The voucher items are displayed as follows in the single-line display.

CargoSoft can distinguish between the one-line and two-line display of the voucher items.

→ This setting is made in the basic data EMPLOYEES → header data → checkbox payables with two lines.
The tax allocation table is considered when recording → Tax key preallocation in receivables and payables. 

View of single-line voucher items


Contents

Basic data
Related pages
Information about Tax keys

View of double-spaced voucher items

So that the field vessel r.o.e. and other fields in the display do not have such a wide view and you have to scroll to the right to edit them, the display of the voucher items can be set to two lines (Settings see above)

Requirement: Billing codes are not used - only activity types.

→ For that the checkbox Enter billing code in payable must be disabled in COMPANY → INVOICING → Incoming invoice tab.


Field description with functions and basic data settings

FieldFunctionSettings in the basic data

 File number



For indivual invoices


For collective invoices

 

The file number in the voucher items is a required field and can be entered either manually or via search function. It is automatically pre-assigned from the voucher header (if recorded).

In case of individual invoices, the file number cannot be modified if it has already been entered in the voucher header.

The file number in the voucher header remains blank in case of collective invoices. You can record multiple lines one below the other in the voucher items.  

The command Add line (context menu) will automatically suggest the file number from the previous line. However, this can be modified.

For the search in the file number field, there are also the options below under Unique file number search by container number.
For the search in the file number field, there are also the options below under Unique file number search via PI number.

Billing code

The billing code in the payable is optional – depending on the basic data setting.

This is a required field if indicated correspondingly in the basic data.

The billing code is obligatory linked to an activity type.

Create required field in Incoming invoice tab in INVOICING in COMPANY.

Activity type

The activity type is a required field.


Description

The name of the activity type is read from the basic data and displayed accordingly.


Effective amount

Entry of the effective amount per file line.

These can also be partial amounts of the total amount if the invoice concerns different services.

To enter two or multiple individual amounts, select the context menu item Add line and enter every invoice line with the respective amount.  

Show/dissolve accruals:

Per line, the effective amount is compared with the accrual amount of the same line.  

There are different indicators to mark the deviations between these two columns.





Further details on this field can be found in chapter Accept Accordance of Accrual and effective Amount.

CUR.

The currency is automatically suggested from the header data, but can be modified.


It is necessary to enter an R.O.E. in case of foreign currencies different from the currency in the voucher header – the R.O.E. field will become a required field.

If the voucher header and the voucher item contain the same currency, the R.O.E. field will be blocked.


Accruals

The additional fields Accruals, Currency code of the accrual, and Accrual no. (=voucher number of the accrual) are automatically filled if open accruals exist.

The local menu enables to Remove accruals.
→ The accrual is not deleted with the voucher, but generally remains existing.

The context menu of this tab offers the option to search for and accept open accruals → command Info accruals.

 R.O.E.

Required field if the Currency Code field contains a currency different from the house currency.


VAT


Side note:
The VAT code might be suggested from multiple basic data…

Value added tax
The tax key is pre-assigned in accordance with the deposit in the basic data.

Order of the examination which tax key is selected:
Service type → Invoicing party → Invoicing basic data → Address

At first, the system checks whether a VAT is deposited in the service type. If so, it is inserted.

  • If no, the system checks for a deposit of the VAT in the invoicing party address. If so, it is entered.
  • If no, the system determines the VAT from the invoicing basic data.

Suggestion of the input tax or VAT key

The suggestion of the input tax or VAT key corresponds to the allocation of the voucher…


…. Allocation AUFW - Expenses
(Normal case for incoming vouchers from creditors):
According to input tax key.

…. Allocation ERL - Revenue
(Rather unusual, only if incoming credit note from debtor): 
According to VAT key.

Note the Tax key preallocation in receivables and payables also.

Side note:
Considering the rounding difference when saving

When saving the invoicing, the system internally calculates and adds the individual tax amounts per billing line and compares them to the total tax amount in the header data.

The difference must not exceed the specified rounding difference.
→ Details pls see in Field OK = Conformity indicator = D.

