PINV/SINV - Purchase and Sales Invoicing (J03)
What are
These are used to produce Provisional, Commercial and Final Invoices for Goods. Additionally commission notes can be produced and TRADE costs can be processed/invoiced (provisional and final). These processes use the WIP sub-ledger for P&L postings.
There are specialist Pre-payment/finance and electronic invoicing (selective Countries) processes.
There are 2 separate processes, one for Sales and the other for Purchases.
The front screen selections determine which contracts are suitable for Invoicing. Applying to all invoice types:
i) Only purchase contracts in PINV and only sale contracts in SINV.
ii) Internal TRADEs always excluded.
iii) TRADE marked with shipping status of write off are always excluded.
iv) Closed status TRADEs are always excluded.
v) Contracts in a department to which the user does not have access are always excluded.
vi) Sales contracts must be allocated to a purchase, unless S01 (ctrl30_j03noalloc=Y) setting
vii) Contract quantity must be greater than PREVIOUSLY invoiced quantity
viii) Contracts may also be excluded by onscreen selections e.g. counterparty code or vessel.
On Finals additionally the following conditions are applied:-
- Trade invoice marking must indicate ‘Final Still Required’
- Must of been previously provisionally invoiced
Any TRADE to be invoiced where accounting documents are to be created, will need to be assigned to a Open Status WIP account.
Front Page Selections
Provisional Invoice
Contracts whose quantity is fully invoiced will only appear if ‘Show Fully Invoiced’ is ticked, but they may not be selected for invoicing. On Sales, only contracts which are allocated will appear. After creating the invoice, the final invoice required flag is ticked.
Commercial Invoice
The same as provisional except after invoicing, no final invoice is required.
Costs/Estimates
Trade costs may be invoiced by themselves or as part of another invoice (provisional, commercial etc). Costs which are 100% actualised will appear if ‘Show Fully Invoiced’ is ticked, but they may not be selected for invoicing. There is an alternative ITAS procedure named as INVDIRECT that can be used instead of this process.
Commission
As for Costs/Estimates but for Trade commissions. There is an alternative ITAS procedure named as COMNOTE that can be used instead of this process.
Washout (PINV only)
Generates a debit or credit note for the difference between the purchase and sale values of 2 contracts allocated to each other with the same counterparty. Only 1 purchase trade can be processed for each Invoice. Specific DOCDES rules are needed to produce a suitable piece-of-paper.
Strings (PINV only)
Generates a debit or credit note for the selected purchase and sale contracts, reflecting the entered counter parties involved in the string. Only 1 allocated purchase trade can be processed for each Invoice. The user is presented with a grid where they enter the counter parties and their settlement prices. The total string value entered must equal the difference between the allocated contract values. The invoice markings will show gross contract value as 100% actualized ie.. a washout situation but the accounting drill down will show all the individual counter party entries. Specific DOCDES rules are needed to produce a suitable piece-of-paper.
Circles (PINV only)
Generates a debit or credit note for the selected purchase and sale contracts. Only 1 allocated purchase trade can be processed for each Invoice. The user enters the circle price which is the lowest in the circle i.e. less than both contracts or equal to the lower priced trade. The invoice price applied is the contract price minus the circle price. Specific DOCDES rules are needed to produce a suitable piece-of-paper.
Final Purchase/Sale Invoice basis Provisional Invoice
Contracts which are provisionally invoiced and have not been marked as fully finalized, may be selected for final invoicing. Any tonnage(s) on a TRADE that have been fully actualized will not appear ! please note that there can be any number of Provisional TONNAGE invoices on one TRADE record
Costs/Estimates/Commission Finalisation
Trade costs and commissions which have been invoiced but to less than 100% actualised may be final invoiced by calculating the full invoice value and subtracting the previous invoices as per ‘final purchase/sale invoice basis provisional invoice’ process above i.e. note that there can be any number of
Provisional TONNAGE invoices on one TRADE/Cost record
Invoice Reversal
Allows reversal of existing goods invoices.
Costs/Estimates/Comsn Reversal
Allows reversal of existing Costs/Commission invoices.
PrePayments.
Process is activated by S01/Physicals/Invoicing/tab4. Can enable Deposit/PrePayment request for Sales and/or PreFinance for Purchases.
Specific rules exist for which trades can be selected i.e. correct payment terms and setup of NOM suspense accrual account and setup of EXP nominations.
PrePayments Reversal
Allows reversal of pre payment invoices
Customs Documentation (SINV Only)
Allows creation of a sales invoice document without generating any accounting postings. A provisional or customs invoice may then be produced based on the customs documentation. The sales contracts do not need to be allocated to be included. The contract quantity may not be used twice in customs documentation, This is controlled in ‘Other invoice marking’.
