Invoice information

Supplier’s invoice number

In this field you can see/enter the supplier's invoice number for the invoice you are registering. This number is sent as additional information to the supplier when making the payment.

If you enter an invoice number that is already used for the same supplier, then a warning appears or the invoice number will be blocked for registration. This is determined by the system setting Check against recurring invoice numbers.

The supplier's invoice number field is mandatory, unless the supplier is using OCR. This is determined by a setting in the supplier register. However, it is possible to enter the supplier's invoice number even though the supplier uses OCR.

OCR number

Here you enter the supplier's OCR number for the invoice you are registering. The OCR number field is only visible if the supplier applies OCR. Then it is mandatory. A validation takes place to make sure the number is correct.

Reference number

Here you enter the supplier's reference number that is used as payment reference when invoices are paid. It is optional to enter reference number. For countries which have official handling of reference numbers, a validation is built in to the field to make a validation error appear if you enter an invalid number. The field is available for other countries as well, but no validation is then made of the entered number.

Invoice type

Here you select the invoice type of the invoice in question. You can select between the alternatives Debit, Credit, Interest, and On account On account is a partial payment (advance payment) which you have made to a supplier or received from a customer.. You can change invoice type of an existing invoice as long as the invoice is registered and you have not stated the posting.

If invoice type Credit is selected, the Consecutive no. field becomes available.

If the invoice type is Interest, the suggested VAT amount will be zero (0). The standard account for penalty interest for suppliers is suggested when the invoice is posted. It will be applied even though a purchase account is selected for the supplier.

Consecutive number

On a credit invoice you can here select the consecutive number for the debit invoice from the supplier in question that will be credited. If you have installed the EIM option, you can use the button Show invoice information to show an image of the debit invoice once you have selected consecutive number.

If the debit invoice is an expense invoice, you will receive a question asking if the entire invoice should be credited. If you click Yes, the invoice amount and the posting of the debit invoice will automatically be loaded to the credit invoice. If you click No, you must manually fill in the invoice amount and posting.

If the entered consecutive number is linked to a purchase order that has been returned to the supplier, a dialog is opened where you get to link the invoice to the return order via the Order link tab instead of via the crediting dialog.

If the debit invoice is a order invoice invoice (has a linked purchase order), the Credit invoice window will open. In this window you enter what should be credited on order rows. There you will see the orders and order rows that are linked to the invoice. On each order row you can mark if the row should be included for crediting. You can enter the quantity to credit, if it should affect the stock balance, and you can select location. You can also decide if a new invoice basis should be created. This should only be done if you have a new debit invoice to link to. You can mark if it is a price credit instead of a quantity to credit, and enter the credited price or new price (those fields are connected). If there is a setup price on the row, you can also choose to credit setup price in the same way. When you are done you close the window with the OK button. Then posting will be added to the credit invoice and the purchase order rows will become linked. If you have selected to create a new invoice basis, the new invoice basis will also become created. You are then transferred to the Order link tab. Here you find the order rows you linked to the crediting. By using the Open crediting window button you can open the window again.

When crediting advance invoice/in arrears invoice (which belong to a payment plan), you cannot choose which rows to credit or which quantity. The initial debit invoice will then always be fully credited.

Partial invoice type

The partial invoice type is shown if the invoice is linked to an invoice basis belonging to a payment plan. The type can be Advance, Delivery, or In arrears.

Invoice date

Here you see the invoice date. It is normally the date on the supplier invoice. Today's date is displayed by default for a new invoice when you open the procedure. When you register the next invoice, the same date as selected in this field for the previous invoice will be suggested. The Invoice date and Payment terms are used as the basis for calculating the invoice's due date. The invoice date can be changed as long as the invoice is not fully paid.

Preliminary entry date

The field Prel. entry date is visible if you have selected Yes for the system setting Preliminary entry of supplier invoices. The date entered here determines the day the preliminary posting will be recorded. If you have activated the system setting Suggest same voucher date as invoice date, the preliminary entry date will by default be the same as the invoice date you select. If this system setting is not activated, today's date will be selected. When you register the next invoice, the same date as selected in this field for the previous invoice will be suggested. If you apply integration to accounting, you will see a warning if the date is outside the open accounting periods. If the period is open but belongs to another accounting year, you will also see a warning. The preliminary entry date can be changed as long as the preliminary entry is not recorded (transferred to the accounting), that is, it is still in the invoice journal.

