In this section, you will find settings that apply to Accounts Payable.
Create supplier invoice basis during Arrival Reporting?
If you want to create a basis for invoice control of incoming supplier invoices, you should check this setting. During invoice registration in the Register Supplier Invoice procedure, you can link a purchase order number. If this setting has been checked, a window will open displaying the order rows. That is where you can change the amount or coding, or link several arrived orders to the invoice in question.
This setting also affects the way purchase statistics are updated in the system. When the above setting is checked, all the purchase statistics are created during the final coding in the Register Supplier Invoice procedure, instead of at the actual time of arrival. If there is no link to the order during the final coding, the accumulated purchase statistics are created for the supplier. If order numbers are linked, then the statistics are created both for the supplier and the part/service. Even statistics in the form of average purchase price, latest purchase price as well as the adjusted FIFO from the arrival are created.
If you have activate the setting regarding creating supplier invoice bases during arrival reporting, you can make exceptions from this setting for the supplier. If this exception is activated, no invoice basis will be created when purchase orders for that supplier becomes arrival reported. The purpose is to be able to except the suppliers where the received invoices are not specified per purchase order or in another way will not generate a good invoice basis. You then risk creating invoice bases that never will be linked to a supplier invoice, which in its turn will result in that the Invoice Basis list will not show correct information about "Arrived, not linked to invoice" as well as incorrect purchase statistics. It can in these cases be better not to create invoice bases for the supplier in question and instead update the purchase statistics at the time of the arrival.
Create supplier invoice basis during Subcontract Reporting?
This setting determines whether or not the system should create a supplier invoice basis during Subcontract Reporting.
If you configure this setting, the balance for subcontracting costs will be zero and cannot be entered during subcontract reporting in the reporting procedures in the Manufacturing module, but must instead be entered during the final coding in the Register Supplier Invoice procedure in the Purchase module when the purchase order is linked to the invoice. The subcontracting cost is then saved both to the manufacturing order and the manufacturing order log. This will also create purchasing statistics for subcontracting operations. This also takes place during final coding.
When a subcontract with setup price is reported, a separate row is created in the invoice basis for setup price and unit price. The coding of setup price rows is determined by the setting Setup price coding same as the part's coding? under Orders / Inquiries under this tab. If the setting Show part's setup price on orders/inquiries? has been configured to "No setup price row", a type 2 row (additional order row) will be created for the setup price on the basis and no coding will be made of the setup price row.
Please Note! If you check this parameter, it is important that you do not miss the linking of the purchase order during supplier invoice registration, because that would mean that no costs would be applied to the invoice basis. However, if this should happen, it is possible to manually add the cost and delete the incorrect invoice basis using the Subcontract Reporting procedure.
It is possible to create exceptions from this setting per work center in the Update Work Center procedure.
If you do not activate this setting, you can report subcontracting costs in the reporting procedure in the Manufacturing module. The subcontracting cost is then saved both to the manufacturing order and the manufacturing order log during the reporting. However, if this setting has not been configured, the system will not create any purchase statistics for subcontracting operations.
Subcontract coding via product group on
Here you can select how to code the subcontract via product group when creating bases for the supplier invoice. You can choose Main part or Work center. This setting is by default set to Work center.
In the Update Work Center procedure you can link a product group to a subcontracting work center if you have selected the Work center option for this setting.
Pre-coding of supplier invoices?
This setting determines that you can code the invoice in advance while awaiting final coding. In the Register Supplier Invoice procedure you will then find a button you can use to pre-code the invoice. A pre-coded invoice is not recorded. The purpose is to be able to code the invoice directly at the registration before it is sent for an authorization round. Only the net amount (excl. VAT) will be coded. When the invoice returns to be final coded it will, by default, be coded according to the pre-coding, but this can be adjusted.
Preliminary coding of invoices?
If you want to apply preliminary coding of incoming supplier invoices, you should select this parameter. This means that invoices registered in the Register Supplier Invoice procedure will be coded for Preliminary accounts payable and the offset account Preliminary purchase account. This procedure will also in this case show a field called Prel. coding date as well as a button called Preliminary coding, where you can view or modify the coding.
Ask about Registration or Final coding?
If this setting is checked, a question will appear during registration of supplier invoices asking whether the invoices that are being registered concern "Registration/Preliminary coding" or final coding. If one person is working with registration, other persons can work with final coding of invoices at the same time.
