Setup of mass invoicing of instalments with services
Mass Document Numbers
Mass Invoice/Credit Memo numeric series are set up in Contract with Service Setup. The settings described in PD https://iao.atlassian.net/wiki/x/WYFSB and https://iao.atlassian.net/wiki/x/B4BJB .
In Contract with Service Settings, numeric hints are set for:
Mass Invoice for Payments
A manual posted credit memo for a payment from a payment calendar (a credit memo that is posted immediately)
Mass Payment Credit Memo
On the Financing Models, the following settings are set:
Document numbering method
Numeric series for manually posting a payment from T.C.
Check for the difference between the payment calendar and invoice lines
When posting by batch task, the system checks the amount of the payment (individual fields) and the OneCore posting settings. If it finds a difference (posting settings are missing, or posting settings are duplicated), it posts the difference to the set account in Contract with Service Settings, as well as to invoice lines. The amount of the payment in the payment calendar will be equal to the Total Value in the invoice.
Description in Business Setup .
Contract Dimension Value
Value Dimension 2 for a mass invoice that can contain multiple contracts.
This dimension is used on the posted invoice header for the accounts receivable (Customer Ledger Entry) account.
On the lines of the posted invoice, there are posted contract numbers in the dimension.
The dimension value for Dimension 2 (Contract) is selected from the Dimension Values code list
If the dimension is set to customer.
At the same time, on the contract.
The Mass Task fulfills the 1st global dimension set on the customer when selecting the Invoicing Method Bulk for... (all mass invoicing).
Non-global dimensions are populated from the customer.
Setting Texts and Text Variables
A description of the setting of text in invoice lines is described in Financial settings in the section Standard Text And Extended Text and Standard Text Variables
Customer Card
On the customer card, under the Customer option, the Invoice Sending Methods button sets how the system should send posted invoices in bulk, what structured attachments should be attached.
The bulk task looks for the value Payment in the Invoicing Type field, then automatically sends and suspends the invoice according to the set values.
Detailed description in the Address book .
Maturity date
On the customer card, on the Operative leasing tab, the following is set:
Maturity date
The system calculates Document Date + Payment Terms Code (10)
Payment Billing Method
The setting determines how each invoiced payment will be combined into each invoice.
The values of the field are:
Separately for a contract
During invoicing, one invoice is created separately for each contract and one payment
The system creates one invoice for one installment.
Invoice in header has flag Mass NO
There is a contract number in the dimension on the invoice header
In the payment calendar, in the Mass invoice after invoicing field, it will be NO
Collectively for a contract
When invoicing, one invoice is created for each contract, which can include multiple payments of the contract that fall within the period specified when mass invoicing was started
Collectively for Customer
Invoicing creates one invoice for each customer, which contains payments from all of that customer's contracts
Collectively for a business location
During invoicing, the customer's contracts according to the customer's Business Place No. are accumulated in the invoice. This business location is listed on the Financing Contract under the Customer tab. If the business location is not filled in on the contract, these contracts are accumulated in a separate invoice.
Collectively for Customer and Calc. Type (open/closed)
During invoicing, the customer's contracts are accumulated in the invoice according to the Calculation Type specified in the Financing Contract. The type of calculation is transferred from the Financing Product
Collectively for a framework agreement
the invoice accumulates the customer's contracts according to the Framework Agreement No., which are specified in the Financing Contract
For all these settings at the same time, only contracts in the same currency are always included in the invoice. If the customer has contracts in different currencies, invoices are created for each currency separately.
Report/Automatic Invoice Sending Setup
The task after posting, if the conditions are met, automatically sends invoices with attachments according to the settings. Detail description is in chapter https://iao.atlassian.net/wiki/x/ZYCsB .
Invoicing Task Post Financing Payments with Services
!!! When calculating the payment schedule, the system checks the completion of all posting groups in the payment calendars for services, insurance, and customer (total payment calendar). If there is no posting group, the system will not calculate the payment schedule, it will display a message to the User when activating the contract or calculating the payment schedule. If the combination of posting groups for VAT calculation is not in the VAT posting setup, the system will not post the invoice, it will display a message to the User.
The Post Financing Payments (with Services) task is used for mass payment posting.
The task is located in the OneCore – Financing (All products) Role Center, on the Actions tab > Invoicing, but it can be searched through the main search (magnifying glass in the top bar on the right).