COMPANY → INVOICING → Extras tab in INVOICING in COMPANY 
→ Fields Tolerance: Difference as value and Difference in percentage

Accr. no.

Voucher number of the accrual
Every accrual has been assigned a voucher number, which is displayed per line.

The tabs Overview accruals and Open accruals in the account sheet display the Accrual no.

 OK

(=Conformity indicator)

This field must only be filled if the billing line contains accruals.

This field indicates whether the system will accept a possibly existing difference between the effective amount and the accrual amount:

A = accepted
D = difference is tolerated
T = partial invoice
U = accordance

→ For support, see the lower edge of the screen.

Details pls see Field OK = Conformity indicator.

Complaint required?

This column will only be shown to you if your company works with the complaint of payables. 

Pls see Complaint invoicing per counter entry for detailled information.

Reference no. service provider

This column will only be shown to you if your company works with the complaint of payables.

Pls see Complaint invoicing per counter entry for detailled information.

Cost center

Free choice of text of 15 characters

The cost center can be declared as a required field in specific cases.
This depends on the required fields and the service type per billing line.  

ADMIN → EMPLOYEES → checkbox Payables with two lines
Activating the checkbox unlocks the field cost center.

Posting text

Free choice of text of 30 characters

The posting text can be tranferred to the financial accounting.

ADMIN → EMPLOYEES → checkbox Payables with two lines
Activating the checkbox unlocks the field posting text.

Vessel R.O.E.

This field is only displayed in the seafreight module if activated in the basic data.

→ The field is displayed in the voucher items right to the field reference.

The field is filled from the order → Statistics tab. It is used for both outgoing and incoming invoices.

As soon as the position number has been recorded during voucher entry, the vessels r.o.e. is shown in the file.

COMPANY → INVOICING → Settings tab → Field Record vessel R.O.E. in inbound voucher

Order → Statistics tab:
Fields Vessel R.O.E. and Vessel R.O.E. Incoming


Sort columns for editing

In the voucher items can be sorted in all columns.
→ This affects all variants of the masks for the incoming voucher.

Clicking on the column heading sorts the line items ↔ clicking them again sorts in the other direction.

The voucher items are entered manually or imported.


Unique file number search via Container number

When entering an incoming invoice, a container number can also be entered in the file number field in the lower area. Than the system uses to search for the file number automatically.


If there is more than one file number that matches the captured container, all the results found will be displayed in the Search pop-up window.

In this display, the results have not yet been filtered and all positions that match the container number are displayed - regardless of the area or how old.

The display of the file numbers found can now be limited as follows:

  • A time limit can be specified (e.g. 2 years). The default is in months. By default, over 2 years = 24 months is limited.
  • Sub-files without forwarding accounts are ignored. These are the files that are created when splitting without a separate forwarding account.
  • If both main and sub-files are found with the identical container number, the main file is taken.

ATTENTION: These restrictions only apply if several file numbers were found for one container number. If there is a clear result, this is written directly into the file number field.

To be able to use this function, a global setting must be activated:

  • For all clients: EINGANGSFAKTURA_FILEVIACONTAINERNO = Y
  • For individual clients: EINGANGSFAKTURA_FILEVIACONTAINERNO001 = Y

(The 001 is here exemplary for the client) 

The time limit can be specified with a global-sett_t entry. The number 12 represents the number of months:

  • For all clients: EINGANGSFAKTURA_FILEVIACONTAINERNO_BISVORMONAT = 12
  • For individual clients: EINGANGSFAKTURA_FILEVIACONTAINERNO_BISVORMONAT001 = 12


If you are interested, please get in touch with your contact person at CargoSoft.


Allocation of the file via PI number as a search reference

When entering incoming invoices, there is currently the option of entering an file number or AWB number as a search reference in the file number field in order to assign a file.

In addition, it is now possible to use a PI number (sender reference of the type: PI) as a search reference.

If the same PI number is entered in several orders with the same sender address, a search mask opens with all the file numbers found.