Invoicing Fuel Card Transactions

The procedure for creating refueling transactions is described in Tankovací karty.

Invoicing Job Setup

Press Report

The system generates a report from the Invoice Printout Setup table.

The system determines which report to generate according to the Invoice Print Type on the posted invoice card.

Invoice Text and Dimensions

The text to the invoice is set in the Contract with Service Settings in the Mass Invoicing section, in the Fuel Standard Text Code field.

In the Mass Invoicing tab, the user selects the Dimension Code for mass invoicing.

No. Series

The number series for reinvoicing fuel card records is set in the Fuel Sales Invoice Numbers field in Contract with Service Setup. The Fuel Sales Credit Memo No. field is a ready-to-use field in case of further development.

A more detailed description in the Nastavení Business .

Reinvoicing without a posted purchase invoice

Boolean determines whether the invoicing job includes/excludes records that have value in the Posted Purchase Invoice No. field.

A more detailed description in the Nastavení Business .

Posting Setup

In the invoice lines, the system fills in the G/L account number from the Standard Sales Code, which is defined in the the invoicing interface for the given Fuel Card Code.

The amounts of reinvoiced records are copied from the Fuel Card Transactions table.

A description of how the value is calculated is described in Tankovací karty .

Invoice text

 The text to the invoice is set in the Contract with Service Settings in the Mass Invoicing section, in the Fuel Standard Text Code field.

In the field, there is a lookup to the Standard Text Code table, where the user creates a record with the text of the invoice for fuel invoicing.

In the Mass Invoicing tab, the user selects the Dimension Code for mass invoicing.

Settings on the customer card

On the customer card, you can set the following:

• Payment Terms Code - Fuel cards

  • This setting is used by the system when issuing sellable invoices for the Due Date field (described in PD Address Book)  

• Fuel and Maintenance Billing Method

  • The user sets up the desired invoicing for the fuel card transaction.

  • It can be: per customer/per business location of customer/per contract/per customer and calculation type/ per framework agreement, i.e. the system processes one invoice per business location or customer or etc

By business location:

The bulk job checks the business locations:

• Fuel Card Transaction Records

  • The system checks the tab. Fuel Card Transactions, Business Location No. field

• Fees

  • Checks Fuel Card Field, Business Place

Under the Customer button, option Invoice Sending Methods, you can set up structured attachments for individual customers.

A more detailed description in the Adresář .

Mass Task – Fuel Card Invoicing

Fuel card transactions are invoiced using the Mass Invoicing Fuel Cards task. When the task is completed, the system records success or failure in the Fuel Card Mass Invoicing Log.

Process

The Fuel Card Mass Invoicing task looks for records in the Fuel Card Transactions table when it runs:

• searches for records that have the Invoiced N field

• with a filter with Date From - Date To from the Invoicing Jobs dialog window and searches for a date range in the Transaction Date field in the Fuel Card Transactions table

• Filters to the customer and groups records (invoices) according to the settings on the Customer card into an unposted invoice

• The system creates an unposted invoice header in which the following is performed:

  • Customer No.

  • value in the Invoice Print Type field: Fuel

  • value in the Contract Code field: Mass in the invoice header

  • The posting date is filled from the dialog window from the Posting Date field

  • VAT Date = Fills from the dialog box from the VAT Date field

  • Due Date = Posting Date + Payment Terms Code from Customer Card

  • Currency code = remains blank regardless of customer/contract currency, invoice is always in local currency

  • Penalty Code = Penalty Code from Customer Card

  • Reminder Terms Code = Reminder Terms Code from Customer Card

• Invoice lines are filled by:

  • 1 invoice line is made for 1 buffer line. And in the buffer it is grouped after the contract, the std code. sales and VAT product posting group. I.e. transactions with the same values are merged into one buffer line, with different values new buffer rows are created. Plus a new line for the charge that's entered on the fuel card card.

• After the invoice is created, it writes the invoice number in the Fuel Card Transactions table in the Sales Invoice No. field

• Subsequently, it posts unposted invoices, i.e. a record is created in the List of Posted Invoices

  • When posting, the system checks the total amount of the invoice, if it is negative (there are negative lines from Fuel Card Transactions in the invoice), the system will not create an invoice. Failure is recorded in the Log.

• Writes the mass invoicing of fuel cards success or failure into the Log.

  • In case of failure, the system:

    •  does not create a posted invoice

    • Sends a task to the user 

The bulk task processes only the invoice document type. It does not create a credit memo.

Fuel Card Transactions

• When the invoice is posted, the system fills in the following fields in the Fuel Card Transactions table:

  • Invoice Invoiced on A fields

  • Posted Sales Invoice No.

  •  Posted Salesable Invoice Posting Date field

•  After posting, the system displays the following system message: X successfully posted invoice and unsuccessfully Y. Do you want to open the log? Y/N

  • If the user enters YES – the Fuel Card Log will open with a filter only for the records created during the job execution.

Open

A posted invoice can be credited using the standard functionality, but records in the Fuel Card Transactions table will not be changed by the Invoiced YES field, i.e. it is not possible to issue an invoice again. You need to create new records by importing fuel card transactions.

Fuel Card Mass Invoicing Log

A bulk task records the success/failure of invoicing fuel card transactions.

Failure can occur, for example, if billing, number series, dimension...

In case of failure, if the template is set in the Alert/Task Settings, the system will automatically send the task to the user, see chapter II. Automatic task sending.