INVDIRECT - Contract Costs (J51)


What is INVDIRECT

INVDIRECT is used to produce the accounting documents using the cost estimates maintained on the TRADE records. The results from INVDIRECT are the accounting document, the marking of the TRADE records with the actualised amounts and optionally a ‘piece-of-paper’ with it’s document management infrastructure. TRADE records can be open or close status BUT their WIP assigned accounts must be Open status. Archived TRADE records can not be processed. 

TRADE costs can be marked to indicate that ‘No Actualisation’ is expected whereby those cost estimates will not be included in searches by INVDIRECT.  The accounting amounts can be marked to indicate that the invoice is for less than 100% and thereby allow subsequent INVDIRECT processes to locate the outstanding cost estimate.

You can use INVDIRECT to produce more than one invoice for a cost/contract. These are viewed in TRADE using the multi-records feature on the costs grid. You can reverse specific accounting records and their associated TRADE details. Costs that are setup as ‘payables’ will create PI document type and ‘receivables’ will create DN documents.

With a DOCDES designed Debit Note form, you can produce service invoices from the TRADE costs e.g. 3rd Party processing charges.

There are different modes of operation for the entry of costs invoices:

  • The simplest mode is where there are estimates maintained in TRADE and these are picked as being the incoming invoice details. The suggested values can be superseded and the actualisation % of the estimate can be entered when less than the full amount being invoiced.

  • For the situation where there are no TRADE estimates e.g. warehouse/rental invoices, these are entered as new/recurring items where the TRADE estimates rows are generated with the actualized values and an estimated actualised %. This ensures that contract P&L values are complete.  A variation of this entry is new cost with Beyond Basis marking. This is designed to setup a new cost, Purchase trade only, whereby it is used as temporary storage for the actualized cost until the purchase is allocated whereby the actualized detail is transferred to the Sale Cost grid. The cost element appears the same as any other cost except that the BB flag is set and the Inc. P&L is not set.  A de-allocation subsequently will return the actualization detail to the purchase.

  • Special processes can be applied for the situations where there are many items to be located from TRADE data e.g. deliveries and the resultant haulier/trucking invoices. When INVDIRECT filtering is applied, many TRADE records may be locked from other user access and if there is a significant amount of think-time needed, this can cause severe system problems. The alternative processes are to do the thinking/picking  with no TRADE locking and produce a form ready to be completed or removed by a subsequent process that completes the full INVDIRECT and updates the TRADE data and produces the accounting documents. The detail mode will show the grid as row by row with a fixed selection of columns. The summary by Vehicle Reg will group all the filtered TRADE /costs by their code and show the total value of the group.  The Vehicle Reg No on the part1 process is allowed to be edited and saved. This allows for some data correction to agree with the incoming invoice.  On both detail and summary styles, the amount on the row can be changed to reflect the invoice and the %actualised can also be changed on a row by row.  The Save of the selected rows will provide a Group Reference and <print> of the selections. This enables the user to do a final confirmation, use part 2 of the process and recall the relevant group and complete the invoice.  Any VAT is entered on part 2. If the invoice amount includes additional items that have not  been selected from TRADE records, the entry of the full Invoice value will open another form whereby additional lines of accounting are entered.

  • When a company is operating the Cotton style, different options and processes are enabled. The Invoicing will use the INVENTORY database for Warehouse and Haulage processing.  There is also an altenative document image process enabled. This is controlled by separate S01 setting with the main benefit being remote document images can be attached/associated with new entries in INVDIRECT.  The user recalls a FSC document by entering the document id in the field provided below the template selection box. When its' associated button is clicked the webservice docidsearch is called and control is passed to IE using the returned URL.  When the Invoice is confirmed the ITAS docman index is created - the initial docman folder for this invoice is set to REMOTENOINDEX. At this point a call is made to the web service updatevoucher - if the service returns success the ITAS docman index is updated with the folder set to REMOTEINDEX . If the call failed to create/update the FSC index the ITAS docman index will remain intact. The access of these document images is thereafter integrated in ITAS standard DOCMAN access.

Contents of INVDIRECT - Contract Costs (J51)

  • Frequently Asked Questions

    INVDIRECT 1 Why are some Costs not found/shown in grid after the search? TRADE costs can be marked to indicate that ‘No Actualisation’ is expected whereby those cost estimates will not be included in searches ...