The job handles contracts that:
marked Financing with services = YES
This designation is transferred to the contract when it is created from the Financing Product Type
Posting from the payment calendar is enabled in the Detailed status of the posted contract
Contracts are not included in the task:
A change copy exists or a contract is a change copy.
It is also not possible to charge from the Financing Contract Variant.
The selection of contracts included in processing may be further limited by the user filter.
After running the Post Financing Instalments (with services) job, the system opens a dialog window that has the Options and Advanced tabs and also contains filters on the Customer, header and lines of the Financing Contract.
Required fields:
On the Options tab, you can enter the Posting Date and VAT Date that the task inserts into the invoice. When you run a job, the system prompts you a work date that you can override.
Posting Date and VAT DAte are required fields, if they are not filled, task ends with an error message.
On the Filter: Financing Contract Lines tab, the user selects the period (Posting date of payments) that he wants to post (e.g. From 1.3.2022..31.3.2022). The User can enter a specific Posting date of the instalment (e.g. 1.3.2022) or a period "to date" (e.g. 31.03.22) or "from date" (e.g. 01.03.22..)
If the period is not specified, an error message will be displayed when the task runs.
Optional fields:
On the Options tab, click the Print Invoices select or post invoices should be pushed out at the same time when posting installments.
On the Filter: Customer tab, it is possible to filter contract payments for specific customers. The user can use the preset filter for Customer No. and Payment Billing Method, but it is also possible to add other fields from the Customer Card to the filter.
On the Filter: Financing Contract Header tab, it is possible to filter specifically Financing Contracts. The user can use the preset filter on Financing Contract No., Calculation Type and Framework Contract No., but it is possible to add other fields from the Financing Contract to the filter.
The user has the option to start the task:
Via the planner, namely:
The user fills in all mandatory filters in the dialog for entering the task
Subsequently, via Schedule n buttonIt will build:
Earliest Start Date/Time
after Confirm OK, the system creates a record in Job Queue Entries that has the status Ready and waits for the start time
When a task starts, the system identifies that the task is not running on the user environment (by the user), it runs the background task. The task will be modified so that the questions:
Delete all change copies? - system conforms to YES
Do you want to start posting payments? - system conforms to YES
and runs the invoicing job through the scheduler, so the executed tasks are no longer dependent on the user.
After Successful When the job is completed, the system writes a record of success to the Job Queue Log Entries, as well as the duration of the entire job.
At Failed While the job is running, the system writes an error to the record, changing Status=Error.
In Log Entries, the user can see the reason for the error.
The user has the option to interrupt Entering a job from the Job Queue Entries overview, or from the card using the Set On Hold button. When the button is triggered, the status of the card in the Status field switches from Ready to On Hold.
On the user interface
After the invoicing starts, fill in the dialog window, confirm with the OK to open a window
Invoices the lines of the contract payment calendars corresponding to the specified period and filters, namely:
Flirts the customer's contracts that have the flag:
Financing with services=A,
Calculation variant=N,
Payment Calendar Is Tax Document = A
It goes through contract by contract and on each:
If det. the contract status does not have a value of Yes in any of the fields Allow Posting from Payment from Thr, Allow Posting of Increased Prepayment, Allow Partial Credit Posting, the contract is skipped and not processed
flirts the lines of the contract – the filter for the posting date was entered by the user during the launch, then it is filtered to Type=Payment, Posted=No
If on the det. The contract status does not Allow Posting from GA, so :
if Allow Down Payment Posting=Yes, then it will run the filter on contract lines to process only lines with flag Line with down payment=Yes
if Allow Partial Credit Posting=Yes, then it will run a filter on contract lines to process only lines with flag Partial Credit Memo=Yes
Row processing :
Rows are posted directly, there is no grouping in this branch
Individual line and buffer postings are logged into the posting error log. Sending an e-mail with attachments is also logged separately.
Flirts the customer's contracts that have:
flag Financing with services=A,
Calculation variant=N,
Payment calendar is tax document=N,
Contract Status = Active, Change Copy, Terminated, Settled
It goes through contract by contract and on each:
deletes the Change Copy, if it exists
If det. the contract status does not have a value of Yes in any of the fields Allow Posting from Payment from Thr, Allow Posting of Increased Prepayment, Allow Partial Credit Posting, the contract is skipped and not processed
if the conditions for contract extension are met (Estimated termination date<=first day of month of the entered Posting Date, the model has the flag Automatic Contract Renewal=Yes and the object has blank Object Return Date), it will call Contract Extension Function
Contract Extension Feature the last row in the Payment Calendar is searched. It then checks the value on the Contract Extension card.
