The fields File number, Customer, Employee and Mode are for information only and are non-editable.

The Voucher number is created at the end of the invoicing when saving the voucher. The number is assigned from a number range and displayed when the voucher is opened the next time.

Contents

Basic data
Related topics



Fields description

Field

Function

Basic data settings

Voucher type

Select the voucher type you would like to create in the first editable field Voucher type.

The selection of the voucher type can be done through the dropdown list in the beginning of the invoicing.

The voucher types Reserve for expenses and revenues need to be installed separately. They are not available for each customer in the selection.

Please contact us if you wish to use these menu points. The corresponding information can be found in → Create accrual in the outgoing invoice.


Allocation

The allocation field is pre-assigned from the basic data.
It controls whether the invoice is posted as expense or revenue.

This field can be released in the outgoing invoicing for the creation of drafts. Thus, it is possible to save expenses or revenue in a draft.



The release of the field can be set in the basic data
COMPANY → Accounts/allocation tab in FINANCIAL INTERFACE
→ Checkbox Allow change allocation for voucher type draft.

Voucher date

The date is displayed based on the basic data settings.
It is based on either the current date, the order date or departure/arrival date. I

t is possible to change the date manually. The calendar can be opened via double click/F2.

The field is pre-asigned from the basic data settings 
→ Settings tab in INVOICING in COMPANY 
→ Field Suggestion invoice date.

Accounting period

The invoice amount is posted in the selected accounting period.

The field is pre-asigned from the basic data settings 
→ Number range tab in INVOICING in COMPANY 
→ Field Default accounting period Outgoing invoice/Transfer book.
Invoice layout

For the invoice print.

The layout is generated as per basic data settings
→ Settings tab in INVOICING in COMPANY 
→ Field Invoice layout.

Bill-to-party

(= Invoice recipient)

The client's address is automatically drawn and suggested.

This is the address with the avtivated customer checkmark in the order entry.

The invoice recipient can be changed using a different code.
The address lines themselves are non-editable in the invoice.

→ You have the following options:

  • The addresses can be changed using the A-function, e.g. Enter A2 in the account number line for the recipient.
  • Search by double-clicking or F2; Entry via matchcode.
  • The address lines cannot be overwritten in the invoice.
  • Use one-time addresses → see below.
  • Use different invoice recipient → see below.

No. of prints

Specifies the number of invoice printouts.

There is a presetting for the number of prints depending on the voucher type.

COMPANY → INVOICING → Print voucher tab:

Payment term

A suggestion is given from the address of the bill-to-party/invoice recipient.

Can be set as a required field in the basic data.

Language

An invoice layout should exist for the indicated language so that the invoice will be printed in the selected language.

Billing lines will be entered into the Voucher items tab in the selected language if a translation is existent (basic data).

Is drawn from the address settings of the billing address.

Currency

 If a currency different from the local currency is chosen, it is necessary to enter the exchange rate for the local currency.

If a voucher is created in a foreign currency, the rate from the voucher header is pre-assigned in the billing lines on the Voucher items tab if the line is entered in local currency.

Is drawn from the address settings.

R.O.E.

Exchange rate

  • The field is gray and cannot be edited if the currency field corresponds to your local currency.
  • Enter a rate if the currency field does not match your local currency.
    The field is then displayed in the color of your mandatory fields.

Change a draft into an outgoing voucher

I. When a draft (field voucher type) is changed to an outgoing invoice or credit note, this field is reassigned if the function is activated in the basic data.
→ When converting, you are asked whether you want to update the conversion rate.
→ This has no influence on voucher items that have already been entered.

II. The exchange rate of the outgoing invoice can be based on the service date.
→ Precondition: The exchange rate is stored in the currencies.







I. COMPANY → INVOICING → Settings tab:
Checkbox update exchange rate when change draft into invoice.


II. COMPANY → REQUIRED FIELDS → Extras tab:
Activating the checkbox [Service date] under Outgoing invoice.

and COMPANY → INVOICING → Settings tab: 
Default R.O.E. for outgoing vouchers = [L] for [service date].

Cost center

In accordance with the specifications of your financial accounting.


Posting text

Small text information, which can be transmitted to the financial accounts department depending on the interface.

I. The field is a required field if activated in the master data: Mandatory in the outgoing invoice when creating, changing and canceling vouchers.

