Enter One-Time Supplier Information
Explanation
This activity is used to enter, modify and view information which is specific to a selected
one-time supplier. You can reuse previously created one-time specific
information if the same address is needed a second time, e.g. for a debit
invoice or a difference item.
Prerequisites
In order to perform this activity:
- A
supplier with the
One-Time Supplier check box selected in the
General tab of the
Supplier window
should exist.
- An invoice or a new difference item should have been entered for the
one-time
supplier.
- The Used in Application check box should be selected in the
ISO Code Usage| Country
Code tab for the country specified in the address of the one-time
supplier.
- The payment method should have been entered in
the Payment tab of the
Supplier
window as a
possible payment method for the one-time supplier.
System Effects
As a result of this activity:
- An address ID with name and address information is
created or updated for the one-time supplier.
- The address ID connected to the invoice as the invoice
and delivery address will be printed on documents sent to the one-time
supplier (e.g. debit/credit notes, outgoing supplier invoice, payment
advices, checks, statements of account and balance confirmations).
The supplier name specified will also be printed in the invoices.
- The entered/modified tax information is stored as document tax information
of the address ID and printed in debit/credit notes. It will be fetched to
the tax ledger and used for tax reporting.
- The entered/modified communication information (i.e.
the name of the AP supplier
contact, communication method and address, output medium) is updated to the
supplier communication information and used in the correspondence with this
one-time address.
- The entered/modified payment method is used as payment method
for all the installments of the invoice.
- The address ID is connected as the payment address ID to all
the installments of the invoice (except for manual payment methods).
- The entered/modified electronic payment address information is
saved as
a new electronic payment address of the one-time supplier for the payment
method used.
- The information created in this activity can be viewed and modified in the
One-Time Specific
Information dialog box as well as in
Address,
Comm Method and
Payment tabs of the
Supplier window.
Windows
Manual
Supplier Invoice
Outgoing Supplier Invoice
Supplier Analysis
Supplier Payment Proposals
External Supplier Invoices
Related Window Descriptions
Manual Supplier Invoice
Outgoing Supplier Invoice
Supplier Analysis
Supplier Payment Proposals
Supplier Payment Proposal
Details
One-Time Specific Information
External Supplier Invoices
External One-Time Supplier Specific Information
Procedure
To enter new one-time specific information for a new invoice at invoice entry:
- Open the Manual
Supplier Invoice or the
Outgoing Supplier Invoice window and create a new record.
- Enter the ID of a one-time supplier in the Supplier ID
field. The List of Values can be used to select the supplier
ID.
- Enter the required information for the invoice.
Note: You
cannot enter the payment method and payment address ID for a one-time supplier
invoice in the Outgoing Supplier Invoice or
Installment Plan and Discount window.
- Save the information. The
One-Time Specific Information dialog box will open.
- Enter the name of the one-time supplier to whom the invoice belongs in the
Supplier Name field.
- Enter values in the Address 1, Address 2, Zip Code, City, County
and State fields in order to specify the address.
- Select a value for the Country field.
- Enter a value in the Tax ID Type field if you want to enter document
tax information when tax ID types are defined for the country in the
supplier address. The List of Values can be used to select the required tax
ID type.
- In the Tax ID Number field, enter the tax ID
number of the one time supplier.
- To validate whether the the entered tax ID number is an existing tax
number, click Validate Tax ID. If the tax ID number is an existing tax number, the
system date will appear in the Validated Date field. If not, an error
message will appear. Note: Only EU tax numbers can be validated.
- Click Save to save the entered address and
documentation tax information. The next numeric address ID of the supplier
will automatically appear in the Address ID field. Note: If
the default payment method of the supplier is a document payment method, it
is updated to the installments with the one time address ID as the document
payment address ID. If the default payment method of the supplier is not a
document payment method and the payment terms ID used for the invoice has a
payment method assigned to it, that payment method should be already updated
to the invoice and to the installments when the invoice was saved. To modify
the default values fetched from the payment terms, the payment terms in
one-time specific information should be modified.
