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Interface Invoice Buffer - maintenance

Interface Invoice Buffer - maintenance

Owned by Lango: Language and translation manager
Last updated: Oct 09, 2024Version comment
10 min read

By importing data records, the system filled the invoice interface stack where error checks are performed.

In the "Invoicing Interface Buffer Overview" there is a list of all imported batches.

Above the overview of the invoice interface buffer, it is possible to run imports via Process. The "To match" or "Update rows" function can also be run over multiple rows.

Invoice Interface Header

  • Source Code

    • The system filled in according to the settings in the invoicing interface

  • Batch ID

    • The system fills with the next sequence number within the origin code

  • Vendor No. vendor

    • Specified by the user in the dialog box when running the import

  • Vendor Invoice No.

    • Specified by the user in the dialog box when running the import

  • Posting Date

    • Specified by the user in the dialog box when running the import

  • VAT Date

    • The system will fill in according to the issue date of the document specified in the data sentence

  • Type of Processing

    • Populates the system from the invoice interface – field type of processing

  • File name (Data Filename)

    • The file that the user selected when importing

  • File ID

    • The next sequence number of the created file (the file number is used for the area of PREZ and FUEL)

In addition to identification data, the header contains the following fields:

  • Total Amount

    • Calculated field of amounts from all batch lines

  • Soft Error Number

    • Calculated Number of Lines with Soft Error

      • Processing Status = Error

      • Status Code = 400

  • Hard Error Number

    • Calculated Number of Lines with Hard Error

      • Processing Status = Error

      • Status Code = 300

  • Number of accepted errors

    • Calculated number of rows with accepted soft errors.

    • Hard mistakes cannot be accepted.

  • Number of Warnings

    • Calculated number of lines with warning "There are more financed objects" on a given VIN

    • The warning does not prevent further processing and does not affect the processing status

According to the Source Code, set in the Invoicing interface for data records, the user knows what type of data record it is.

You can click on a row to open a tab that contains a header and rows.

The header contains important data for the batch (invoice) from the data record. By clicking on the calculated field with the number of soft or hard errors, accepted errors or warnings, the system opens an overview of the rows that make up this number.

Invoice Interface Buffer Lines

The rows contain data from individual items of the data record. The lines also contain any error messages.

Important line fields of the Invoice Interface Buffer for tire change data records:

  • Internal Doc. No.

    • The document number entered by the user when running the Import Tire Service

  • Description

    • Description from a data record

  • Maint.permission Approval No.

    • If it was specified in the data record, the system will fill it in immediately during import (this is column 5=E). On the basis of the approval number, it searches for the allowance and takes data such as the number of the financed object, the contract number, the VIN from the traced allowance

    • If it was not specified and the system has found the subject of financing on the basis of the registration number of the vehicle and according to the limit on the type of service it can create a maintenance permission for the given line, after creation it will add the approval number of the newly created allowance to the line of the buffer. If, for example, an unposted purchase invoice is deleted, the system will delete the approval number from the line along with it.

    • If it was stated in the data record and is incorrect, the user can correct it here and the system looks for the allowance again, as in the case of import

  • Car Licence No.

    • The system fills when importing from a data record (this is column 3=C)

    • If a user has detected an incorrectly entered vehicle registration number in a data sentence, they can edit here. However, when changing it, you need to clear the values in the VIN Chassis No., Financed Object No., and Contract No. fields to delete the Contract dimension (this is important for posting a purchase invoice). Then, after entering the car's registration number, the system searches for the object again and, if successful, adds the VIN, the object number, the contract number and the contract dimension, and performs checks according to the template.

  • VIN Chassis No.

    • The system fills in when importing from a searched financed object

  • Serial Number

    • The system fills in when importing from a searched financed object

  • Financed Object No.

    • The system fills in during import when searching for the financed object

  • Financing Contract No.

