Knowledge Center

Supplier invoice / credit note reception

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Import Supplier Invoices / Credit Notes

It is possible to import Received Supplier Invoices (ISI) automatically. This must be ordered / set up by RamBase.

Supplier Invoice Management

The user can find all the Received Supplier Invoices (ISI) documents which needs attention, in the Received Invoices folder in the Supplier Invoice Management (SIM). Documents in status 2 (pending validation), 6 (pending corrections) and 8 (pending forward to supplier invoice / credit note) will be in this folder. Highlight the document and press ENTER to open the highlighted document in the ISI application.

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Settings

The settings can be found under the module Finance / Payables. Each sub setting activates a batch job which runs every hour.

Main setting to activate the automatically process:

  • Automatically processing for received supplier invoices - If this setting is "ON" - The automatically processing for received supplier invoices (ISI) is activated and several scheduled batch jobs can be activated by using the sub settings. The sub settings decide how long or what will be done by the system.

Sub settings:

  • Forward to supplier credit note - If this setting is "ON" - The system checks every hour if received supplier invoices can be found in status 8 and forward one by one received supplier invoice to supplier credit note (SCN).

  • Forward to supplier invoice - If this setting is "ON" - The system checks every hour if received supplier invoices can be found in status 8 and forward one by one received supplier invoice to supplier invoice (SIN) .

  • Register supplier invoice - If this setting is "ON" - The system checks every hour if supplier invoices (SIN) in status 1, which comes from received supplier invoices (ISI), exist and register these invoices.

  • Validate received supplier invoices - If this setting is "ON" - The system checks every hour if received supplier invoices (ISI) can be found in status 2 and try to validate these documents. If no error is found, the system sets the document in status 8. In case of at least one validation fail, the system sets the document in status 6 and the user must fix the problem(s) manually.

Other settings:

  • Create PDF for received supplier invoice - If this setting is "ON" - The system creates automatically a PDF report if the received supplier invoice will be registered for validation and goes to status 2.

  • Deactivate bank account validation on received supplier invoices - If this setting is "ON" - The system does not validate the bank account information against information on Supplier.

Create received supplier invoices / credit notes

It is possible to import Received Supplier Invoices (ISI) automatically. This must be ordered / set up by RamBase.

Import supplier invoices and credit notes manually

This is a file import, it is not possible to upload a PDF invoice.

  1. To open the Imported Supplier Invoices (ISI) application, find Finance in the RamBase menu and then Payables. Click the option Received supplier invoices and credit n... to enter the ISI application.

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  2. Click the Import supplier invoices and credit notes... option in the context menu.

    1. Click the Select file > button.

    2. Click the Choose File button and select the file.

    3. Click the Upload button to import supplier invoices and credit notes.

  3. Click the Validate option in the context menu.

  4. The document will go to status 8 if the validation is successful. If the validation fails, the document will go to status 6.

    1. If the validation fails, the data must be corrected manually. The validation error messages will be displayed as notes on the main and/or item level. clip1260.png

    2. When the data is corrected, click the Validate option in the context menu to set the document to status 8.

  5. Click the Forward to supplier invoice or Forward to supplier credit note option in the context menu to transport the ISI document to a new Supplier Invoice (SIN) or Supplier Credit Note (SCN) document.

  6. The ISI document is set to status 9 and is successfully forwarded to a new SIN or SCN.

Import supplier invoices and credit notes automatically

It is possible to import Received Supplier Invoices (ISI) automatically. This must be ordered / set up by RamBase.

If all the settings for automatically processing received supplier invoices is set to ON (one main setting and four sub settings), the system will automatically import and process the ISI documents.

Note! It is possible to stop automatic forward of imported invoices in the Settings folder on any Supplier (SUP). Click the Stop automatic forward of imported invoices check-box. The ISI document will then remain in ST=8 until the user manually forwards it to a supplier invoice (SIN).

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  1. Invoices / credit notes comes into the ISI application for validation (status 2).

  2. The system checks every hour if received supplier invoices (ISI) can be found in status 2 and try to validate these documents. (ISI document in status 2, 6 and 8 can be found in the SIM or SCM application in the Received Invoices or Received Credit Notes folder).

    1. If no error is found, the system sets the document in status 8.

    2. In case of at least one validation fail, the system sets the document in status 6 and the user must fix the problem manually. The validation error messages will be displayed as notes on the main and/or item level.

      1. After the user has fixed the validation error messages, click the Validate option in the context menu to try to set the ISI document to status 8.

  3. The system checks every hour if received supplier invoices (ISI) can be found in status 8 and forward one by one received supplier invoice to a SIN or a SCN.

  4. If the setting Register supplier invoice is ON, the system checks every hour if a SIN in status 1, which comes from ISI, exist and register these invoices (set the SIN to status 4).

Follow up on Imported Supplier Invoices

The user can use the Supplier Invoice Management (SIM) application to follow up on Received Supplier Invoices (ISI) documents. All ISI documents which needs attention can be found in the Received Invoices folder.

