Accounts payable

Create invoice basis at arrival of

This system setting determines if a supplier invoice basis should be created when reporting arrivals of purchase orders. The available alternatives are Purchase order and/or Purchase order (subcontract). If the alternatives have been activated then it is possible to link a purchase order when registering the supplier invoice.

The system setting also affects the purchase statistics. The purchase statistics can be loaded in the Supplier invoice log procedure both as detailed and total statistics per consecutive number, supplier, voucher date, or part.

If none of the alternatives has been activated in the system setting, you cannot load statistics at part level in the Supplier invoice log procedure. Then you must use the Arrival log procedure instead. However, you can always see purchase statistics, arrival log, and statistical prices at part level in the Part register procedure. This applies even if none of the alternatives has been activated.

The supplier invoice log for the part will be empty if you do not link purchase orders to supplier invoices. However, in the Part register procedure you will always find information under the buttons Purchase statistics and Arrival log as well as different statistical prices. These are based on the price on the purchase order.

If you link a purchase order to a supplier invoice, then the arrival log, purchase statistics, and statistical prices will also be updated in connection with the arrival reporting. The difference is that when you then link the invoice to the purchase order, the supplier invoice log will also be updated and the system will adjust the purchase statistics and statistical prices afterwards in case the price differs on the invoice.

If you have activated the alternative Purchase order you can, in the Supplier register procedure, create an exception per supplier by using the system setting called Do not create invoice basis. If you have activated the alternative Purchase order (subcontract) you can, in the Work center register procedure, create an exception per work center (of type Subcontract) by using the same setting Do not create invoice basis.

If an exception is activated per supplier or subcontracting work center, no invoice basis will be created when the purchase order for the affected supplier is arrival reported. The purpose is to be able to except suppliers whose invoices are not specified per purchase order or in another way will not generate good invoice bases. Otherwise you will risk creating invoice bases that never will be linked to a supplier invoice. In turn, this results in incorrect information about “Arrived, not linked to invoice” being shown in the list in the Invoice basis – Purchase procedure and incorrect purchase statistics. In this case it might be better not to create invoice bases for these suppliers and instead update the purchase statistics at the time of the arrival.

Preliminary entry of supplier invoices

This system setting determines if preliminary entry of incoming supplier invoices should be used. This means that invoices registered in the Register supplier invoice procedure will be posted on Preliminary accounts payable and the offset account Preliminary account. Then this procedure will also show the field Prel. entry date: as well as a checkbox called Show preliminary entry, where you can view or modify the posting.

Post VAT during

If you apply preliminary entry of supplier invoices at registration, you can choose if the VAT should be reported during preliminary entry or final recording. Preliminary entry is selected by default.

Suggest same voucher date as invoice date

This system setting determines if the Voucher date always should be the same date as the Invoice date selected in the Register supplier invoice procedure. Otherwise the voucher date will be the same as the date selected in that field on the previous invoice.

If you use preliminary entry of supplier invoices (with the system setting mentioned above), then this system setting will also determine that the preliminary entry date will be set to the same date as the selected invoice date.

Suggested exchange rate during registration

This system setting determines if the exchange rate during supplier invoice registration should be the current rate or the exchange rate according to the invoice date. The following options are available:

  • Current rate – If you select this alternative then the exchange rate that applies at the moment will be used. Current rate is selected by default.
  • Rate according to invoice date – If you select this alternative then the exchange rate that applied at the invoice date entered on the invoice will be used.

Use exchange rate from XML file

If a supplier sends an XML file via e-mail (a function in MONITOR-to- MONITOR) including a supplier invoice in foreign currency, then this system setting determines that the exchange rate in the XML file will be used. This system setting will override the system setting above called Suggested exchange rate during registration. If no exchange rate is included in the XML file, the exchange rate will instead be loaded according to the system setting above.

Suggest previous supplier at registration

This system setting determines if the previous supplier should be suggested at registration. If you select Yes, then the previous supplier's information will remain after saving the invoice in the Register supplier invoice procedure. If you select No, then the Supplier field will be emptied after saving.

Check against recurring invoice numbers

This system setting determines if a warning should be displayed or if it should be blocked to enter a supplier invoice number which is already used on the same supplier. The check is made in the Register supplier invoice procedure.