    • The system fills in during import when searching for the financed object

  • Warning (Notice)

    • A sign that the system has found multiple contracts for a given vehicle registration number. The user checks the matching contracts and can choose

  • Notice Description

    • Warning Text - There Are Multiple Financed Objects

  • Order Date

    • Release date (that's column 8=I) from the imported sentence

  • Due Date

    • Due date (that is, column 7=G) from the imported record

  • VAT Date

    • Date of taxable supply (this is column 6=F) from imported sentences

  • External Document No.

    • Delivery note number from imported sentence

  • Service Kind

    • Based on the mapping of the item code in the imported sentence and the appropriate template, the system fills in the

  • Maintnance Type Code

    • Based on the mapping of the item code in the imported sentence and the appropriate template, the system fills in the

  • Maintenance Code (Maintnance Code)

    • Based on the mapping of the item code in the imported sentence and the appropriate template, the system fills in the

  • Standard Purchase Code

    • Based on the mapping of the item code in the imported sentence and the appropriate template, the system fills in the

  • Odometer Status

    • Odometer status and imported record (this is column 4=D)

  • Tire Season

    • It is important when buying tires. Based on the mapping of the item code in the imported sentence and the appropriate template, the system fills in the

  • Tire Make Code

    • The system searches for the description of the brand from the imported sentence (i.e. column 13= M) in the code list of tire brands in the description and if found, it fills in the code code of the brand from the code lists

  • Quantity

    • Number of pieces in the imported sentence (this is a column of 14=N)

  • Amount

    • Multiplied number of pieces with sales price excl. VAT per item (this is column 17=Q) from the imported record

  • Discount %

    • Discount on imported sentence

  • Processing Status

    • New

      •  In case there was no error during the import

      • or a soft error has been accepted and the Update Row function has been triggered

    • Processed

      • After you create a purchase invoice

    • Error

      • In case of an error during import or further processing

  • Status Code

    • Status New corresponds to status code 100

    • Status Processed corresponds to status code 200

    • There are two codes for the error processing status

      • 400 is a soft bug

      • 300 is a hard mistake

  • Error Accepted

    • A soft error can be flagged by the user and the system does not verify this line during further processing

  • Error Message

    • The system uses to describe any errors

    • For a single line, several errors can be detected during checks. Therefore, the system uses multiple fields for the error message

  • Type of Processing

    • Fills in the system during import according to the settings on the billing interface – in the case of import, tire change = "Maintenance permission"

  • Reinvoice

    • The field is intended for the row from the data record from which the system will create a new allowance line

    • When importing, the system will add data records after searching for the financed object and the contract, or after finding the approval number, according to the service on the contract

      • Whether the Service is valid on the contract in the given period

      • Whether the Reinvoice field is not checked on the contract service

    • In the case of rows that the system will create from the data record to the allowance, the user can change the check mark, but the change must be entered before the automatic row is created, i.e. before starting the For matching function. The system then creates a line according to the user's input.

  • Amount To Reinvoice Excl. VAT

    • The field is intended for the row from the data record from which the system will create a new allowance line

    • The default value is 0. In the case of an allowance line consisting of a data record, the user can fill in the amount if he wants to re-invoice only part of the cost to the customer, but he must enter the change before creating the automatic line

  • File ID

    • Identification of the imported file is assigned during import

Note on the hidden field Orig. Maint.Approval No.

Note: The approval number is stored in two fields "Maint.Approval No" and "Orig.Main.Approval No" on the stack line when importing a data record. This is because the approval number mentioned in the data sentence would not be found, but the financed object is found and the amount corresponds to the limit on the service type. In this case, the system creates a new maintenance permission with a new approval number and writes it into the "Maint.Approval No" field. In the "Orig.Main.Approval No" field, the approval number from the import remains in case the unposted purchase invoice is deleted and the system returns the status of the batch before the invoice was created.

If there is a soft error in the batch that the user accepts, it marks the line with the error I accept error and the system skips this line during further checks. Only soft errors can be accepted.

