Please note that the EDI format 10318 does not exclude the EDI file's punctuation marks/separators during export of Global invoice.What Does This Procedure Do?
In this procedure you can print EDI invoices based on delivery note number. Here you can also export EDI invoices as EDI messages (INVOIC). An EDI invoice is a comprehensive invoice that corresponds to the comprehensive delivery note that can be printed in Comprehensive Delivery Note. The form types that can be printed are Invoice/Credit invoice or Cash/Cash credit. EDI invoices are a part of the supplement EDI in MONITOR.
You can print on a preprinted form or on a blank paper. In the Form settings in the Global Settings, you will find settings regarding invoice printouts, for example how many copies of the document that should be printed each time by default.
In most cases you select by Delivery note number. However, you can also select by Customer code and Actual delivery period. You can also select the number of copies you want to print.
The basis for the EDI invoice is created when you deliver an EDI/Packaging pick list in the Pick List Delivery Reporting procedure. To be able to do this, you must configure the setting Use EDI-Invoice? under EDI under the Sales tab in the Settings procedure. You will also find a setting for the customer that determines if EDI invoicing should be used. In addition to this, you will also find settings for the customer that determine if EDI invoice bases shall be created during delivery reporting and direct registration of invoices, and if data shall be exported during printout of EDI invoices. You will find customer settings under the button Extra Info under the Info tab in the Update Customer procedure.
The Print EDI Invoices now considers the setting Comprehensive invoice on the invoice basis. One invoice number per invoice basis will be created if this setting has not been activated.
You usually print EDI invoices after pick list delivery reporting and printing the comprehensive delivery note. During delivery using Pick List Delivery Reporting you can choose whether or not the EDI invoices should be printed in this procedure. This option is based on the settings described in the previous paragraph.
When you have approved the EDI invoice printout in the form check in this procedure, the EDI invoice data can be exported to the EDI Data procedure for export to the EDI Bridge. The export to the EDI Bridge takes place via an export file created by the MEDI program.
The debit invoice number and initial invoice date will also be exported when the credit invoice is exported via EDI with format number 16, 318 and 319.
In the Search Form you can deselect the alternative to export data to EDI. This is done by unchecking the setting Export data to EDI. There are times when this may be useful, such as during startup before you start to use EDI in full. In these cases, the EDI invoice is printed here and sent in the conventional manner.
The system supports a so-called VAT-agent when exporting an EDI invoice of format 319 in the procedure. These settings are configured under the button Extra info in the Update Customer procedure.
Please note that the EDI format 10318 does not exclude the EDI file's punctuation marks/separators during export of Global invoice.
Via the setting Consider holidays when calculating due date, under Invoice under the Sales tab in the Settings procedure, you can determine if the system should consider holidays (non-working days) when calculating the customer invoice's due date. Please note that the calculation of due date also considers the holidays that are registered in the Non Payment Days procedure.
The setting Show 'Approved for F-tax' on forms, under the section Economics under the System tab in the Settings procedure, determines whether or not the text Approved for F-tax should be printed in the footer of invoices and other forms.
By using the setting Exchange rate when invoicing, under the section Invoice under the Sales tab in the Settings procedure, you can determine if you want to use rate according to the invoice date or the current rate when invoicing in a foreign currency. However, any forward rate on the invoice basis will override this.
Please note that the invoice number may be loaded from the user's setting under the Number series button in the Users procedure. Several users can then print and approve invoices at the same time.
Managing Windows
The Search Form in this procedure consists of two portions. In the left portion of the window, you can select the invoice bases by entering an interval of delivery note numbers, customer codes or actual delivery periods. You can also select by customer category or currency.
In the left portion of the window you select which type of form you want to print, printout date, number of copies. You can also select the following options: Only final delivered, E-invoice, Export customs data (supplement), Export data to EDI and Factoring export (supplement).
In the right portion of the window, which only appears after you have clicked Preliminary selection, you can see which invoice bases will be printed when clicking Print. Here you can also preview an invoice by using Preview or double-clicking on the customer code.
Read more about the different methods for printing invoices; "Preliminary Selection" and "Direct printing via intervals" that are described in the Help Function for the Print Invoices procedure.
A form check is always made after printout. The invoices that have been printed will appear in the right portion of the window and you can now approve the printouts, update status, deselect invoices, reprint invoices or cancel the printouts. This means that the printouts can be reset or restarted, in case you have a paper jam in your printer etc.
After approving the printout in the form check, the system will export the data to EDI Data, if you have checked that setting in the Search Form.
EDI Invoice Status
An EDI invoice usually has two different statuses, depending at what stage the invoice is in the system. When an invoice basis is created, it is given Status 1 (Registered). When the EDI invoice is printed, it is given Status 9 (Invoiced). The following status options apply in general to invoices:
Window Functions
Read more about the Window functions under Window Functions in the MONITOR Basics guide.