Default payment terms on credit invoices

This system setting determines which payment term should be selected by default on credit invoices. The payment term must be registered in the Terms procedure.

Load invoice information from purchase order

If some information on the purchase order differs from the information on the supplier, then this system setting determines that the information on the purchase order should be loaded to the supplier invoice at registration. This information is: Payment term, Currency, VAT group, and Supplier group.

Set invoice status to "Pending" if the order is not arrival reported

This system setting determines if the invoice status should be set to pending at registration if the order has not been arrival reported. This system setting is available if you have installed the option Electronic invoice management (EIM). Yes is selected by default.

Amount limit for rounding when linking an order

Here you enter an amount limit for rounding if a difference occurs when linking purchase orders to supplier invoices in the Register supplier invoice procedure. The default value here is 1.00. The entered value will also be shown to the right of the Diff field under the Order link tab in the Register supplier invoice procedure.

Record price differences during invoice registration

This system setting determines if price differences and exchange rate differences should be recorded during the invoice registration. The following options are available:

  • No – The price differences will not be recorded.
  • Yes, only total price difference – If the invoice price differs from the price alternative on which price differences are measured, then the difference will be posted against the price difference account. If the invoice price is in foreign currency, then the price difference will be multiplied by the exchange rate according to the invoice and will be included in the recording of the total price difference.
  • Yes, price difference and exchange rate difference – If an exchange rate difference occurs of the invoice price during the invoice registration, the difference will first be posted on the exchange rate difference account. The rest of the invoice price will then be posted on the price difference account in the same way as in the example above.

If the system setting is set to one of the Yes alternatives then fields for selecting price difference account to each product group and supplier group will open under the Purchase account tab in the Posting matrix procedure. Standard accounts for exchange rate profit and exchange rate loss are included in the chart of accounts. However, it is possible to make exceptions from the standard accounts for exchange rate profit and exchange rate loss during price differences.

When final recording the invoice in the Register supplier invoice procedure you post price differences per order row on the price difference account in cases when the invoice price differs from the price alternative (in the system setting below) with which price differences are compared. If orders/invoices are in foreign currency and an exchange rate difference occurs, then the invoice's rate at the time of arrival is compared with the rate type selected in the system setting Exchange rate difference will compare the invoice's rate with. The exchange rate difference is calculated according to the following formula:

(Exchange rate at the time of arrival - Exchange rate on the supplier invoice) x Price on the invoice in foreign currency

Price difference should compare the invoice's price with

If the system setting above is set to one of the Yes alternatives, here you configure with which price alternative the price differences should be compared.

Price list for price difference

Here you select a default price list if the price difference should be compared with price list in the system setting above.

Exchange rate difference will compare the invoice's rate with

If the system setting Record price differences during invoice registration has been set to Yes, price diff. and exchange rate diff. you use this system setting to determine which rate type should be used in the comparison with the invoice's exchange rate.

Part number for [freight charge | packaging cost | alloy cost] when loading XML invoice

In these three fields you select the parts that should be used for freight charge, packaging cost, and alloy cost when loading XML invoices from suppliers. XML is a function in the MONITOR-to-MONITOR feature.

Selectable parts for freight charge are parts of the type Service and service type Freight.

In those cases when both the customer and supplier use MONITOR, the supplier can add a freight charge to the invoice. An invoice row will then be automatically created for that cost under the Order link tab. This applies only if the supplier has entered Freight as service type for the service in his part register.

Selectable parts for packaging cost are parts for which the system setting The part is a packaging part has been activated, under Shipping under the Sales tab in the Part register procedure.

In those cases when both the customer and supplier use MONITOR, the supplier can add a packaging cost to the invoice. An invoice row will then be automatically created for that cost under the Order link tab. This applies only if the supplier has checked the box The part is a packaging part for the part in his part register.

Selectable parts for alloy cost are parts of the type Service and service type Alloy cost.

In those cases when both the customer and supplier use MONITOR, the supplier can add an alloy cost to the invoice. An invoice row will then be automatically created for that cost under the Order link tab. This applies only if the supplier has entered Alloy cost as service type for the service in his part register.