Knowledge Center

Register supplier invoices

To register invoices and the settlement of the debt are some of the tasks that are included in the work on payables. Depending on the type of transaction that lead to the invoice, the supplier invoices are handled in different ways in the system.

There are many different types of transactions. Some of them are connected to procurement and reception of goods, e.g. purchase of goods/materials or consumables on requisitions.

Other transactions are not directly connected to procurement, e.g. regular expenses like rent, electricity, or subscriptions.

Supplier Invoice Management

The Supplier Invoice Management (SIM) application is an overview of the Supplier Invoices (SIN) and makes it easy to follow up on approvals and PreRegistered SINs waiting to be linked to Goods Receptions (SSA) items.

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There are three filter options at the top of the application.

  1. Click on the SUP icon to select a Supplier (SUP).

  2. In the Mode dropdown menu, choose between All, Purchase Orders & Goods Receptions, Goods Receptions or Requisitions. This is only useful in the Supplier Backlog folder.

  3. Select a specific Location (LOC) in the Loc dropdown menu.

Supplier Backlog

Click on the magnifier icon to use the filter option in the Supplier Backlog folder. Can for example be used to search for a specific Purchase Order (SPO) in the Purchase Order No ( Case ) field.

Change the currency in the Choose Currency field. This will show in the Amount,XXX column and the Total,XXX: in the bottom right corner of the application. Use the Total,XXX to make sure everything is correct, or to check against invoice amount.

Transport an item to a Supplier Invoice
  1. Create a new SIN or transport to an existing SIN by clicking the Forward icon in between the St and Item columns.

  2. To transport the item, highlight the preferred SIN and press ENTER.

  3. In the Transport Item popup, check the information and click the OK button.

Note: The different filter options in top of the SIM application is set with the information to the SIN you selected.

Transport all items to a Supplier Invoice
  1. Click the magnifier icon

  2. Write the SPO number (123456) in the Purchase Order No ( Case ) field and click the OK button.

  3. Press F12 to open the action menu and choose the Transport All Items to Supplier Invoice option.

  4. In the Transport Items popup, Set a date in the Date field and fill in other necessary information.

  5. Click the OK button to transport all items.

Supplier Invoice Items

This shows the SIN on the item level. It displays the Account dimensions, Department, Project, Assets and VAT Code.

It is possible to set or change Account, Department, Project, assets and VAT Code on the items in this folder.

  1. Click on the magnifier on the item you want to set or change information.

  2. Set or change the information necessary and click on the OK button.

The magnifier opens the Item Account Info popup. This is the same as the magnifier on the SIN item level.

Use the radio button Missing Account Dimensions to filter the SIN items where Account dimensions are missing.

Supplier Invoices

The Supplier Invoices folder shows an overview of the SINs.

It is possible to create a SIN or a SIN for expenses directly from the SIM application:

  • To create a regular SIN, click the Create New Supplier Invoice icon in the lower left-hand corner of the application.

  • There is two option to create a SIN for Expenses. Click the Create New Supplier Invoice for Expenses or press F12 to open the action menu and choose the Create new Supplier Invoice for expenses option.

See all items that can be added to a Supplier Invoice
  1. To see all items you can add to a SIN, Highlight the SIN and press ENTER.

  2. You will be sent to the Supplier Backlog folder with filters set for the chosen SIN and SUP.

In the fourth column, there can be two different icons:

  • The Register/PreRegister icon can be used to Register/PreRegister the SIN.

  • The Info icon explains why it can not be registered yet.

Approvals

It is an overview of all the approvals, in the Approvals folder, and it shows the approvals status.

There are different filter opportunities:

  • Select SUP, with the SUP icon, or use the Loc field to select a specific LOC.

  • Use the radio buttons to find the document(s) needed.

    • Should be sent for Approval

    • Sent to Approval, waiting to be approved

    • Approved, waiting to be registered

    • All

Click on the icon in the Approval Status to see status for the approval and information about it. If you have admittance, you can send the item for approval, or approve items from this popup.

Use the DueDate column to see when it needs to be paid. It shows the SIN with the closest due date first.

Waiting for Goods

It is an overview of all the PreRegistered (PREREG) SINs in the Waiting for Goods folder.

  1. Click the magnifier icon to see the history of the SPO item.

  2. Click the Change Purchase Order link icon to link SIN item it to another SPO item or to remove the link. If you remove the link, it will become a regular SIN since it is not linked to a SPO or Purchase Order Response (SOA).