- To enter AP supplier contact and payment information, click the
Payment Information tab.
- Enter the name of the supplier contact person or department
in the Name field of the AP Supplier Contact group box.
- Select the appropriate communication method for the
Comm. Method field. If E-Mail or Mail to Fax output media
is used to communicate with this one-time address, it is required to select
the corresponding communication method.
- Enter the address (e.g. the e-mail address or the fax number) for the
selected communication method in the Value field.
- Select
a value for the Output Media field to specify which output medium
should be used to send documents to the one-time address. Note that
E-Mail or Mail to Fax can be selected only when the same value is
selected as the communication method.
- Modify the value in the Payment Method field if required. The List of
Values can be used to select the required payment method.
- If an electronic payment method was selected, you enter the electronic
payment address information (e.g. IBAN) in the Electronic Payment Address
fields.
The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the Manual
Supplier Invoice or the
Outgoing Supplier Invoice
window.
To connect existing one-time specific information to a new invoice at
invoice entry using the One-Time
Specific Information dialog box:
- Open the Manual
Supplier Invoice or the
Outgoing Supplier Invoice window and create a new record.
- Enter the ID of a one-time
supplier in the Supplier ID field. The List of Values can be used to select the
supplier
ID.
- Enter the required information for the invoice. (Note:
You cannot enter the payment method and payment address ID for a one-time
supplier invoice in the
Outgoing Supplier Invoice or
Installment Plan and Discount
window.)
- Save the information. The
One-Time Specific Information dialog box will open.
- Click List in the Supplier
Name field. The list of address IDs of the one-time supplier will
appear. Select the address ID which you want to connect to the invoice.
The supplier
name, address and tax information as well as AP supplier contact information
of the selected one-time address ID will be fetched into the One-Time
Specific Information dialog box.
- Save the information. The address ID with all information will be connected to the
invoice both as invoice and as one-time address ID.
- Click on the Payment Information tab. AP supplier contact
information will be displayed.
- Modify
the value in the Payment Method field if required. The List of Values
can be used to select the required payment method. The one-time address ID will
automatically appear in the Payment Address ID field (except for
manual payment methods without payment addresses).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the Electronic Payment Address
fields.
The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the Manual
Supplier Invoice or the
Outgoing Supplier Invoice
window.
To modify existing one-time specific information in the invoice entry windows:
- Open the Manual
Supplier Invoice or the
Outgoing Supplier Invoice window and
search for the invoice of a one-time supplier.
- Right-click and then click One-Time Specific Information to open the
One-Time Specific Information
dialog box.
- Modify the supplier name, address or tax information
and save. The existing
address ID will be updated with the new information.
- Click on the Payment Information
tab if you want to modify AP supplier contact or payment information,
or click
Cancel to close the
dialog box and to return to the Manual
Supplier Invoice or the
Outgoing Supplier Invoice
window.
- In the Payment Information tab, modify AP supplier contact information in
Name, Comm. Method
and Value fields.
- Save the information. A new communication ID will be created and
connected to the one-time address ID.
- To modify output medium, select a new value for the Output Media field
and save. The new output medium will be updated
to the one-time address of the supplier.
- Modify the payment method which should be used for this invoice in the
Payment Method field, or select a payment method from the List. The
one-time address ID will automatically appear in the Payment Address ID field
(except for manual payment methods without payment addresses).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the Electronic Payment Address
fields.
The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the Manual
Supplier Invoice or the
Outgoing Supplier Invoice
window.
To modify existing one-time specific information in the
Supplier Analysis
window:
- Open the Supplier Analysis window and
search for a one-time
supplier with invoices.
- Select the Auto Populate check box if you want to automatically
populate the window. If not, search for one or more specific ledger
items.