Voucher date

The voucher date is the day the invoice will be final recorded. If you have activated the system setting Suggest same voucher date as invoice date, the voucher date will by default be the same as the invoice date you select. If this system setting is not activated, today's date will be selected. When you register the next invoice, the same date as selected in this field for the previous invoice will be suggested.

If you apply integration to accounting, you will see a warning if the date is outside the open accounting periods. If the period is open but belongs to another accounting year, you will also see a warning.

The voucher date can be changed as long as the invoice is not final recorded. If it is final recorded (but not paid), you can change the voucher date as long as the invoice is not recorded (transferred to the accounting), that is, if it is still in the invoice journal.

Payment terms

Here you select the payment terms of the invoice. You can select among the payment terms registered in the Terms procedure. The payment terms registered for the supplier are selected by default. If you have activated the system setting Load invoice information from purchase order, the payment terms will be loaded from the purchase order selected in the Order number field on the main row. The payment terms can be changed as long as the invoice is not fully paid. To the right of the payment terms you will see the credit time in days.

During import of XML invoice, the number of days are loaded from the XML file. For credit invoices, the payment term is loaded from the system setting Default payment terms on credit invoices.

If the payment terms of the invoice.is cash (Cash book), you should choose the payment method intended for cash book.

Due date

Here you can see the due date of the invoice. The due date is set automatically based on the invoice date plus the number of days in the payment terms, without taking holidays into consideration. The due date can be changed as long as the invoice is not fully paid. During import of XML invoice, the due date is loaded from the XML file. If the payment term is linked to cash discounts, this button appears where you can see the cash discounts that apply to the selected payment term.

Invoice amount

Here you see the total amount of the invoice including VAT, if any. If you have activated the system setting Load invoice information from purchase order, the value of the arrival reported quantity plus VAT, if any, will be loaded from the purchase order selected in the Order number field on the main row. You can change the invoice amount as long as the invoice is only registered and you have not started the posting.

If the invoice is registered in another currency, you will see the invoice amount in the company currency to the right of the field.

Rounding (from import)

When registering new invoices via the For registration/verification inbox, you can see and adjust the interpreted rounding. This can be useful when automatic interpretation of PDF invoices is used and the result of the interpreted rounding needs to be adjusted. The function is mainly developed to get a better handling of rounding when EIM Workflow is applied.

Can be used when invoice interpretation with manual vouchers is activated in Monitor ERP.

Currency

If the invoice is issued in a different currency, you should here select that currency. The invoice amount is entered in the currency of the invoice. If you select a different currency here, the Exchange rate field will also become available.

Exchange rate

Here you select which exchange rate should apply to the supplier invoice if it is in another currency. The system setting Suggested exchange rate during registration determines whether the exchange rate is the current rate or calculated according to the invoice date. The rate type to be used is determined by the Rate type field in the Supplier register.

If the supplier invoice is created from an XML file that has been imported, the system setting Use exchange rate from XML file will determine if the exchange rate in the XML file should be applied. Next to the field there is a More info button where you can see historical exchange rates. By using the button Go to Currencies you can link to the Currencies procedure in order to update currencies, exchange rates, and rate types, if needed.

The system setting Allowed exchange rate difference on imported invoice can also be used if the system setting Use exchange rate from XML file is activated. That system setting is used to decide how much the exchange rate is allowed to deviate on the invoices. If the exchange rate differs more than what is entered, a warning is shown in this field. If you have also installed the EIM Workflow option, the imported invoice will not become registered but is sent to the inbox called Failed.

If the supplier invoice is created from an XML file that has been imported, the system setting Use exchange rate from XML file will determine if the exchange rate in the XML file should be applied. Next to the field there is a More info button where you can see historical exchange rates. By using the Go to Currencies button you can link to the Currencies procedure in order to update currencies, exchange rates, and rate types, if needed.

VAT group

The VAT group of the invoice is loaded from the supplier by default. If you have activated the system setting Load invoice information from purchase order, the VAT group will be loaded from the purchase order selected in the Order number field on the main row.

The VAT group determines, via VAT code, the VAT amount that is suggested. It also determines which VAT account is selected by default on the posting rows of the invoice, when the posting rows are not loaded from the purchase order. This applies provided that the option VAT code in chart of accounts has ben selected for the system setting Basis for VAT report is loaded from. Otherwise, the VAT will be posted according to the VAT code on the purchase postings that are made on the invoice. Below the VAT group you will see the VAT code applied.