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Status codes for Imported Supplier Invoices

Status

Meaning

0

-

1

Pending registration

2

Pending validation

3

-

4

-

5

-

6

Pending corrections

7

-

8

Pending forward to supplier invoice / credit note

9

Processed

D

Discarded

Status 1 - Pending registration

The upload/import is processing and not yet finished.

Status 2 - Pending validation

The upload/import is done and the document is ready for the validation, before it can create a new Supplier Invoice (SIN) based on the imported data.

Status 6 - Pending corrections

The validation failed and the data must be corrected manually by the user. The validation error messages will be displayed as notes on the main and/or item level.

Status 8 - Pending forward to supplier invoice / credit note

The validation was successfully and the document is ready to be forwarded to a new Supplier Invoice (SIN) or Supplier Credit Note (SCN). After creating the SIN or SCN, the Imported Supplier Invoice (ISI) goes to status 9. Depends on the field IsCreditNote, the corresponding operation is available to forward the ISI document.

Status 9 - Processed

The Imported Supplier Invoice is successfully transported to a new SIN or SCN.

Validations

Check the list below to see how the system validates on the document main and item level. Use this list if you receive an error message.

In case of an error, the system will set the document to status 6, pending corrections.

Main level
Supplier
  1. The system will try to find the Supplier (SUP) via the Enterprise field.

  2. The system will try to find the SUP via the Name field, which is a text search field.

    • In case of several SUPs with the same name and enterprise number, the system check in addition the bank account / IBAN and find a unique combination.

  3. The system checks if the SUP is not active (status 4).

  4. The system checks if the SPO reference is valid, must exists and have the same currency. Take the SUP from this SPO.

Currency
  • The system checks if the currency from the imported invoice is available as currency for the SUP.

Bank Account
  1. The system checks if the bank account exists for the SUP, for the given currency.

  2. If the bank account is not available, the system check if the IBAN and SWIFT exist.

Count of items
  • The system checks if the count of items is not more than the max which is allowed for the SIN archive.

Shipped from address from the supplier
  1. The system will try to find the shipping address via the Address fields in the Shipped from area.

  2. The system checks if the shipping address is not active (status 4).

Shipped to address
  1. The system will try to find the Location (LOC) via the Address fields in the Shipped to area.

  2. The system checks if more than one LOC can be found.

  3. The system checks if the LOC is not active (status 4).

Item level
Product
  1. The system checks if the ISI document has a SPO reference on main level, check for exact match on quantity and amount. If there is only one match, choose product.

  2. The system will try to find the Product (ART) via the Suppliers reference field in the Notes area on item level on the ISI document. There must be a full reference on the item level (example: SPO/102102-1).

  3. The system will try to find the ART via the Name field in Product area.

  4. The system will try to find the ART via the Default MPN field on the ART.

  5. The system will try to find the ART via the Supplier's names on the ART.

  6. The system checks if this ART was mapped earlier for this SUP.

  7. The system checks if the ART is not in status 9.

  • Enter the ISI item to see how the product has been matched.

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  • ISI items with Quantity and Gross price = 0 goes directly to status 9 and will not be transported to the Supplier invoice (SIN).

Operations
Status 1 - Pending registration

The upload/import is processing and not yet finished.

Status 2 - Pending validation

The upload/import is done and the document is ready for the validation, before it can create a new Supplier Invoice (SIN) based on the imported data.

Operations:

  • Discard received Supplier invoice / credit note - Set the document status to "D".

  • Validate received supplier invoice / credit note - Set the document status to "6" or "8".

Status 6 - Pending corrections

The validation failed and the data must be corrected manually by the user. The validation error messages will be displayed as notes on the main and/or item level.

Operations:

  • Discard received supplier invoice / credit note - Set the document status to "D".

  • Validate received supplier invoice / credit note - Set the document status to "6" or "8".

Status 8 - Pending forward to supplier invoice / credit note

The validation was successfully and the document is ready to be forwarded to a new Supplier Invoice (SIN) or Supplier Credit Note (SCN). After creating the SIN or SCN, the Imported Supplier Invoice (ISI) goes to status 9. Depends on the field IsCreditNote, the corresponding operation is available to forward the ISI document.

Operation:

  • Forward to supplier invoice - Set the document status to "9".

  • Forward to supplier credit note - Set the document status to "9".

  • Open for validation - Set the document status to "2".

Status 9 - Processed

The Imported Supplier Invoice is successfully transported to a new Supplier Invoice (SIN).

Functions
Discard a ISI document

To discard a ISI document, the document must be in status 2 or 6.

  1. Enter the ISI document you want to discard.

  2. Choose the Discard option in the context menu.

If the ISI document is in status 8, it has to be opened before it can be discarded. Choose the Open for validation option in the context menu and follow the procedure explained above.

A ISI document in status 9 is processed and can not be discarded.

Modify a ISI document

The ISI document can be modified in status 1, 2 and 6. If the ISI document is in status 8, it has to be opened before it can be modified. Choose the Open for validation option in the context menu.