The Goods Reception, not registered column shows that a Goods Reception has arrived, but is not registered. This is only as information.

Register supplier invoice based on goods reception
Register the invoice
  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoice management to enter the SIM application.

  2. Click on the magnifier icon in the Supplier Backlog folder.

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  3. Enter the invoice Purchase Order (SPO) number (six digits) in the Purchase Order No ( Case ) field and click on the OK button. If you do not find it using the SPO number, you can write the Product (ART) name in the Product field instead.

  4. All items on this specific SPO will be listed.

  5. Highlight the item you want to register an invoice for and press ENTER, or click the Transport icon to the left on the current item line.

  6. In the Supplier Document Transport Alternatives popup, highlight New Supplier Invoice, or select an already existing invoice if you want to add this item to it and press ENTER to open the Transport Item popup.

  7. Verify the information displayed, edit it if necessary. Fill in the due date in the DueDate field and the invoice number in the YourNo field.

  8. For Norwegian invoices you can add the KID in the Kid field.

  9. Click the OK button.

  10. You will now be redirected back to the Supplier Invoice Management window. Note that a link to the Supplier Invoice (SIN) appears in the upper left side of the window.

  11. If you want to add more items to this invoice, highlight the item and press ENTER to open the Transport Item popup. Repeat step 7-9.

  12. To open the current SIN in an editable mode (St:1), click on the SIN link in the upper left side of the Supplier Invoice Management window.

  13. Verify the information displayed, edit it if necessary. Check that the amount is correct, freight can be add in the Freight field and that it is in the correct period. The period is set in the SIN document window next to the Date field (yyyymm).

  14. Highlight the item and press ENTER to enter the Supplier Invoice Item. Verify the account information, edit it if necessary.

  15. When the SIN is completed, press F12 and choose the option Register Supplier Invoice. The SIN is now ready to be payed (St:4).

Register supplier invoices based on requisitions
Register the invoice
  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoice management to enter the SIM application.

  2. Select Requisitions from the drop-down menu in the Mode field.

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  3. Click on the magnifier icon in the Supplier Backlog folder.

  4. Enter the requisition's SPO number (six digits) in the Purchase Order No ( Case ) field.

  5. All items on this specific SPO will be listed.

    • Items marked with (St:3) have to be registered as received (St:4) in order to register an invoice for them.

    • Make sure that the goods have been received prior to registration of the invoice.

    • To register the items as received:

      1. Click on the link in the Item column

      2. Press F12 to open the action menu and choose the option Received (St:4).

      3. Press Esc.

  6. Highlight the item you want to register an invoice for and press ENTER, or click the Transport icon to the left on the current item line to open the Supplier Document Transport Alternatives window.

  7. Select a New Supplier Invoice, or select an already existing invoice if you want to add this item to it.

  8. In the Transport Item window, verify the information displayed. Edit it if necessary, and/or add more information.

  9. Click the OK button.

  10. You will now be redirected back to the Supplier Invoice Management window. Note that a link to the Supplier Invoice (SIN) appears in the upper left side of the window.

  11. If you want to add more items to this SIN, highlight the desired item line and press ENTER to open the Transport Item window. Repeat step 8 and 9.

  12. To open the current SIN in an editable mode (St:1), click on the SIN link in the upper left side of the Supplier Invoice Management window.

  13. Verify the information displayed, edit it if necessary, and/or add more information.

  14. If more items from the connecting requisition (SPO or SOA) are to be added, press Page Down.

  15. When the SIN is completed, press F12 and choose the option Register Supplier Invoice. The SIN is now ready to be payed (St:4).

Register supplier invoices from costs

Since there is no flow of goods involved, invoices for costs can be made directly from the Supplier Invoice (SIN) application.

Register supplier invoices from costs
  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

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  2. Click the Create SIN/.. icon in the lower left area of the screen to create a new invoice.

  3. Enter the supplier account number or name, or click on the arrow icon next to the Name field to bring up the supplier list. From the supplier list, choose the current supplier and press ENTER.

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  4. Enter the invoice number in the YourNo field.

  5. Enter data to the DueDate field, the Date field and the KID-field in the heading section.

  6. Click the Create new item-icon in the lower left area of the screen to add item(s) to the invoice.

  7. Add quantity in the QTY field.

  8. Click on the arrow icon next to the Part field to bring up the part list (Select Part popup).

  9. Highlight the current part and press ENTER.

  10. Type a descriptive text in the Text field.

  11. Enter the unit net price (no VAT included) for the invoice item in the NetPrice field.

  12. Optionally, click on the magnifier icon next to the AccNO field.

    1. Select the account number by clicking the yellow arrow icon.

    2. Highlight the current account and press ENTER.

  13. Optionally, edit data in the department (DepNo) and the VAT code fields.This may be filled out by the system based on info set for the specific article.

