This article covers the detailed view inside a purchase invoice, explaining the meaning of different fields and columns.
Overview
- Purchase Order List
- Purchase Order Information Synchronized from ERP
- Explanation of Columns and Fields on Invoice Lines/Purchase Lines
Purchase Order List
The user can check/uncheck the purchase invoice to classify the document type as either a purchase invoice or, for example, an expense invoice.
Purchase order number can be applied to the invoice header in the purchase order list and copied to all invoice lines.
Goods receipt number can be applied to the invoice header in the purchase order list and copied to all invoice lines.
Under purchase orders, you get an overview of all purchase orders and goods receipts related to the supplier of the invoice, along with information about the status and buyer (reference on the purchase order). This list is automatically filtered by the supplier and currency of the invoice.
A purchase order can have the status "open," "received," "sent to ERP," or "closed."
Open: Purchase orders synchronized to SEMINE, but no goods receipt has been made in ERP.
Received: Purchase orders synchronized to SEMINE, and goods receipt has been made in ERP.
Sent to ERP: Purchase orders associated with a purchase invoice and posted to ERP.
Closed: Purchase orders associated with a purchase invoice and posted to ERP, and SEMINE has received a message from ERP that the invoice is posted, and the order is closed.
Purchase Order Information Synchronized from ERP
Inside a purchase invoice, the purchase order information for the selected order on the left in the purchase order list is displayed. This is information per PO line number synchronized from ERP.
PO Line Number: Line number on the purchase order. An order can typically have multiple lines if different items are ordered.
Goods Receipt No: Unique receipt message synchronized from ERP.
Status: Status of the purchase order and goods receipt number. See explanation above.
Category: Category synchronized on the purchase order.
Customer Item No: Customer's item number, if the order is, for example, associated with a sales order.
Seller Item No: Seller's/supplier's item number.
Description: Description on the purchase order line, typically the item name.
Ordered: Total quantity ordered for the item.
Remaining: Remaining quantity of the order that hasn't been received yet.
Received: Quantity received for the item.
Available: Quantity available for matching, i.e., goods that have been received but not yet associated with a purchase invoice.
Invoiced: Quantity of items for which an invoice has been received, and the invoice is posted to ERP.
Associated: Quantity of items associated with a purchase invoice, but the invoice has not yet been posted to ERP.
Sent to ERP: Quantity of items associated with a purchase invoice that has been posted to ERP.
Unit: Unit of the item, typically kilo, meter, etc.
Unit Price: Unit price of the item.
Order Line Net Amount: Ordered * unit price.
Total Amount: Ordered * unit price + VAT amount.
Remaining Net Amount: Remaining * unit price. Remaining net amount on the order not yet linked to a purchase invoice.
Received Order Line Net Amount: Received * unit price. Received net amount on the order.
Available Net Amount: Available * unit price. Net amount available for matching, i.e., goods received but not yet associated with a purchase invoice.
Invoice Net Now: Net amount on the invoice linked to the PO line number, but not yet posted to ERP.
Invoice Total Now: Total amount on the invoice linked to the PO line number, but not yet posted to ERP.
VAT %: VAT percentage typically assigned to the item in ERP.
Last Received: Date of the last receipt in ERP.
Dimensions: Dimensions specified in the order.
VAT Code: VAT code typically assigned to the item in ERP.
Explanation of Columns and Fields on Invoice Lines/Purchase Lines
Line: Line number on a purchase line. Related to invoice lines unless deleted or overwritten using the copy and replace invoice lines function.
Item: Item number on the purchase line.
PO Category: Category selected on the purchase line.
Description: Item name on the purchase line.
Ordered: Total quantity ordered for the item.
Unit Price: Unit price of the item on the purchase line.
VAT %: Item's VAT percentage. Used to calculate the total amount from the net amount on the line.
Line total: Net amount on the purchase line.
Total incl. VAT: Total amount including value-added tax on the purchase line.
Purchase Order: Purchase order selected on the purchase line. Contains a dropdown list to choose from.
Receipt no: Receipt selected on the purchase line. Contains a dropdown list to choose from.
PO line number: PO line number selected on the purchase line. Contains a dropdown list to choose from.
PO description: Description on the purchase order line, typically the item name.
PO quantity: Total quantity ordered for the item.
Quantity: Quantity received for the item.
Remaining: Remaining quantity of the order that hasn't been received yet.
Available: Quantity available for matching, i.e., goods that have been received but not yet associated with a purchase invoice.
Invoiced: Quantity of items for which an invoice has been received, and the invoice is posted to ERP.
Associated: Quantity of items associated with a purchase invoice, but the invoice has not yet been posted to ERP.
Unit: Unit of the item, typically kilo, meter, etc.
PO Unit Price: Unit price of the item.
PO VAT %: VAT percentage typically assigned to the item in ERP.
PO discount: Discount on the purchase order in currency.
PO discount %: Discount on the purchase order in percentage.
Deviation quantity: Deviation at the line level. Quantity on the purchase line minus quantity on the linked purchase order line. If quantity is selected as a deviation parameter in the settings, this must always be 0 to link the purchase line to the purchase order and to post the invoice to ERP.
Deviation unit price: Deviation at the line level. Unit price on the purchase line minus unit price on the linked purchase order line.
Deviation net amount: Deviation at the line level. Net amount on the purchase line minus net amount on the linked purchase order line.
Deviation total amount: Deviation at the line level. Total amount on the purchase line minus total amount on the linked purchase order line.
Dimensions: Dimensions on the purchase line. Copied down from the purchase order if the purchase line is linked to a purchase order, receipt, and PO line number.
VAT code: VAT code on the purchase line. Copied down from the purchase order if the purchase line is linked to a purchase order, receipt, and PO line number.
Invoice total: The total amount on the invoice under detailed view.
Associated: The gross amount including VAT matched between the invoice and purchase order.
Category: The gross amount including VAT on the invoice that is categorized.
Open: The gross amount including VAT on an invoice that is open, i.e., the amount on the invoice that is not matched or categorized.
Rounding: Same as rounding in the invoice list. i.e., the sum of invoice deviations and associated line deviations on a purchase invoice.
Invoice deviation: Invoice deviation is the same as penny rounding on regular cost invoices. Invoice deviation is the difference between the total amount on the invoice header and the sum of the total amounts on the invoice lines / purchase lines.
Associated line deviation: The sum of all deviations on the purchase lines.
Delete – By selecting one or more purchase lines and clicking "Delete", the line(s) will be removed.
Split – If you select a purchase line and click "Split", you will be able to split the line into multiple lines.
Add Row – You can add a new row by clicking "Add new row".
Combine - Select multiple purchase lines and press combine to accumulate multiple lines. Ordered and net amount will accumulate based on values on the purchase lines. A main invoice line is requested to determine which values to display for columns that are not accumulated, such as description and item.
Reset lines – By clicking this, invoice lines trapped on the invoice will be reset to their original format.
PO Run PO matching service – By selecting one or more purchase lines, you have the option to run the automatic PO matching service. This service runs during invoice reception and forms the basis for automatic purchase order matching.
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