Manual Invoicing (SINV only)
If there is a DOCDES folder setup that is assigned to the ..SINV process and the folder is ticked as Manual Invoice, then the additional process ‘Manual invoice’ will be activated. This process enables accounting and piece-of-paper creation with the data entry into a grid with narratives, weight, unit price, value and expense code. VAT /GST is also enabled. There are specific DOCDES rules available for piece-of-paper generation. There is also a paste from clipboard process that can populate the grid contents
Other Documentation (SINV Only)
Allows creation of sales invoice documentation without generating any accounting postings. The sales contracts must be allocated to be included. Only uninvoiced contract quantity may be included in other documentation. This is controlled in ‘Invoice Marking’.
Edit/Reprint Existing Invoices (Purchase & Sales)
Allows access to both the word documents (.rtf) and backup reports (.irp) of existing invoices to view and reprint.
Extra Documents on an Existing Invoice (Company coded [S01} with classification = COFFEE)
Allows creation of documentation based on existing invoices.
Invoicing outturn weights
If the company is operating outturn weights (ctrl30_multiweights = O) they can elect to invoice the contract quantity (phys01_conquan) or the Declared, Net or Pro-Rata weights as secured on outturn records in Trade/Traffic. In Trade/Traffic/Adjust Weights there’s a grid of outturn weight records. Click in the ‘Dets/New’ Cell to either view/edit an existing record or create a new out-turn record.
Complete the form with the sound, damaged etc. Bags & quantity. There is a formula to calculate the Net, Declared and Pro Rata weights (saved phys49). Any number of outturn records can be created for the same contract. When the contract is split, the outturn records remain intact and the splits all reference to the same outturn record(s). In Invoicing, select whether to invoice on contract, net, declared or pro rata weights and if you select net, declared or pro rata – after selecting the contracts you pick the outturn weights records and that’s the quantity invoiced. Sales invoicing picks up the purchase outturn records. There are special DOCDES rules for listing all the outturn details. There is a TRAFREP (style 18) report for the Out-Turn details.
Weight Losses/Gains (Company coded [S01} with classification = COFFEE)
Allows entry of the final weight and a franchise %age on invoiced contracts. A debit/credit note is created of the weight difference at either the contract or market price. The weight adjustment is recorded as an actualised cost. The hard-coded expense code “WTADJ” must exist.
Quality Adjustments (Company coded [S01} with classification = COFFEE)
Allows entry of a quality adjustment on invoiced contracts. The adjustment is entered as a value. A debit/credit note is created of the adjustment which is recorded as an actualised cost. The hard-coded expense code “QUALADJ” must exist.
Returns (Company control setting – [S01] ctrl30_j03returns)
Allows return of any sales invoiced quantity i.e. can select an individual TRADE split from a multiple Sale Invoice. That process would be needed so that the entire invoice did not need reversal The Sale value is reversed and the purchase and sale contracts de-allocated. The purchase contract is updated with the nominated QA code (ctrl30_j03returnsqa). On a partial return the contracts are split, with the returned tonnage record being cleared to call-off status. There are different processes IF the Sale is allocated to Inventory/Stock (WIP); in that situation stock movement reversals need to be included.
Industrial Loss (S01 setup as strict fx=’A’ [agman sugar])
The industrial loss as entered in Trade/Traffic/Adjust Weights (phys01_industrialloss) may be invoiced by itself or as part of another invoice. The industrial loss may not be invoiced twice, this is controlled in ‘Other invoice marking’.
Client Specific Premiums (S01 setup as strict fx=’A’ [agman sugar])
The client specific premiums entered in Trade/Priced tab may only be invoiced as separate invoices. The premiums may not be invoiced twice, this is controlled in ‘Other invoice marking’.
Note: ###inv_ref### and ###inv_typeno### are DOCDES commands to achieve the following;
###inv_ref### will on document confirmation locate the next available applicable document reference and replace accordingly.
###inv_typeno### will on document confirmation locate the next available document sequence number (aud02_seqno) and replace accordingly. inv_typeno is ONLY available for Uruguay style invoicing.
Contents of PINV/SINV - Purchase and Sales Invoicing (J03)
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e-Invoicing
There are several variations/processes to handle different country scenarios with their own methodology of access to Government systems. Uruguay Mexico
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Installation of Public Certificates
Guide to installation of a Public Certificate which is needed for Uruguay Government e-Invoicing interfaces. This certificate MUST be installed on all the servers that are used to execute J03 or J60 (itasserver). If there ...