Setup Invoice Interface

It is necessary to specify for each vendor Invoice Interface (Invoice Interface) – CCS, SHELL, OMV, Benzina.

Field:

• 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

  • The user fills in the name

• Business Type

  • Purchase - for processing data records from vendor

• Source Code

  • The user selects the origin code. It can also be the same for all fuel formats.

• Automatic Posting

  • 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 No.

  • If the user does not set up mapping, the system will use the Standard Buy/Sales Code from the default template

• Data Fieldname

  • You need to enter An asterisk and the end cap for Format Type (file extension).

• 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 creates a batch into the tank.

• 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 to the buffer, it's used when the transaction is reinvoiced to the customer. For Shell, it is intrusive for the transaction "DC".

• Standard Code (Service Fee)

  • User sets up a fee per customer for reinvoicing

• Standard Code

  • User sets up for re-invoicing to the client.

• Object Type

  • User Sets Report

• 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

  • To process fuel card transactions, you need to set up "FUEL“

• Automatic Release

  • If the field is checked, the system switches the created document of the unposted purchase invoice to the Released status

  • If Workflow is set to Purchase invoices, Automatic release = NO must remain, because the status of Released is not switched to the purchase invoice until it is approved.

Invoice Interface Templates

At least one invoicing interface must be created for each invoicing interface Invoice Interface Template (Invoice Interface Template).

On the fuel template, the user sets the field

• No. (No.)

  • The user chooses the name of the template

• Invoice Interface Code

  • The user selects the invoice interface code for which the template is being set up

• Business Type

  • The system will set up according to the billing interface. In the case of processing a fuel data record, the Purchase is

• Source Code

  • The system will set up according to the billing interface.

• Document Type

  • User selects Invoice

• Buy-from Vendor No.

  • The user can select the 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

  • The user selects the reason code

• Standard Purchase Code

  • The user sets up the method of posting 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 a purchase invoice. For fuel card transactions, the setting is set to Template mapping, and there the user must enter "sales" anyway

  • Do not set to the post-group template, because then they would take precedence over the settings on the vendor and on the standard purchase code.

• Insert Dimension 2

  • If checked, the system creates dimension 2=contract if it has not found 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 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 the Dimension Values.

An example of using a service charge

On the invoicing interface, there is a % of the fee amount and a standard fee sales code for rebilling to the client.

The system will apply a fee to Shell for transactions marked by 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 invoicing 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 the "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 through 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 the following fields

• Invoice Interface Code

  • Pre-fills 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

• Original Code

  • The user enters the "item code", which states the vendor in the data sentence extended by the "area code"

• Country Code

  • Countries from the standard table Country of the region.

  • If vendor country code is mentioned in the data sentence, the import will take it and you need to set up a mapping with the country code.

• Source Code

  • The system pre-fills from the invoice interface

• Template No.

  • The user selects a template

• Standard Purchase Code

  • The user sets up the method of posting the purchase line of the invoice that the system will use for posting the item

• Standard Sales Code

  • The user sets up how the sales line is posted when reinvoicing to a customer.

• Description

  • The user fills in the description for the item

  • Informative field that can be used in reports

• Fuel Card Type Product Code

  • The user selects the type of fuel card from the product list

To correctly account for VAT when refuelling abroad, it is necessary to set up the Standard Purchase Code and Standard Sales Code correctly. It is not possible to charge with the tax applicable in a foreign country. Refuelling abroad must be "VAT-free" both on the purchase side.

So on the sales 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) is used to set the transformation Country codes from import files (Country Code Import field) to the standard code list of country codes in OC (Country Code field).

For each TK vendor, the user sets:

• Vendor No.

  • The user selects a TK vendor from the code list

• vendor Vendor Name

  • Completes the system automatically after selecting a supplier

• Country Code Import

  • The user enters the country designation used by the vendor

• Country Code

  • The user selects a specific country from the standard "Country/Region" code list

• Name

  • Completes the system automatically after selecting the "country code"

Entering the Country of Import code list will allow mapping of posting 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.