Pre-registration

Location: Settings --> Organization --> SEMINE General

Pre-registration of invoices allows assigning fixed GL account codes to invoice net amount and invoice VAT amount prior to accounting to faciliate early reporting of expenses and VAT to ERP. On final accounting line generation, the pre-registered accounting lines are reversed and new accounting lines are generated as normal. Pre-registration of invoices

• Enable invoice pre-registration
  To enable invoice pre-registration, all the below GL codes and descriptions have to be filled in.
  When pre-registration is enabled, additional preregistration lines will be generated on invoice arrival.
  
  
  • GL account
    Enter one existing GL accounting code
    
    
  • GL line description
    Determine the description to appear on the pre-registered accounting line
    
    
  • GL contra account
    Select one existing GL accounting code to act as the contra code.
    
    
  • GL contra line description
    Determine the description to appear on the pre-registered invoice line
    
    
  • VAT account
    Select one existing GL accounting code to hold the invoice VAT amont.
    
    
  • VAT line description
    Enter an existing GL account code to hold the invoice VAT amount
    
    

• Prevent updates of pre-registration lines until posting
  This setting determines whether preregistration lines are generated only once on arrival or if they are reversed and regenerated on changes to VAT code on invoice line.
  
  
  • If Set Active (checked)
    1. Invoice arrives in SEMINE.
    2. When invoice receives status "In Review" the pre-registration accounting lines are generated
       The pre reg lines have accounts from the settings above, and VAT % from the VAT code on the lines. In the API, the status preregistrationStatus will be ReadyForSync
    3. Integration may at this point pick up the pre reg posting and change preregistrationStatus to Synced
    4. At a later point, the invoice gets approved, and accounting lines are generated as normal.
    5. The invoice is now posted from SEMINE, and pre registration lines are reversed and preregistrationStatus is set to Completed
       
       
  • If Set InActive (Unchecked)
    1. Invoice arrives in SEMINE.
    2. Same as point 2 under If Set Active above
    3. Invoice is approved by one of two users in a workflow.
    4. The second user changes VAT code on invoice and approves the invoice
    5. Result:
       1. Old pre registration lines are reversed.
       2. New, updated pre reg registration lines with correct VAT are generated created and preregistrationStatus will still be be ReadyForSync
    6. Same as point 3 under If Set Active above
    7. Same as point 4 under If Set Active above
    8. Same as point 5 under If Set Active above.

API

The full integration API documentation is available from http://api.semine.no/swagger

• Setting the preregistrationStatus
  PUT .../{clientId}/invoices/{invoiceId}/preregistration/state
  
  
• Getting the invoices PreregistrationStatus: ReadyForSync 
  GET .../{clientId}/preregisterd/invoices/pending/sync
  
  
• Getting the preregistrationLines:[] array for each invoice
  GET .../{clientId}/invoices/{invoiceId}
  The preregistrationLines are part of the full invoice object

Testing

Preregistration processing and preregistration line generation will take place on arrival of the invoice. In order to test this, you will need to submit a sample invoice.