Please remember that no generation of VAT based on posting rows will take place if the system setting Preliminary entry of supplier invoices is set to Yes and Post VAT during is set to Preliminary entry. In that case, VAT is always posted according to the VAT code on the invoice.

In systems using Workflow and Direct integration via journal for preliminary recorded supplier invoices, the VAT group is loaded from the supplier of supplier invoices which are automatically imported from Monitor-to-Monitor and from the XML inbox.

VAT amount

In this field you see the VAT amount of the invoice. It is displayed in the currency of the invoice. The VAT amount is set automatically based on the invoice amount and the VAT code linked to the selected VAT group. You can change the VAT amount as long as the invoice is only registered and you have not started the posting. The VAT amount is used to calculate the VAT that will be posted during preliminary and final recording of the invoice.

Please note! The system setting Basis for VAT report is loaded from also applies here. This means that the posted VAT amount is loaded from the invoice header if the system setting is set to VAT code in chart of accounts. Otherwise, the VAT amount will be posted according to the purchase postings that are made on the invoice.

If the invoice is registered in another currency, you will see the VAT amount in the company currency to the right of the field.

Authorized signer

Here you see the authorized signer. This is loaded from the supplier by default. It is possible to change to any other person who is an authorized signer.

Signer code

If you have installed the option Electronic Invoice Management (EIM), you see this field instead of the field mentioned above called Authorized signer. The authorized signer is loaded from the supplier by default. It is possible to change to any other person who is an authorized signer or select an authorization list of persons. When you have selected a signer code, the Authorization list button becomes activated.

Authorization list

By clicking the Authorization list button you access a window where you can add signers/signer groups from the left section with selectable signers/groups. In the section to the right, you will see the persons included in the authorization list. You can change the order of the signers by using the arrow buttons between the sections.

For an existing invoice you can also see which actions that have been taken by signers/signer groups who have started the authorization process.

In this window you can also activate/deactivate the function Parallel authorization. This is possible to do as long as not authorization have been started for an existing invoice. If the setting Parallel authorization is not activated this means that the invoice should be authorized sequentially by the signers in the order in the authorization list. If you activate Parallel authorization the different signers can authorize the invoice parallelly.

This setting can be set as default for authorization lists. This is done in the procedure called Authorization settings – EIM. If Parallel authorization is selected to be activated by default for an authorization list, this will only affect new supplier invoices where this particular authorization list is selected.

If you apply authorization at row level and a row is rejected, the authorization list needs to be updated with signers. By clicking the button called Reset signers from rejection , the signers who have not yet approved the invoice will automatically be added to the list again for authorization. This button is only shown when the Use extended authorization on posting rows system setting has been activated.

Pending

With this checkbox you determine whether or not the supplier invoice should be set to status Pending when it is registered. You can also use Pending if you during registration of the invoice for example discover that additional information is needed before it is sent for authorization. You can also use it if you wish to await arrival reporting of the purchase order for an order invoice. The Pending status can also be used if you are unsure to whom the invoice should be sent for authorization, and you want to look it up after saving the invoice. During registration, an invoice is automatically set to status Pending if:

The signer code field is left empty or is emptied. If you deactivate the Pending setting while the signer code field is empty, you will see the error symbol in the signer code field. Then it is not possible to save the invoice without first selecting a signer code.
The Set invoice status to "Pending" if the order is not arrival reported system setting is activated*. This system setting is available if you have installed the option Electronic invoice management (EIM).

Invoices which have been set to status pending will be placed in the Pending inbox in the Navigation box (this navigation panel is available if you have installed EIM). If you enter a signer code, the Pending status will automatically be deactivated and the invoice will be sent for authorization when you save the invoice. When invoices have status Pending, it is still possible to link an order to the invoice or to final record it. For the person who should final record an invoice without sending it for authorization, a certain user rights setting is required. For an invoice which is final recorded or has been sent for authorization, it is not possible to activate the Pending mode. Pending is only used before the invoice is sent for authorization.

In the Supplier register procedure you can – per supplier – select a signer code for the authorized signer. This way, a new supplier invoice will by default get this new signer code and will not be given status pending. This is useful in cases where you know who should always authorize invoices from a specific supplier. It is also useful if you apply import of e-invoices. Arriving e-invoices will by default be placed in the Pending inbox, but if a signer code has been selected for the supplier the invoice will automatically be registered and sent directly for authorization.

* If the EIM Workflow option is also installed, the above system setting is not shown. When Workflow is used, the invoices are handled automatically and the Pending inbox is not used.