II. Obligatory only in cancellation vouchers: activate the checkbox.



I. COMPANY → REQUIRED FIELDS → Extras tab:
Activating the checkbox [Posting text] under Outgoing invoice.

II. COMPANY → INVOICING → Settings tab: 
Checkbox Posting text required for cancelation_Outgoing invoice

Secured R.O.E.

Customer-specific exchange rate.


Third country

Used for determining the tax key for Reverse Charge procedures.

Third country tax key is set correctly in the transport section (2023.1)

From now on, the country of departure and the country of destination will be checked in all areas (except export and import).
As soon as one of the locations is not in the EU, the third country indicator = Y is set.

→ Allocation tax keys in ACCOUNTING
PO number

Field for order-based billing, see also special features of the calculation tab.

An order number can be entered here manually or via a search mask. During manual entry, a check is made against the table eawareartikel_t.

The quantities in the voucher header are updated according to the quantities of the order number.

If the order number is deleted, the quantity information is withdrawn from the order.


Cost splitting
(= Split amounts)

It is possible to split the revenues, e.g. the cost splitting of consol files.


Paid

Indicates whether the amount has already been paid.

The indicator can be transferred to the accounting per interface.


Use one-time addresses in the Invoicing

In the outgoing invoicing, one-off addresses can be used for customers who do not have a fixed customer/account number, and proposed invoice recipients can be changed.

In some cases, customers, who have placed an order and are supposed to receive an invoice, do not have a fixed customer number.

This might occur because they do not belong to your customer base and are not expected to return.

→ Nevertheless, a debtor/creditor (D/K address) needs to exist due to the fact that the invoicing cannot be carried out with A addresses.

One-time addresses are suitable for these cases.

It is a real address number because it can also be processed by the financial accounting system.

The address is generated in the basic data (by the admin) and serves as the address of the invoice recipient in the order processing.  

Up to four one-time addresses for the invoicing can be deposited in the basic data COMPANY → INVOICING on the Administration tab.

No street or place is usually registered for such an address; only a short description and a name are registered as an identification instead.

The address fields for name, street and place are meant for a free choice of text when selecting said address in the invoicing.
→ This address can be entered manually.

 

Use one-time address with numbering

The one-time address with numbering is used on request of the accounting and will only come into effect in this department.

If the one-time address (e.g. D 3020) used in CargoSoft is used with a customer X and afterwards with a customer Y, the accounting prefers to separate both addresses.
With the activated numbering, a new address number is automatically created from a specific number range (here EINM) when saving the outgoing voucher.
It is numbered only in and for the financial accounts department.

A separate number range needs to exist → Administration tab in INVOICING in COMPANY.

Determine an alternative bill-to-party

It is possible to indicate an alternative bill-to-party in the addresses: ADDRESSES → Financial accounting sub tab in Accounting tab in ADDRESSES.

If an address is selected in the invoicing (or if the client is read when creating an invoice), for which an alternative bill-to-party was registered, this alternative address is automatically entered into the invoicing header data. The address of the alternative invoice bill-to-party is displayed at this point! The original address is not displayed here – neither in CargoSoft nor in the financial interface.

The alternative bill-to-party can also be an A address!  

The usual plausibility checks are carried out for the alternative bill-to-party:
If it is an A address, a valid, alternative financial accounts department account must exist

The following examinations are carried out for all other addresses:

  • Does the account exist in CargoSoft?
  • Is the account type permitted in the selected invoicing voucher type?
  • Is the account blocked?
  • Do the open positions exceed the credit limit (provided that this is to be checked)?
  • Is the indicated account a financial accounts department account?

Example in the order

The setting in the basic data is not visible when the invoice is created.
The following setting is possible as an example:
The address D 3007 - CargoSoft Hamburg has an Alternative bill-to-party: D 3008 → which is CargoSoft, Bremen.
This means that all invoices issued for CargoSoft Hamburg are sent to the financial accounting department of CargoSoft in Bremen, where they are then paid.

The procedure in the order processing looks as follows:

Order → Header data: Customer and Invoice recipient is CargoSoft Hamburg.

Invoicing → Overview tab → Create voucher: CargoSoft Information informs.

Invoicing → Voucher header data: The voucher header data will display the address of the alternative bill-to-party. It is not editable! 

These preallocations made in the basic data cannot be changed in the order processing.