If it is NO, the system copies the last posted payment with the flag Contract Extension=NO,
If Contract Extension=YES is on the contract header, the system copies the last created payment with the Contract Extension=YES flag.
flirts the lines of the contract – the filter for the posting date was entered by the user during the launch, then it is filtered to Type=Payment, Posted=No
if there is no Enable Posting from T&Cs on the Det. Contract Status, then :
if Allow Down Payment Posting=Yes, then it will run the filter on contract lines to process only lines with flag Line with down payment=Yes
If it is Allow Partial Credit Posting=Yes, so it runs the filter on the contract lines to process only the lines with the flag Partial Credit=Yes
Row processing :
If the line has flag Recalculation Settlement=A or Partial Credit=A and at the same time Amount on Line < 0, the line is charged immediately (just as if it were billed manually). Posting RS, PC line from payment calendar see lower in description.
If the previous point is not met, the values from the row are written to the buffer
If it's up to the customer in the Payment Billing Method=Separately for contracts, the buffer is charged immediately after filling with one line (an individual sales invoice is created), otherwise, the buffer is gradually filled with rows of all contracts of the given customer and is charged by the buffer posting task only after all the customer's contracts have passed.
When posting the buffer, the value of the field Method of invoicing payments from the Customer is taken into account. According to this value, grouping occurs and one or more invoices are created, i.e. e.g. if the grouping of invoices per customer is set. The customer has 20 contracts that match the filter. The task gradually goes through 20 contracts, in case it finds out that the necessary settings (number series, dimensions, etc.) are missing for posting, it does not post any invoice and the failure is recorded in the Posting Log. If there is no setting for sending invoices, the system will post the invoice and the failure will be recorded in the Posting Log.
The invoice is created, the lines are filled in according to the OneCore Posting Setup and posted. If set, they will also generate attachments after posting and send an email with them.
When filling lines into invoice lines, the system searches for posting in OneCore Posting Settings (https://iao.atlassian.net/wiki/x/UwBXB ).
If is in the Service Contract Settings field Check for Billing Invoicing Difference:
NO (in Service Contract Setup, in the Check for Billing Invoicing Difference field)
The system fills the invoice lines according to the OneCore posting settings for the given posting group. If the settings are missing, the invoice for the customer is not posted, the system writes the failure to the Posting Log and moves on to the next customer.
YES as well as the role of Post Financing Payment with service:
Rolls over contract payment calendars that match the filter specified in the dialog box when the task is run.
for field group: No. 1 group: Principal, Interest The system looks for the corresponding line in OneCore Posting Settings. The sum of the found values from the payment calendar for group No. 1 must be equal to the prepared invoice line. If the difference is positive or negative, it will create an invoice line for group 1. The line will be filled:
Account: from settings (same account for all groups)
VAT: from settings (same settings for all groups)
A value with a different value (positive or negative)
For field group: No. 2 group: insurance searches for the corresponding row in OneCore Posting Settings. The sum of the found values from the payment calendar for group No. 2 must be equal to the prepared invoice lines. If the difference is positive or negative, the system creates an invoice line for group 2
The row will be filled in the same way as for group No. 1 flax with the difference value
For field group: No. 3 group– services searches for the corresponding line in the Posting setup. The sum of the found values from the payment calendar for group No. 3 must be equal to the prepared invoice line. If the difference is positive or negative, the system creates an invoice line for group 3
The row will be filled in the same way as for group No. 1 flax with a value difference. Vid example no. 1 below.
During Processing Payments flagged with RS (non-calculation line), PC (partial credit note upon returning the vehicle) = YES :
If the amount is negative, the system checks in the Contract with Service Setup field Do not post credit memo from payment calendar, when it is:
YES
The system creates a non-posted credit memo
Original Invoice No. on the PC line, the system fills into the line of the unposted credit memo
NO
Creates a posted individual credit memo.
The numbering of the document is according to the settings on the Contract Model.
When creating a partial credit memo, the system populates the fields in the payment calendar – Applies to Document No. with the document with which the last payment was posted and the credit memo is created from it.
The header of the credit memo will be filled with the original document number, if it is a mass invoice (from which the PC line was created):
Closed, i.e. not open, the system will not fill in the Type and No. of Applies-to Credit Memo document.
It is open, the system fills in the Type and number of the settlement document on the credit memo.
When posting, the system checks: The sum of all items (principal, interest, insurance, services, VAT to principal, VAT interest, VAT insurance, VAT services) minus Amount including VAT = result must be 0.