- Select the invoice or difference item for which you want to view or modify
one-time specific information. Note: One-time specific
information can only be connected to invoices and
not to payments on account.
- Right-click and then click One-Time Specific Information to open the
One-Time Specific Information
dialog box.
- Modify supplier name, address or tax information. Save. The existing
address ID will be updated with the new information.
- Click the Payment Information tab if you want to modify AP
supplier contact or payment information, else click the Cancel button
to close the dialog box.
- Modify AP supplier contact information in Name, Comm. Method
and Value fields and save.
- To modify output medium, select the new value for the Output Media fields
and save. The new output medium will be updated to
the one-time address of this supplier. Note:
- Modify the payment method which should be used for this invoice in the
Payment Method field, or select a payment method from the List. The
address ID will automatically appear in the Payment Address ID field
(except for manual payment methods without payment addresses).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the Electronic Payment Address
fields.
The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information.
To modify existing one-time specific information in the
Supplier Payment
Proposal Details window:
- Open the Supplier Payment Proposals window and populate.
- Select the proposal you want to modify, right-click
and then click Details to open the
Supplier Payment
Proposal Details window.
- Select an item with an invoice of a one-time supplier, or create
a new record with an open invoice of a one-time supplier and save it as a new
item. Note: One-time specific
information can only be connected to invoices and
not to payments on account.
- Right-click and then click One-Time Specific Information to open the
One-Time Specific Information
dialog box.
- Modify the supplier name, address and tax information as appropriate
and save. The existing
address ID will be updated with the new information.
- Click the Payment Information tab if you want to modify AP
supplier contact or payment information.
If not, click
Cancel to close the dialog box.
- Modify AP supplier contact information in
the Name, Comm. Method
and Value fields and save. A new communication ID will be created and
connected to the one-time address.
- To modify the output medium, select the new value for the Output Media field
and save. The new output medium will be updated to
the one-time address of this supplier.
- Modify the payment method which should be used for this invoice in the
Payment Method field, or select a payment method from the List. The
address ID will automatically appear in the Payment Address ID field
(except for manual payment methods without payment addresses).
- If an electronic payment method was selected and the electronic payment
address ID does not yet exist, enter the electronic
payment address information (e.g. IBAN) in the Electronic Payment Address
fields.
The fields are presented as defined in the
client mapping of the
payment format.
- Click OK to save the information and to return to the
Supplier Payment
Proposal Details window. The modified payment
method and payment address ID will automatically be updated to the
payment proposal item.
To enter or modify one-time specific information after loading an external
supplier invoice:
- Open the External
Supplier Invoices window and populate or search for a one-time
supplier invoice which is not yet in Created status.
- Select
the invoice, right-click and then click One-Time Specific Information
to open the
External One-Time Supplier Specific Information window.
- Enter or modify the supplier specific information for this invoice. Note that at least the name, city and the country
should be specified in order to create a new one-time address ID when the
external invoice is created.
- Enter or modify the value for the Tax ID Number field. The List of
Values can be used to select the required tax ID number.
- Modify other fields if required.
- Enter or modify the name of the supplier contact person or
department in the AP Contact Name field, select the appropriate
communication method for the AP Comm. Method
field, and enter the corresponding contact address (e.g. an email address, a
mobile number) in the AP Contact Value field. The communication
method should correspond with the selected output medium.
(e.g. If
the output medium is E-Mail, the communication method also should be
E-Mail.)
- If an electronic payment method is connected to the invoice, electronic
payment address information (e.g. IBAN) should be entered in the Electronic Payment Address
fields.
Note: The payment address ID will automatically
be created for one-time supplier invoices with a connected payment method. A payment address ID loaded or entered in the installment will be
ignored.
- Save the information..
Note: It is possible to enter and modify one-time specific
information after the invoice is created using the One-Time Specific
Information dialog box either in the Manual Supplier Invoice
window and in the Supplier Analysis window.