  14. Click the OK button.

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  15. Press Esc.

  16. If there are more items to add to the invoice, repeat step 6-16.

  17. Make sure that the total amount on the invoice (SIN) you are working on correspond with the original supplier invoice.

  18. If an item are marked with a Request Approval-icon, click the icon.

  19. Select an approvee from the list.

  20. When the invoice has been approved you will be notified by internal mail.

  21. Open the approved invoice, press F12 to open the action menu and choose the option Register Supplier Invoice.

  22. The invoice is now ready to be paid.

Register supplier invoices for expenses

Create a Supplier Invoice (SIN) for expenses without reference to a Purchase Order (SPO).

Register supplier invoice for expenses
  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Click the Create New Supplier Invoice for Expenses icon in the lower left area of the application to create a new SIN for expenses. It is also possible to use the F12 option Create new supplier invoice for expenses.

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  3. In the popup, click the Select Supplier icon in the Account field.

    • Find the Supplier (SUP) in the new popup. Use the search field Name or Firstname to find your SUP.

  4. In the Main Information area, it is mandatory to set the date in the Date field. Use the calendar icon.

  5. Fill in the rest of the fields. This is optional.

    • The invoice number from the supplier may be set in the YOURNO field.

    • The reference person from the supplier may be set in the YOURREF field.

    • Enter the KID number is the KID field.

    • If the invoice has a due date, set it in the DueDate field. Use the calendar icon.

      • If you do not set a due date, it will be set based on the SUPs pay term.

  6. In the Item Information area, it is mandatory to set a price in the NetPrice field.

    • The Product (ART) is automatically set in the Part field. It can be changed manually.

      • The most used ART for the selected SUP will be set as default.

    • Set the currency of the invoice in the Currency field.

  7. Fill in the rest of the fields. This is optional.

    • Write what expense it is in the Text field.

    • Use the Note field to set a comment about the expense.

  8. If necessary, click the magnifier icon in the Account Dimensions area to change the item account information.

    1. It is possible to change the Account (ACC) in the AccNo field.

    2. Optionally, change or fill in the rest of the information.

    3. Click the OK button.

  9. Click the Create Invoice button.

    • You will now be transferred to a newly created SIN in status 1.

Register inbound invoice in foreign currency and VAT in domestic currency

This topic is relevant when a domestic supplier sends an invoice in a foreign currency. The value added tax (VAT) calculated on the invoice must be paid in the foreign currency, but the VAT must be booked in domestic currency in the General ledger (GL).

If you choose to post a foreign currency to a VAT account, you will get a challenge through the VAT reconciliation. Because you pay the VAT in NOK, the system will never be able to settle the foreign currency amount on the VAT closing account. If you do choose to post a foreign currency to a VAT account, you have to create a manual posting in the GL in order to reconcile the account.

Example

In this example, the invoice is in EUR (currency different from system currency), but the VAT must be registered in NOK. The invoice states the VAT amount that must be entered in NOK.

  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Click the Create SIN icon in the bottom left corner.

  3. Add the SIN items.

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  4. Press F12 to open the action menu and choose the Make adjustment to VAT option.

  5. In the popup, set the VAT amount from the supplier invoice in the VAT Amount,NOK field. The VAT Rate will automatically be recalculated.

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  6. Click the OK button.

  7. Press F12 to open the action menu and choose the Register Supplier Invoice option to register the SIN to status 4.

  8. It is possible to see that the currency rate on the document itself is different from the VAT rate. Click the Inspect Document Account Info icon in the top right corner to open the Document Account Information (DAI) for the SIN.

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    • Click the SAS/xxxxxx link in the DAI to see the Account Specification for the SIN document.

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    • Click the VAP/xxxxxx link in the DAI to see the VAT posting information for the SIN document. The VAT amount is registered in the VAT Postings (VAP) in the currency set in the selected VAT Code.

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    • Click the ATR/xxxxxx link in the DAI to see the General Ledger Posting.

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Preregister supplier invoices

Supplier Invoices (SIN) in RamBase can be Preregistered before Goods Reception (SSA) is registered, but then the SIN items must have a reference to the Purchase Order (SPO).