If the sum is not 0, the system writes an error message: "Row balance is not settled LC No. ...: 10181113 Row type: Payment Regular number: 1910"
After posting the invoice, the table on the Customer card checks the Customer's Invoice Sending Method, where it searches for Invoicing Type: Payment, Document Type: depending on whether it is an invoice or a credit note. Generates an external structured attachment and the name of the attachment from the given line, as long as it is specified
After creating attachments, whether they are set on the customer to send, it takes into account the settings in the Invoicing Print Settings, where it searches for the report for the document, the body of the mail, the subject and the Job responsiibility.
After posting as an aj after sending, success or failure is recorded in the Posting Log
The system also changes the value of the Reference Date field in the contract header to the current system date.
When the invoicing job ends, the system opens a message about X successful and Y unsuccessful posting of invoices. You wish to open the Posting Log. If you select Yes, the Posting Log opens with a filter on the records created during the job run.
After posting a mass invoice for payments, the system writes the following into the payment calendar:
Posting Date
VAT Date
Due Date
After sending, if the customer card was set in the field Mass Sending Sale Documents = Mass Invoice is:
Invoice
On the
Document Status: Complete
Sending Status – Mail: Sent
In the appendices
An attachment with an attachment type of Sales Invoice
Structured attachment if it has been set up on the customer card
Example 1: Posting the difference between a payment calendar and invoice lines
If there is a difference in group 1 (principal, interest), group 2 (insurance), group 3 (services) 3 lines would be created in the invoice lines, which would be posted to the same account, with the same VAT (one setting for all groups).
Contract with Service Setup
Change OC Posting Settings
If the system finds a difference, it will display a system message (when manually posting an installment from a payment calendar)
The invoice has been posted.
The system also changes the value of the Reference Date field in the contract header to the current system date.
Contracts that are in detailed status, which have in Tab. Detailed contract statuses in the Post Partial Credit Memo YES field (PC line).
In the function on Mass posting, it has been added - if det. The contract status has the flag Allow Posting from Payment Cal = N and Allow Down Payment Posting = A, the rows are filtered to those with the flag Down Payment = A. Similarly, the combination of Allow Posting from Payment Cal = N and Allow Posting Partial Credit = A will run the filter on lines where Partial Credit Memo = A.
If it also finds contracts, the job searches for records matching the filter specified when the job was run.
Creates a posted individual credit memo that is numbered according to the settings on the Contract Model. Automatically sends according to the settings on the Customer card. When sending only for credit memos, it does not check the condition of filling in the External Order Number.
When sending, it takes into account the settings in the Invoicing Print Settings, where it searches for a report for the document, email body, subject and Job responsiibility.
Subsequently, he checks the table on the Customer card Method of sending customer invoices, where he searches for Invoicing Type: Payment, Document Type: depending on whether it is an invoice or credit note. Generates an external structured attachment and the name of the attachment from the given line, when it is specified.
Once shipped, it has:
Invoice
On the
Document Status: Complete
Sending Status – Mail: Sent
In the appendices
An attachment with an attachment type of Sales Invoice
Structured attachment, ak bola nastavená na karty karty
Credit note
On the
Document Status: Complete
Sending Status – Mail: Sent
In the appendices:
An attachment with an attachment type of Sales Credit Memo
Structured attachment if it has been set up on the customer card
An e-mail with an invoice and a separate credit note will be sent to the e-mail.
At the end of the invoicing task, the system opens a message about X successfully and Y unsuccessfully posted invoices. You wish to open the Posting Log. If you select Yes, the Posting Log will open with a filter for records created during the job run.
Posting Error Log
The system writes the posting result to the Posting Error Log, which can be opened from the menu (Actions> Invoicing> Posting Error Log)
The log contains the following information: who started the task, method of invoicing payments, customer number, date and time of invoicing and result of invoicing (Success - the invoice was posted, Error - invoicing ended on an error and the invoice was not generated).
If bulk invoicing ended in an error and an invoice wasn't generated, you need to fix the errors and rerun invoicing.
More detail description is in chapter https://iao.atlassian.net/wiki/x/NwKuB
Posted Bulk Sales Invoice for Installments
If invoicing is successful, one or more posted Sales Invoices will be generated, depending on the customer's invoicing type that is set.
Filling in the individual fields on the invoice header depends on the invoicing method used.
