View of the Process voucher tab for settings mentioned below

Consequences for the view and processing in case of different authorizations

There are diverse fine adjustments for the authorizations of the incoming voucher creation since multiple departments and internal authorities can have access and since the recording differs from a mere order processing. The details of the editing options are explained in the following pages.

The mask view in the incoming voucher creation differs depending on the authorization assignment for the individual users.
It has been assigned analogous to the order assignment in your company.

The different displays of the settings are explained in the following chapters as extensive as possible so that every user can discover their individual display.

1  Preallocation of the voucher type is the incoming invoice

In COMPANY → INVOICING → Incoming invoice tab → Field Preallocation payables is set with[LR Invoice].

That means, the voucher that is usually entered with this application is a payable and is therefore always suggested.
The change to credit note can be made directly in the application.

Another basic data setting is the result of assigning a voucher type to an accrual of an incoming invoice.

In the order, the field Allocation incoming invoice is automatically filled with [Expenses].

• The field Allocation cannot be modified in the payable.
• It is only automatically changed if a voucher type different from LR is used.

2  Invoicing party is a creditor in case of an incoming invoice

The account type for payables can be preallocated as follows:

• The account type is recorded in the Specials tab in GEN COMPANY PARAMETER in the field Incoming.

• If no pre-assignment is entered there, it is checked whether  mixed accounts is activated in the basic data COMPANY → INVOICING → Settings tab → checkbox Use mixed accounts.

    If mixed accounts are activated G is pre-assigned, otherwise K.

3  Determine valid combinations of voucher type with account type

In the basic data, you can determine valid combinations of voucher types and account types.

In COMPANY → FINANCIAL INTERFACE → Voucher types tab the voucher type is linked to debtor and creditor addresses:

→ An information message will appear in case of a missing combination.

Example (CargoSoft default settings):

• Incoming invoices are only accepted to creditors.
  The corresponding field is filled with the value for the incoming invoice (ER).

• Incoming invoices must NOT be written to debtors.
  In this case, the basic data field Incoming invoice to debtors remains BLANK.

  The entry of an ER for account type D results in an error message:
  
  
  

• Incoming credit notes are only accepted by creditors.
  The corresponding field ist filled with the value for the incoming credit note (EG).

• Outgoing invoices are only accepted to debtors.
  The corresponding field ist filled with the value for outgoing invoices (AR).

• Outgoing credit notes are only accepted to debtors..
  The corresponding field ist filled with the value for outgoing credit notes (AG).

4  Posting of tax keys according to billing codes

Basic data COMPANY → INVOICING → Incoming invoice tab → checkboxes

The fields Enter billing code in payable and Enter billing code in cost splitting induce the that the tax key from the billing type is used in the incoming invoicing and cost splitting.

5  The entry of a payable invoice header is allowed

Basic data ADMIN → EMPLOYEES → Header data → checkbox Enter payable invoice header is activated.

That means, the header data required by the incoming voucher processing are displayed directly in the voucher processing. They are not blocked for entry.

General note:

The voucher header display may vary for different employees depending on the settings in the basic data.
The employee basic data enable to allow or block the entry of incoming invoice headers.

→ In this case, the search criteria are shown first when opening the incoming invoicing so that the employee has the option to search for an already existing voucher.

6  Accounting period is read from the date of the file number

The preallocation of the accounting period in CargoSoft is done with the month from the file number – the field therefore becomes a required field.

The accounting period in the ER can be pre-assigned in accordance with the settings in the basic data.
In this case, the field automatically becomes a required field.

The setting, with which value the accounting period is filled, results from the settings in COMPANY → INVOICING → Number ranges tab → field Default accounting period - Incoming invoice.

7  Net amount is pre-assigned with the house currency

• First see GENERAL COMPANY PARAMETER → Company main data tab → field Currency → here: EUR (Euro)

• Second see COMPANY → INVOICING → Settings tab → field Euro Status → in case of Currency EUR → the field has to be filled in with the letter [H].