivoice s documet umber. Each purchase ivoice trasactio is posted to the Geeral Ledger (GLD) module. You ca defie a ledger accout ad dimesios for each trasactio. After eterig the ledger accout, trasactio amout, ad other data, save the trasactio ad exit the Matched Purchase Ivoice Trasactios (tfacp1133s000) sessio. I the Purchase Ivoices (tfacp1110s000) sessio, the Etered Trasactios field ad the Amout Uassiged field are updated. Whe the uassiged amout is zero, you ca approve the ivoice by clickig Approve Ivoice. Note that you ca oly approve the ivoice if the goods are received for the order to which you have matched the ivoice. If the orders are ot yet received, you ca approve the ivoice at a later time. For example, you ca periodically approve a selectio of ivoices usig the Match/Approve Ivoices by Rage (tfacp2280m000) sessio. Trasactio Error Log (tfgld1106m000) If a error occurred durig the processig of the purchase ivoice header or a trasactio lie, a descriptio of the error is etered ito a log file. For example, if the remaiig amout (which is displayed i the Purchase Ivoice Trasactios sessio) is ot zero, the followig error is logged: Documet balace is ot zero BaaERP displays the error log after you close the Trasactios (tfgld1101m000) sessio. Usig the error descriptio, you ca solve the error ad try to process the purchase ivoice agai. Accouts Payable 4-4

31 The purchase-ivoice matchig procedure Step 6 Step 7 Fializatio Ru Numbers (tfgld1519m000) Use this sessio to select the ru umber for which you fialize the batch i which you created the purchase ivoice. Double-click the ru umber to start the Fializatio Ru Numbers (tfgld1519m000) details sessio. Here, you ca select the batch you wat to fialize. Click Select Batches. A list of batches is displayed. Select Batches for Fializatio (tfgld1111s000) Use this sessio to select the batch you wat to fialize. Use the Select checkbox to choose the appropriate batches, ad the click Fialize o the Specific meu. BaaERP will attempt to fialize all trasactios i the batch by postig them to the Geeral Ledger (GLD) module. Depedig o the default settigs for fializatio (which you ca access from the Specific meu), a audit list is prited that gives iformatio about the fialized trasactios. If trasactios could ot be fialized, the reaso for the error is also prited. 4.2 The sessios that are related to the mai procedure Match/Approve Purchase Ivoices (tfacp2507m000) If you did ot (fully) match ad approve the ivoice i the Purchase Ivoices (tfacp1110s000) sessio because, for example, the price differece was too high, you ca use the Match/Approve Purchase Ivoices (tfacp2507m000) sessio to process the ivoice. The Match/Approve Purchase Ivoices (tfacp2507m000) overview sessio lists the purchase ivoices i the ACP module. I the details sessio, you ca match, add costs, approve, ad uapprove ivoices oe by oe. Match/Approve Purchase Ivoices by Rage (tfacp2280m000) Use this sessio to match ad/or approve a whole selectio of ivoices at oe time. If you let BaaERP approve the selected ivoices, the trasactios that result from the approval are posted i a sigle batch to the GLD module. Approve Price Differeces (tfacp1142m000) Price differeces ca result from matchig orders ad ivoices. The maximum price differece amouts are defied i the Tolerated Price Differeces by User (tfacp0150m000) sessio i the ACP master data. If the price differece betwee a order ad a ivoice becomes too great for a employee to be able to process the ivoice, you must use the Approve Price Differeces (tfacp1142m000) sessio. A specific, authorized employee must first approve the price differece i this sessio. After that, the ivoice ca be approved usig the ormal procedure. To approve a price differece, select the Approval check box. Accouts Payable 4-5

32 The purchase-ivoice matchig procedure 4.3 The self-billig procedure For each purchase-order header, you ca defie whether self-billig is used. Self-billig is typically used if you have: A cotract with the supplier for the price of the goods you are buyig A agreemet with the supplier that you will pay for the goods without receivig a ivoice for them The supplier does ot eed to sed a ivoice. Istead, you use the self-billig procedure to automatically geerate ivoices for these goods. Whe the self-billig procedure is used, BaaERP creates, matches, ad approves ivoices automatically whe goods are received. All of these processes are performed i the ACP module. The etire self-billig procedure is carried out automatically by BaaERP: The goods are received i Baa Warehousig (WH). I the ACP module, BaaERP geerates a purchase-ivoice documet withi the trasactio type for self-billig, which is specified i the ACP Parameters (tfacp0100s000) sessio. BaaERP creates this documet withi the batch for self-billig that is geerated each day. After the ivoice is geerated, BaaERP creates a ope etry. BaaERP matches ad approves the documet without ay user iterferece. The matchig ad approvig caot be a problem because the ivoice was geerated based o the order to which it is ow matched. The postigs to the geeral ledger for the geerated purchase ivoice are created i the usual way (as described i Sectio 1.4). You ca also geerate a rage of self-billig ivoices usig the Geerate Ivoice by Self-Billig (tfacp2290m000) sessio. Accouts Payable 4-6