Allow registration of invoices for several simultaneous users?
Here you can select whether or not several persons should be able to perform preliminary registration/preliminary coding of invoices at the same time. Instead of receiving the invoice's consecutive number before you start registering, the consecutive number will not be assigned until the invoice is saved. If this setting is activated then the above setting Ask about Registration or Final coding will no longer apply.
When registering supplier invoices, place the cursor on
Here you can determine where to place the cursor when registering supplier invoices. You can choose between Supplier code, Bank giro number or PlusGiro number.
Suggest previous supplier at registration
This setting is checked by default. When this setting is activated the previous supplier's information will remain in the Register Supplier Invoice procedure after you have saved an invoice. If this setting is unchecked, the Supplier code field will be cleared after every registration.
Suggest same voucher date as invoice date?
If the invoice date and voucher date should by default be the same date during supplier invoice registration, you must activate this setting. Otherwise the voucher date field will by default be the same as during the last registration.
Suggested exchange rate during registration
Here you can select which exchange rate that should be suggested when registering supplier invoices in foreign currency in the Register Supplier Invoice procedure. The following alternatives are available:
Use exchange rate from XML file
If you activate this setting, the exchange rate included in the attached XML file will be used when registering supplier invoices in foreign currencies. The setting will override the abovementioned setting 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 setting above. To register supplier invoices from XML files received in e-mail messages is a function included in the MONITOR-to-MONITOR feature.
Record price differences during invoice registration?
Here you can choose if you want to record price differences and exchange rate differences during invoice registration. The following alternatives are available:
If the setting is set to one of the Yes alternatives, the column Price diff. will open (under the Purchase account tab in the Product Groups procedure) in which you can select a price difference account. Accounts used for exchange rate profit and exchange rate loss during price differences are selected under the section Purchase/Accounts payable under the Standard accounts tab in the Chart of Accounts / Standard Accounts procedure.
Exchange rate differences are recorded for orders/invoices in foreign currencies. The exchange rate difference is calculated according to the following formula:(Exchange rate at the time of the arrival – Exchange rate on the supplier invoice) x Price on the invoice in foreign currency
Compare invoice price to price alternative
Here you select the price alternative you want to compare the invoice price with. This is used together with the above setting called Record price differences during invoice registration. The default option here is Standard price.
You can choose from the following price alternatives:
Limit for round-off when linking orders
Here you can enter a limit for round-off if a difference occurs when a purchase order becomes linked to a supplier invoice in the Register Supplier Invoice procedure. The default option here is SEK 1. The entered value will also be shown to the right of the Diff field under the Order link tab in the Register Supplier Invoice.
Service code for freight cost when loading XML invoice
Here you can enter a service code for freight cost when loading an XML invoice. The service codes must be registered in the Update Services procedure in the Sales module.
In those cases when both the customer and supplier use MONITOR, the supplier can add a freight cost to the invoice. An invoice row will then be created automatically for that cost under the Order link tab in the Register Supplier Invoice procedure. The supplier must have entered Freight as the service type in his service register.
Service code for packaging cost when loading XML invoice
Here you can enter a service code for packaging cost when loading an XML invoice. The service codes must be registered in the Update Services procedure in the Sales module.
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 created automatically for that cost under the Order link tab in the Register Supplier Invoice procedure. The supplier must have entered Packaging as the service type in his service register.
Service code for alloy cost when loading XML invoice
Here you can enter a service code for alloy cost when loading an XML invoice. The service codes must be registered in the Update Services procedure in the Sales module.
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 created automatically for that cost under the Order link tab in the Register Supplier Invoice procedure. The supplier must have entered Alloy cost as the service type in his service register.
Affect balance when reporting in Register Supplier Invoice?
In the Register Supplier Invoice procedure you can, using this procedure, determine how to inventory report in those cases where you add parts on the invoice basis. This setting determines if the reporting should take place automatically or not. It is also possible to here select that a question should appear, for this you can decide if reporting should be default or not.
The default alternative is 'Question, default Yes'.
Show manufacturing order number on the rows when linking orders
When activating this setting the manufacturing order numbers will be displayed on the rows when linking supplier invoice to purchase order in the Register Supplier Invoice procedure.