This article covers the use of purchase order categories, which can be employed, among other things, to categorize invoice lines not specified in a purchase order. Categorizing an invoice line means sending it to ERP as a regular general ledger entry or distributing cost on the items - if the ERP supports this - avoiding the need to link this invoice line to a purchase order.
Also, see how purchase order categories can be used in conjunction with partial delivery and advance payments.
Overview
Settings - Purchase Order
Creation and Use of Purchase Order Categories:
Currently, purchase order categories must be created and sent to SEMINE from the ERP.
Examples of categories that can be created and sent to SEMINE through the API.
[
{
"categoryCode": "Prepaid",
"description": "Prepaid",
"nsAccountCode": "1540"
},
{
"categoryCode": "Freight",
"description": "Freight",
"nsAccountCode": "4060"
},
{
"categoryCode": "Fee",
"description": "Fee",
"nsAccountCode": "7320"
},
{
"categoryCode": "Item",
"description": "Item",
"nsAccountCode": "4010"
}
]
"nsAccountCode" is the ledger account to which the category would be linked.
These categories will immediately be available to select on invoice lines within a purchase invoice, as shown in the image below, and the "Account" field will be filled in on the right side of the purchase line in SEMINE if the "nsAccountCode" field is filled in during API creation.
Creation and Use of "Keywords" in Conjunction with Purchase Order Categories:
You can also set what we call "keywords" directly through the API and link them to purchase order categories, as explained above.
{
"keyword": "Freight"
}
If there is a match between "keyword" and text on an invoice line, the relevant purchase order category will automatically be applied to a purchase line, as in the example with "Freight" above.
Please contact support if you want to modify or add purchase order categories or keywords to the solution.
Note: Due to technical reasons, the PO Category "Freight" is visible only as a placeholder. This category cannot be used as it is not reflected in the ERP. It will disappear when the ERP-defined PO Categories are synchronized to SEMINE.
Purchase Invoice - Categorizing Invoice Lines
Below is an example of how to categorize invoice lines on a purchase invoice that are not related to a purchase order. The invoice line "Freight" is not specified in the purchase order and must therefore be categorized, and you should not choose a PO line number or a goods receipt to match for this invoice line.
Further to the right on the invoice lines, you can see how much has been categorized on this invoice. This is the same information you see in the category column in the invoice list.
You can also see that the categorized amount validates the invoice total, associated amount, and open amount against the discrepancy between the purchase invoice and the purchase order.
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