In status 1 - 6 the following fields is open for update and a revision history is added to track the changes:

  • Account number

  • IBAN

  • SWIFT code

  • Supplier reference

  • Supplier reference (item level)

Copy RamBase product to all unassigned items

If RamBase does not manage to link a product to the items in the ISI document, it is possible to copy the same Product (ART) to all items without a link to an ART. Use the Copy RamBase product to all unassigned items option in the context menu. This function can be used when the user must enter to link products because RamBase have not been able to match them.

  1. To open the Received supplier invoices and credit notes (ISI) application, find Finance in the RamBase menu and then Payables. Click Received supplier invoices and credit n... to enter the ISI application.

  2. Highlight the ISI document.

  3. Highlight the ISI item and press ENTER.

  4. Find the RamBase product field in the Product area of the application. Write the Product (ART) name and select it from the list. It will be a new option in the context menu, Copy RamBase product to all unassigned items.

  5. Click the Copy RamBase product to all unassigned items option in the context menu to copy that ART to all unassigned items. What it does is that it copies the product connected to the selected ISI item, to all other items that have not yet been connected to a RamBase product.

File handling

Enter the File Manager to see and administrate the files attached to the ISI document.

  1. Click on the ISI document you want to see and administrate the files for.

  2. Press F9 or click the File Manager icon (paperclip) in the upper right corner, to enter the File Manager for this document.

Read more about the File Manager here.

ISI document attachments
  • There will always be a file attached to the ISI document (the import file).

  • A PDF file will be attached, if the setting Create PDF for received supplier invoice is turned on.

  • All documents provided in the source file to the ISI document will be included as an attachment.

  • All attachments to the ISI document will supplied to the next document (SIN / SCN).

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Manually create the RamBase PDF report

It is possible to create the RamBase PDF report manually in the ISI application

  1. Highlight the ISI document you want the PDF report from.

  2. Click the Create RamBase print document option in the context menu to generate an PDF report from the selected ISI document.

Deviation handling
Link a Supplier Invoice (SIN) to an existing Purchase Order (SPO) / Goods Reception (SSA)

It is possible to link a Supplier Invoice (SIN) to an existing Purchase Order (SPO) / Goods Reception (SSA) if SPO has a backlog and are not invoiced. This is a way of handling missing/wrong SPO number on inbound invoice. It is also possible to delete or update the link. Delete the link to register the SIN without a link to a SPO for example. This can be done in the Supplier Invoice Management (SIM) application:

  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. Enter the Supplier Invoice Items folder.

  3. Click the Change Purchase Order link icon.

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  4. Click on the magnifying glass icon to see which SPOs it is possible to link the SIN to.

  5. Highlight a SPO and click ENTER.

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

When the SIN is linked to the SPO it is possible to preregister the SIN to status 3.

  1. Enter the SIN document.

  2. Press F12 to open the action menu and choose the PreRegister Supplier Invoice, Wait for Goods (St=3) option.

When a Goods Reception (SSA) connected to the SPO is registered, the system will register the SIN automatically via an batch job.

Clear historical matching information

To clear the historical matching information between a Product (ART) and a Supplier (SUP) must be done on the ISI item level.

  1. Highlight the ISI document with the correct SUP and ART.

  2. Click on the item and press ENTER.

  3. Click the Clear historical matching information option in the context menu.

Forward the ISI document to a Supplier Invoice (SIN)

When the Imported Supplier Invoice (ISI) is in status 8, it is ready to be forwarded to a Supplier Invoice (SIN). This can be done from the Supplier Invoice Management (SIM) application or directly from the ISI application. The Imported Supplier Credit Note (ISI) can be forwarded to a Supplier Credit Note (SCN) from the Supplier Credit Management (SCM) application.

Forward from the SIM application
  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 the Received Invoices folder.

  3. Highlight the ISI document in status 8 which you want to forward and press ENTER to open this ISI document in the ISI application.

  4. In the ISI application, click the Forward to supplier invoice option in the context menu. The ISI document will be set to status 9.

Directly from the ISI application
  1. To open the Received Supplier Invoices and Credit Notes (ISI) application, find Finance in the RamBase menu and then Payables. Click Received supplier invoices and credit n... to enter the ISI application.

  2. Highlight the ISI document in status 8 which you want to forward.

  3. Select the Forward to supplier invoice or Forward to supplier credit note option in the context menu.

Check the corresponding SIN / SCN document

When the ISI document has been forwarded to a SIN or SCN document, it is possible to enter the corresponding SIN / SCN document from the ISI application. The ISI document must be in status 9.

  1. Highlight the ISI document in status 9 which you want to check the corresponding SIN / SCN document.

  2. Click the Supplier invoice... or Supplier credit note... option in the context menu to enter the corresponding SIN / SCN document.

During transport to SIN the VATRATE must be calculated

The system will calculate the VATRATE if the ISI document contains the information about the VAT in document currency (CUR) and VAT in original CUR. It will only calculate the rate if the original VAT currency from the ISI is the same as the system standard currency.