33 5. The subcotractig procedure This chapter describes the procedure for subcotractig ivoicig. 5.1 Processig subcotractig ivoices The procedure s results This procedure ca oly be used if the Subcotractig check box i the ACP Parameters (tfacp0100s000) sessio is selected. Subcotractig occurs whe a subcotractig item is purchased. If your compay hires certai services from aother party (for example, whe a part of a project or a operatio of a productio order is carried out), subcotractig ivoices are created to pay for these services. Part of each subcotractig ivoice is ot paid to the subcotractor but directly to the tax authorities ad to blocked accouts for the idustrial assurace board (IAB), which collects the social security premiums. Subcotractig ivoices therefore eed additioal data that ormal ivoices do ot have. The additioal data icludes: A P.A.Y.E. tax authorities umber for each subcotractor. A valid statemet of accout from the tax authorities for each subcotractor. The statemet of accout gives you the accout status of the cotract betwee you ad the customer, the upaid balace that is due, ad the paymet history. The idustrial assurace board (IAB) with which the subcotractor is affiliated. The IAB is a public body resposible for collectig, admiisterig, ad makig social security paymets. From a subcotractig ivoice, a partial amout is trasferred to a idustrial assurace board. A remittace agreemet, which cotais agreemets about how the paymet for a project will take place. For example, the remittace agreemet states the part of the ivoice amout that must be paid to the subcotractor's idustrial assurace board (IAB) ad to the tax authorities. You ca prit remiders ad sed them to subcotractors if statemets of accout are missig or expired. At the ed of the procedure, all ecessary data is preset for the subcotractig ivoices i the ACP module. If ecessary, remiders are prited for missig or expired statemets of accout. The subcotractig ivoices are processed i the same way as other ivoices i the ACP ad CMG modules. Agreed parts of the ivoice amouts are directly paid to the IAB ad the tax authorities liked to the subcotractors. Accouts Payable 5-1

34 The subcotractig procedure Figure 7 shows the steps i the subcotractig procedure, ad the steps ivolved i the procedure are explaied after the figure. 1 Subcotractig Parameters (tfacp3100s000) 2 Idustrial Assurace Boards (tfacp3520m000) 3 Subcotractors (tfacp3510m000) 4 Remittace Agreemets (tfacp3530m000) 5 Subcotractig Ivoices (tfacp3560m000) 6 Prit Remiders for Missig Statemets (tfacp3440m000) Figure 7, The subcotractig procedure Step 1 Step 2 Subcotractig Parameters (tfacp3100s000) Use i this sessio to idicate: The umber of days a statemet of accout s due date ca be exceeded before it becomes ivalid. If a statemet of accout is ivalid, the ivoices related to it are ot selected for automatic paymet, although you ca still select them maually. The umber of days betwee the sedig of two remiders for missig documets. Remiders are geerated for overdue or missig icome tax statemets, IAB statemets, ad (possibly) safeguardig clauses from a warraty fud. The ame ad address of the tax collector. Idustrial Assurace Boards (tfacp3520m000) Use this sessio to eter the idustrial assurace board(s) to which your subcotractors are affiliated ad their addresses. Accouts Payable 5-2

35 The subcotractig procedure Step 3 Step 4 Step 5 Step 6 Subcotractors (tfacp3510m000) Subcotractors are ivoice-from busiess parters that have bee idicated as subcotractors i the Ivoice-from Busiess Parters (tccom4122s000) sessio. I the Subcotractors (tfacp3510m000) sessio, you must eter additioal data for the subcotracted busiess parters. First, you must lik a idustrial assurace board to the subcotractor. Next, you must idicate the IAB umber ad the PAYE umber, as well as the ed dates for the statemets for both these parties. You ca also idicate if the subcotractor is affiliated with a warraty fud. Remittace Agreemets (tfacp3530m000) The remittace agreemet states how the total subcotractig ivoice amout is distributed ad which part is paid either directly to the tax authorities ad the IAB, or to a blocked accout that belog to the subcotractor. Whe BaaERP processes the subcotractig ivoice, the percetages defied here are automatically deducted from the ivoice amout before it is paid. A ed date is defied for the remittace agreemet o the secod tab of the sessio. Here, you ca also view the status of the agreemet (its validity). Subcotractig Ivoices (tfacp3560m000) Use this sessio to display the divisio of the total ivoice amout ito: The wage part The amout that is trasferred to a blocked accout The amout that is paid directly to the tax authorities The amout that is paid directly to the associated IAB If ecessary, you ca chage the last three amouts i this sessio. You ca also lik a order umber to the ivoice. Prit Remiders for Missig Statemets (tfacp3440m000) Certai valid documets are ecessary for the subcotractig cotract: A PAYE tax icome statemet A IAB statemet of accout A safeguardig clause, if the subcotractor is affiliated with a warraty fud Use this sessio to geerate remider letters for missig or overdue statemets. Accouts Payable 5-3

36 The subcotractig procedure Accouts Payable 5-4

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