Create Supplier Invoice

Explanation

This activity is used to create supplier invoices from loaded external supplier invoices that are connected to a specific load identity. The supplier invoices are created in IFS/Invoice.

If all external customer invoices pass the Create step, then:

• The external load gets the Created status.
• All external supplier invoices related to the load identity get the Created status.

If any external supplier invoices have errors, then the following applies:

• The external load gets the PartlyCreated status.
• All external supplier invoices related to the load identity are assigned a status according to the following:

• All external supplier invoices having one or more errors get the Checked status.
• All external supplier invoices that have passed the Create step get the Created status.

If the Allow Partial Create check box is selected, supplier invoices can be created even if some of the external supplier invoices in the load have errors. If this check box is not selected, the Create process will be be interrupted as soon as an error occurs.

This activity is automatically carried out for external supplier invoices received via a message if the Automatic Approval check box is selected in the Supplier/Invoice/Message Defaults tab. If you select this check box, you are also required to enter an approval user in the same tab which will be used in the automatic approval process.

Prerequisites

Before creating supplier invoices, please perform the following:

• Check all external supplier invoices for consistency and whether they can be used to create supplier invoices in the supplier ledger in IFS/Invoice.
• Correct errors on the external supplier invoices.
• Prior to starting the Create step, make sure that all external supplier invoice vouchers have the Checked status. If partial create is allowed, then at least one external supplier invoice must have the Checked status.

System Effects

As a result of this entry, supplier invoices are created in IFS/Invoice, and vouchers (related to the posting information for the external invoices) are created in the hold table in IFS/Accounting Rules. Invoices in the external interface are marked with the voucher number and will get the Created status. If the invoice was loaded via an invoice message with E-INVOICE creators reference, the invoice image and the attached documents (i.e. if there are any attached documents ) will be checked into IFS/Document Management. If IFS/Document Management is not installed, the invoice image and attachments will be saved in IFS/Invoice.

Window

External Supplier Invoice Load Information

Related Window Descriptions

External Supplier Invoice Load Information
Create Supplier Invoices

Procedure

To create supplier invoices in IFS/Invoice:

1. Open the External Supplier Invoice Load Information window in IFS/Invoice.
2. Find the load identities using either Populate or Query.
3. Right-click on a specific line and click Create Invoices to launch the Create Supplier Invoices dialog box.

• Specify if the transaction date in the file should be used as voucher date. If not, please specify a voucher date manually.
• Specify the user group.
• Specify if the voucher type on the file should be used when creating vouchers. If not, please specify the voucher type manually.
• Click OK to start the create step.

5. Confirm message. Click OK.