If the error is caused by an incomplete setup, the user fills in the settings and runs the Update Rows function.

If the system creates an allowance (allowance line) automatically based on the settings based on the limit amount for the service type, it takes the last day of the month according to the Date of Taxable Supply from the data record to check the Reinvoice field whether the Service is valid. If this date is blank in the data record, the system will take the last day of the last month.

Update Rows function

When the button is pressed, Update Rows the system checks the value of the Batch status field. If the value of the field Batch status = Processed, then the message "Updating rows is not possible in the Processed status" is displayed. If the value of the field is something other than Processed, then the system goes through and checks the rows again. It does not check accepted errors, but sets the "processing status" on them to New.

It performs checks on the other lines. If the error has not already occurred in the rows, it changes the "processing status" in the batch rows to New.

If the system encounters an error (e.g. missing account settings) when creating a purchase document, it writes the error to the Buffer. Update rows Sets New to these rows as well, so that the user does not have to delete the batch after the set, but can start processing again.

A batch is ready for further processing when all rows are in processing status "New":

 Function Process

If the batch does not contain errors, or if any soft errors have been accepted, and the user has updated the rows after acceptance, then the rows are in processing status New.

The user can start the Process function.

The system rechecks the batch and accounting requirements set on "Vendor" and creates an unposted purchase invoice. It also creates any difference rows to the relevant allowances according to the approval number on the data record line.

If the data sentence contained a line that did not have an approval number, but the system found a financing contract according to the "car license plate number", the Service was on the contract and the amount on the line is within the limit set on the service type, the system will automatically create an additional maintenance permission for that amount. The settings are set according to the "Invoice Interface Template" for the given goods from the "Billing Interface Mapping" and the limit for the "Service Type" specified in the template (the settings are also written into the relevant lines of the billing interface buffer).

Allowances created automatically on the basis of a data record (e.g. tire storage) and are marked "created by batch job" (hidden field) and have a "batch number".

The number of the unposted purchase invoice is copied to the appropriate lines of the maintenance permission.

Batch processing example

On the object of OL1700112_01 (license plate number DS001GE), the user entered a SE00064 permit with approval numbers TS00024 only with a line for the purchase of tires with a purchase price of 5400,-

A data sentence for the car has arrived.

  • The approval number TS00024 contains two lines. Tires are for 5450 and there is also a Replacement.

  • The approval number TS00028 does not exist – the approval number is wrong, but the license plate number is correct

  • The last line is without an approval number, but the license plate number is correct, it traces the contract

After processing the batch, the system added approval numbers from the newly created allowances for rows 3 and 4

For line 3, the original number from the data record is hidden in the hidden "Original Approval Number" field.

In the last line, "Original approval number" is blank because it was not present in the data sentence.

Two new allowances with approval numbers TS00025 and TS00026 were created on the subject:

Two new lines have been created on the original allowance SE00064 with the approval number TS00024:

  • The line is original

  • Row is EXCHANGE from data records

  • The line is differential – the difference between the approved purchase price of 5400 CZK and the purchase price in the data record 5450,-. The difference is up to the limit on the type of service Tire

The purchase invoice number is written in the lines.

Example of deleting an unposted purchase invoice created by a batch

The purchase invoice is unposted and allows to be deleted.

Pre-Processed status has been returned to Stack Rows.

The system returned the allowance approval numbers from the original, as stated in the data sentence.

And the stack rows have a status of New - that's the status before Processing.

Automatically created rows to the original permit were also deleted.

The purchase invoice number has been removed from the allowance line.

History of processed data records

After the purchase invoice is created, the record is written to the History of Processed Sentences

Records in the history of processed sentences are only from the field of tire service. (This does not apply to fuel data sets.)

Thus, the number of the unposted purchase invoice is written both in the lines of the individual allowances to which the data record related and in the history of processed data records.

After the purchase invoice is posted, the record remains in the history.