It is necessary to specify for each vendor Invoice Interface (Invoice Interface) – CCS, SHELL, OMV, Benzina.
Field:
The code (Code)
The user enters the invoice interface code for a specific format (CCS, SHELL, OMV, Benzina)
A new invoice interface code must be entered for each format
Name (Name)
The user fills in the name
Business type (Business Type)
Purchasing - for processing data records from the vendor
Source code (Source Code)
The user selects the origin code. It can also be Same for all fuel formats.
Automatic posting (Automatic Pousting)
Do Not Turn On for processing data records, because then the posting would be done immediately when imported.
In the system, the data record is only checked by import. You need to wait for the delivery of the vendor invoice before processing.
Default Invoice Interface Template Number (Default Invoice Interface Template No.)
If the user does not set up mapping, the system will use the Standard Purchase/Sales Code from the default template
The name of the data file (Data Fieldname)
It is necessary to enter An asterisk and the end cap for Format Type (file extension).
Vendor No. (Vendor No.)
The user selects the fuel card vendor for the given fuel data record format
You need to enter an "Invoice Interface Code" for each vendor.
From there, the system takes the supplier when importing fuel when it forms a batch into the tank.
Service Fee (Service Fee (%))
If the user sets the fee percentage, the system will create a fee line for each card transaction. The fee line doesn't go into the buffer, it's used when the transaction is reinvoiced to the customer. For Shell, it is intrusive for the transaction "DC".
Standard Sales Code (Fee) (Standard Code (Service Fee))
User sets up for re-invoicing a fee per customer
Standard Sales Code (Standard Code)
User sets for reinvoicing to client.
Object type (Object Type)
User Sets Report
Object ID (Object ID)
It is necessary to enter the report number for import of the given format
The SHELL format is a report 4026751
Type of processing (Type of processing)
To process fuel card transactions, you need to set "FUEL“
Automatic release (Automatic Release)
If the field is checked, the system switches the created unposted purchase invoice document to the Released status
If Workflow is set to Purchase invoices, Automatic release = NO must remain, because the purchase invoice will not switch to the Released status until it is approved.
Invoice Interface Templates
At least one invoice interface must be created for each invoicing interface Invoice Interface Template (Invoice Interface Template).
On the fuel template, the user sets the field
Number (No.)
The user chooses the name of the template
Invoice Interface Code (Invoice Interface Code)
The user selects the invoice interface code for which they are setting up the template
Business Type (Business Type)
The system will set up according to the billing interface. In the case of processing the fuel data record, the Purchase is
Source Code (Source Code)
The system will set up according to the billing interface.
Document Type (Cocument Type)
User selects Invoice
Purchase from a vendor (Buy-from Vendor No.)
User can select fuel card vendor
If the "Purchase from vendor" field is blank on the template. The system will take suppliers from the Invoicing Interface
Reason Code (Reason Code)
User selects reason code
Standard Purchase Code (Standard Purchase Code)
The user sets up the posting method of the purchase invoice line, which the system will use for posting a non-card transaction that does not go to TK transactions, but goes to the purchase invoice. For fuel card transactions, the setting is set to Template mapping and the user has to enter "sales" there anyway
Do not set to the posting group template, because then they would take precedence over the settings on the vendor and on the standard purchase code.
Insert New Dimension 2 Value Code – NO/YES (Insert Dimension 2)
If checked, the system creates dimension 2=contract if it did not find it in the table of dimension values. E.g. after migration, not all contracts were in the table, the system does not crash by error, but it adds. The danger of weeding with bad data that doesn't belong there
If unchecked and the stack row contains a contract number that is not in the dimension values, an error will be reported. It's stricter, but it doesn't weed out Dimension Values.
An example of using a service charge
On the billing interface, the % of the fee amount and the standard fee sales code for rebilling to the client are set.
The system will apply a fee to Shell on transactions marked DC.
He calculated a fee for each item line and created a line with the item designation Service Fee.
There are no "service fee" lines in the invoice interface stack because they are created for re-invoicing to the customer.
Invoice Interface Mapping
For the invoicing interface, we set up Invoice Interface Mapping (Invoice Interface Mapping)where "original code" contains the code of the item. Both "item codes" and "country codes" occur in the data sentence. Based on the mapping, we assign them to post the expense via the Standard Purchase Code and the Standard Sales Code to repost to the customer.
There is a separate "original code" and a "country code".
If the country code is filled in the import file, it is necessary to set for each "item code" (i.e. the original code) from the import file for each country in the mapping.
Posting set up at the Item mapping level has the highest priority, i.e. it overrides the posting settings on the template or the posting settings on the billing interface.
The user fills in these fields
Invoice Interface Code (Invoice Interface Code)
Pre-populates the system if the user sets up mapping by clicking on it from the billing interface. Otherwise, the user selects the billing interface code for which they are setting up the mapping
The original code (Original Code)
The user enters the "item code" indicated by the vendor in the data sentence augmented by the "area code"
Country Code (Country Code)
Countries from the standard Country Region table.
If the vendor specifies a country code in the data sentence, the import will take it and you need to set up a mapping with the country code.
Source Code (Source Code)
The system pre-fills from the invoice interface
Template No. (Template No.)
User selects a template
Standard Purchase Code (Standard Purchase Code)
The user sets the method of posting the purchase invoice line that the system will use for posting the item
Standard Sales Code (Standard Sales Code)
The user sets up how the sales line is posted when reinvoicing to a customer.
Description (Description)
The user fills in the description for the item
Informative field that can be used in reports
Fuel Card Type Product Code (Fuel Card Type Product Code)
The user selects the fuel card type from the product list
To correctly account for VAT when refuelling abroad, it is necessary to set up the Standard Purchase Code and the Standard Sales Code correctly. It is not possible to charge with the tax valid in a foreign country. Refuelling abroad must be "Without VAT" both on the purchase side.
So on the sell side.
See mapping by country.
Countries/Retions and Country Code of Import
Table Countries/Regions (Countries/Regions) is the standard numeric country in OC.
Dial Country of Import (Country Code of Import) Sets up the transformation Country codes from import files (Import Country Code field) to the standard code list of country codes in the OC (Country Code field).
For each TK vendor, the user sets:
Vendor No. (Vendor No.)
The user selects the TK supplier from the code list
Vendor Name (Vendor Name)
Completes the system automatically after selecting a supplier
Country Code of Import (Country Code Import)
The user enters the country designation used by the vendor
Country Code (Country Code)
The user selects a specific country from the standard "Country/Region" code list
Title (Name)
Completes the system automatically after selecting the "country code"
Entering the Country of Import code list will allow mapping of billing for individual countries.
If the "country code" in the data record is different from the standard one, the system will not find the corresponding country code in the Country of Import code list during import, it will report an import error.