Preregister supplier invoices
Supplier Invoices (SIN) in RamBase can be Preregistered before Goods Reception (SSA) is registered, but then the Supplier invoice (SINITEM) items must have a reference to the Purchase Order (SPO).
Linking Supplier Invoice (SIN) item to Purchase Order (SPO) item.
Supplier invoice (SINITEM) items must be linked to the original Purchase order (SPO) items.
Link from the Supplier Invoice (SIN) application
The Supplier invoice (SINITEM) item can be linked to a Purchase order (SPOITEM) item and a Goods reception (SSAITEM) item from the Supplier invoice (SIN) application by following the procedure listed below.
To open the Supplier Invoice (SIN) application, find Finance in the RamBase menu and then Payables. Click Supplier invoices to enter the Supplier invoice (SIN) application.
Select the intended Supplier invoice (SIN), from the Supplier invoices list.
From the Items tab, highlight the item you want to link to a Purchase order (SPOITEM) item, and press ENTER.
From the Supplier invoice (SINITEM) item application, choose the Link supplier invoice item to purchase order item option in the context menu to open the corresponding popup.
In the Link supplier invoice item to purchase order item popup select the Purchase order (SPOITEM) item from the Applicable purchase order item area, that matches the Supplier invoice (SINITEM) item intended for linking.
To link a Purchase order (SPOITEM) item to the Supplier invoice (SINITEM) item, click on the Link icon to the far right in the Applicable purchase order item area. Note that Linked purhcase order item field, in the header, will be updated with the newly linked Purchase order (SPOITEM) item.
If the Purchase order (SPO) item has related Goods reception (SSA) items, these will be listed below in the Related goods reception items area.
To link a Goods receptions (SSAITEM) item to the Supplier invoice (SINITEM) item, click on the Link icon to the far right in the Related goods reception items to SPO/#### area. Note that Linked goods reception item field, in the header, will be updated with the newly linked Purchase order (SPOITEM) item.
Note
To unlink either the Purchase order (SPOITEM) item or the Goods reception (SSAITEM) item, click on the Unlink icon in the header next to the Linked purchase order item field or Linked goods reception item field.
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.
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.
In the Supplier Backlog folder, click on the magnifier icon to open the SIM Filters.
Write the SPO number in the Purchase Order No ( Case ) field and click the OK button.
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.
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.
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.
Highlight the SIN and press ENTER.
To pre-register the SIN, choose the Pre-register supplier invoice and wait for goods option in the context menu.
The SIN will stay in status 3, until the Goods Reception (SSA) is registered (status 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 (status 4) by the system when the SSA is registered (status 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.