Linking Supplier Invoice (SIN) item to Purchase Order (SPO) item.

SIN items must be linked to the original SPO items.

Link from the Supplier Invoice (SIN) application
  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Highlight the SIN you want to register, and press ENTER.

  3. Highlight the item you want o link to a SPO item, and press ENTER.

  4. In the Supplier Item window, press F12 and choose the Link Supplier Item to Purchase Order Item option.

  5. In the Link Supplier Invoice Item to Purchase Order popup, enter the SPO item number (SPO/111111-1) in the Purchase Order Item field.

    • It is also possible to use the magnifier icon to select the SPO item.

  6. Click the Update Link button to link the SIN item to the SPO.

  7. Press Esc to return to the Supplier Invoice window. (Notice that the SIN is now created as Waiting for Goods Reception.)

  8. Register the SIN to status 3, when all items on a SIN is linked to a SPO, or partly SPO and partly SSA. Press F12 to open the action menu and choose the PreRegister Supplier Invoice, Wait for Goods (St=3) option.

Link from the Supplier Invoice Management (SIM) application

Linking can also be done from the Supplier Invoice Management (SIM) application, by forwarding the open SPO items to SIN items. The SIN item will then be created with a reference to the SPO item.

  1. To open the Supplier Invoice Management (SIM) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices management to enter the SIM application.

  2. In the Supplier Backlog folder, click on the magnifier icon to open the SIM Filters.

  3. Write the SPO number in the Purchase Order No ( Case ) field and click the OK button.

  4. It is possible to transport a singel item or transport all items to a SIN.

    • To transport a singel item from the SPO, click the transport item icon located between St and Item and transport the item to a SIN.

    • To transport all items to a SIN, press F12 to open the action menu and choose the Transport All Items to Supplier Invoice option.

  5. In the Transport Item(s) popup, set the invoice date in the date field and fill in any other info necessary. Click the OK button.

  6. The newly created SIN can be found in the Supplier Invoices folder in the SIM application.

    • The SIN is created as Waiting for Goods Reception.

    • The SIN item has reference to the SPO item in the Case field.

    • The SPO item has a reference to the SIN item in the Internal info.

  7. Highlight the SIN and press ENTER.

  8. To PreRegister the SIN, press F12 to open the action menu and choose the PreRegister Supplier Invoice, Wait for Goods (St=3) option.

The SIN will stay in St=3, until the Goods Reception (SSA) is registered (St=3) on all items that has a link to SPO.

Linking Supplier Invoice (SIN) to Goods Reception (SSA)

The linking between the SIN and the SSA will be done automatically by the system. This will explain how it is done by the system.

When a SIN is registered to St=3, the DOCTYPE and TYPE field on the SIN is updated to PREREG, and the SIN will show as PreRegistered in RamBase. PreRegistered SIN items will be picked up by a batch job that will check if the goods is received from the SPO that the SIN item has a reference to. If the Goods Reception (SSA) item(s) is found, the system will try to link the SIN item to the SSA item.

System linking rules
  • Supplier Account, Currency, Product (IT) and PurchaseOrderReferance (CASE) has to be the same on the SIN and SSA item.

  • The SSA item must have Status 3 and the NetQty must be greater than 0.

  • Batch process can link a SIN item to a SSA item if QTY is the same on the SSA item and the SIN item.

  • Batch process may also link 1 SIN item to several SSA items, if the total QTY on all open SSA items is the same as the SIN item. The SIN item will then, before linking, be split into many SIN items, 1 item for each SSA item that should be linked.

When a SIN item is linked to the SSA item, the system setting SupShippingAdviceAutomaticPriceUpdate will decide if the price on the SSA item should be automatically updated when there is a price-deviation between the SIN item and the SSA item. This setting has two elements (element1 and element2), where element1 is the max price deviation in percent, and element2 is the max price deviation in the invoice currency. If the deviation is within the value in this setting, the SSA price will automatically be updated to the SIN price when the items are linked. If not, the price difference will be shown as a warning on the SSA item.

Register a PreRegistered Supplier Invoice (SIN)

When all items on a PREREG SIN is linked to SSA items, the SIN will be automatically registered (St=4) by the system when the SSA is registered (St=3). In SIN, the DOCTYPE field will be cleared and will not contain PREREG anymore. The hidden TYPE field will still have the value PREREG.