If the instalments were invoiced "in bulk" (for a contract, for a customer, for a business location, for a type of calculation, for a framework agreement), the data is filled in as follows:
Number
The invoice number is always assigned from the number series set in the Mass Invoice No. (3005) field. The invoice number will be written into the payment schedule.
Document Date
Workdate is used for the invoice issue. The work date can be manually changed by the user in the My Settings window.
Posting Date
The date is common for all payments included in the invoice, so the Posting date from the payment calendars cannot be used. Therefore, the task applies the Posting date specified by the user in the dialog box when the mass invoicing is run.
If the user has entered a date in the dialog window in a period that is already closed for posting, the task automatically shifts the Posting date to the first day of the open posted period. Posting Date Shift must be enabled in the OneCore Setup window, field Shift Posting Date of Sales Invoice To Open Period = YES.
The posting date in the payment calendar will be written.
VAT Date
The VAT date specified by the user in the task dialog box is used. If the entered date falls within the already closed VAT period, it is not possible to issue an invoice. The user must either enter a different date or open the VAT period.
The VAT date in the payment calendar is not recorded.
Maturity date
The due date from payments in payment calendars is not applied (only when setting on the customer card Invoice method: Separately for the contract), but the task calculates this date with the standard function from the Document Date and the Payment Terms Code that is set on the customer card.
The due date from the invoice is written to a line in the payment calendar.
Reason Code
The reason code is completed according to the settings in the Reason Code Setup window in Financing
The reason code on the posted sales invoice is non-editable and cannot be changed by the user.
Invoice Details Tab
At mass Invoicing, data from Customer cards, if applicable, from a master agreement, the information given in the Financing Contract does not apply. On the Invoice Details FastTab, these fields are Payment Terms Code (has an effect on the calculation of the Due Date), Payment Method Code, VAT Bus. Posting Group (has an impact on taxation) and Customer Posting Group (has an effect on the posting of the receivable)
Field Currency Code It is responsible for the currency of the contract. Only contracts in the same currency can be included in the invoice.
Afield Contract Code (Global Dimension 2) does not populate a specific contract, but the system uses the replacement dimension according to the Service Contract Setup.
To press the invoice, the fields are filled in Invoice Print Type = Payment. According to this type, the system selects Invoicing Printout Settings, described in Chapter II. Print and send saleable documents.
In bulk invoicing, fields that are not visible to the user on the invoice are also filled in. This is an array of Mass invoicing and Customer Business Place No..
For mass invoicing, the Mass Invoicing field is set to Yes, and for separate invoicing for contracts, the value is set to No.
The customer's business location number is filled in only if mass invoicing for the customer's business locations has passed. In this case, the common Business Place from the Financing Contracts is filled in this field.
Payments tab
On the Payments tab, the system inserts the bank account set up in the Company Information window.
Variable Symbol is always generated from the Invoice No. for mass invoicing, it is not possible to use the contract number (according to the settings), as is the case with invoicing separately for the contract.
Rows Tab
The Description from the set Standard Sales Code is transferred to the first line and the Text from the Extended Text lines is transferred to the next lines. In the text, it is possible to set variables from tables according to a set scheme of variables, which the invoicing task will automatically complete.
Bills For posting of individual components of the payment, they are set in the OneCore Posting Settings table, where the descriptions of the lines that are filled into the invoice are also set. In the description, it is possible to set variables, e.g. Posted Contract Number.
Sums are transferred from the payment calendars of the posted contract, as well as VAT Product Posting Groups.
Global Dimension (Contract Code, Centre Code) are for lines on which the financial account is filled in, transferred from the Financing Contract.
Other non-global dimensions transferred from the contract are available by the Dimensions button on the Lines tab.
The task according to the settings in OneCore Settings, the VAT Rounding Code field and the Rounding setting on the Contract Model and under the General Ledger Total Payment Setup creates rounding lines for the contract in the invoice lines.
Customer Balance
When you post an invoice, a Customer Ledger Entry is created on the balance in the total amount of the invoice. In the Contract Code dimension, the dimension from the invoice header is populated. At the same time, this receivable is marked Mass Invoicing = Yes.
Changes in the payment schedule
After posting the payment, the following data are updated in the payment calendar: Posting Date, VAT Date, Due Date, Document No., Mass invoice =Y, Posted =Y
After cancelling a payment (invoice), the following appears in the line of the payment calendar:
Deletes Document No.
If there was a mass invoice, so in the field Mass invoice = NO
Posted = NO
Cancel = YES
Scheduler
The task can be run via the scheduler.