Register preregistered Supplier Invoice before goods are received

When preregistered Supplier Invoices (SIN) are linked to Purchase Order (SPO) items and waiting for goods, they will stay in status 3 until all goods are received. This means they will not be part of the Supplier Balance (SUPBAL) and general ledger balance, they will not be included in the VAT report and could not be handled by the remittance process in RamBase. It will now be possible to register these SINs to status 4, so that they will be a part of the SUPBAL and general ledger balance.

How to register a preregistered Supplier Invoice before goods are received
  1. Enter a preregistered SIN.

  2. Press F12 to open the action menu and select the Register Supplier Invoice before Goods are Received option. This will set the SIN in status 4 and it will be a part of the SUPBAL and general ledger balance.

When the SIN is registered to status 4 it will receive a Product Account Transaction (PAT) document and it will be included in the Product Balance (PROBAL) application as Invoice Registered - Waiting for Goods. These transactions will also be part of the PROBAL that is imported to the general ledger. These PAT documents will be closed when goods are received, or when purchase order is cancelled.

It has been created a new Account Default (ACD), Acc Default PROING (General ledger account used when “Invoice No Goods” balance is imported to the general ledger), to automatically import invoices with no goods to the general ledger. By default this will be imported to the same general ledger account as goods with no invoice, but this can be edited by changing the account on the ACD.

Make period adjustments for supplier invoices
Accrual of the invoice

Only invoices for costs may be accrued. The invoice have to be registered and ready to be paid (St:4) in order to be accrued.

  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Highlight the specific invoice and press ENTER.

  3. Click the Inspect Document Account Info icon on the upper right side of the window.

  4. If you want to accrue all items on the document:

    • Press F12 to open the action menu and choose the option Make/Edit Period Adjustments.

  5. If you only want to accrue one of the items or several items on the document with different period adjustment plans:

    1. Highlight the specific item line and press ENTER.

    2. Press F12 and choose the option Make/Edit Period Adjustments.

    3. Repeat the procedure for each items to be accrued.

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  6. In the Adj.% field you may edit the percentage of the total amount to be accrued. The value in this field calculates the value in the Adj.amount field.

  7. Possibly, enter the amount to be accrued in the Ajd.amount field. The value in this field calculates the value in the Adj.% field.

  8. In the FromPeriod field, enter the preferred period you want to start with.

  9. In the ToPeriod field, enter the last period.

  10. Press ENTER. The periods and their amount will be listed below.

  11. Press F12 and press the option Register Account Adjustment Plan.

  12. The period adjustment is completed. The invoice is now accrued.

  13. Press Esc to return to the invoice. Note that there is a link to the period adjustment plan in the Period Adjustments column on the item line, and if the whole invoice is accrued there will be a link to the period adjustment plan right next to the Period field in the Document info section.

Copy the lastest used account dimensions on a Supplier Invoice

It is possible to copy the latest used account dimensions to all items on Supplier Invoice (SIN) main level. This is useful if an invoice has many lines and the user have to set account dimensions on all lines.

The SIN has to be in status 1-3 for this function to be available.

  1. Enter a SIN in status 1-3.

  2. Press F12 to open the action menu and select the Copy the latest used AccountDimensions to all items option.

See the latest used account dimensions on an item
  1. To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the SIN application.

  2. Highlight a SIN and press ENTER.

  3. Highlight an item and press ENTER.

  4. To see the latest used account dimensions on an item, click the magnifier icon next to the AccNo field.

  5. To use the shown account dimensions, click the Use this account dimensions button.

This area is only visible if an old invoice item can be found. To find the latest SIN item:

  • Item status must be between 4 and 9.

  • IT (Product) must be the same.

  • TEXT must be the same.

  • ACCOUNT (Supplier) must be the same.

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Consolidate Supplier invoice (SIN) items

Use the Consolidate supplier invoice items option in the action menu to make it easier to handle invoices with many items. This will be possible when:

  • The SIN is in status 1.

  • No items on the SIN have a CASE.

  • No items are sent for approval.

  • No adjustment plans are made.

The operation will result in all items on the SIN being deleted. New items are created based on the old items, but grouped by: Product, GL account, Department, Project, Asset, VAT-code and Dimension 4-10. This means that all items with same Product, Department, Project, Asset, VAT-code and Dimension 4-10 will be consolidated to one item.

The quantity on new items will be set to 1. NetPrice and NetAmount should be set equal to the total net amount of the old lines that are being consolidated.

Text in the Text field that was included on the original items will not be transferred