Cockpit: Supplier invoices

Topic overview

The Cockpit: Supplier invoices application is described below. This application is primarily used to query supplier invoices using their basic information, such as the supplier invoice type and number. You can use this application to obtain an overview of the supplier invoices entered.

In addition, further actions can be carried out from the application for one or more vouchers, such as transferring invoices or issuing copies of invoices.

Definitions

Supplier invoice

The supplier invoice contains a list of the amounts to be paid for items delivered or still to be delivered. The supplier invoice is an external document that can also be a credit note.

Supplementary cost invoice

Additional cost invoices are separate invoices from a supplier for additional costs that are incurred for a delivery but are not directly included in the purchase price of the individual items. These can be freight costs, insurance costs or customs costs, for example. The additional cost invoice relates to a delivery. However, it does not necessarily come from the same supplier as the delivery.

Application description

You can use the Cockpit: Supplier invoices application to get an overview of all or selected supplier invoices. Further processing options are also available:

  • Display of the voucher chain for a single voucher.
  • Switch via the document number to the Supplier invoices application for further processing of the document.
  • Execution of application-related actions.

The application consists of a query pane and a work pane.

Query pane

This pane cotains metadata and must not be deleted. Query fields are stored in the query pane. As a rule, the most important query fields are already present. However, the number of query fields and their placement can vary.

The query pane is saved per view. You can determine which query fields are displayed. To do this, select the desired query fields from a list of fields. The description of the query fields can usually be found in the direct help.

Some query fields are documented below. If additional fields are added, you will find their description in the help document for the relevant application.

  • Supplier invoice type – select one or more supplier invoice types as search characteristics in this field if required.
  • Supplier invoice number – use this field to narrow down the supplier invoices you are looking for using one or more numbers.
  • Date of receipt – in this field, enter a time or period as a search criterion for when a supplier invoice was entered.
  • Posting number – enter a booking number as a search feature in this field.
  • Status – if required, select the status(es) of the supplier invoices you are looking for in this field. You can select one, several, or all of the following statuses as search characteristics:
    • General status:
      • Released
      • Completed
      • Canceled
      • Invalid
    • Pending items status:
      • Not transferred
      • Transfer
      • Paind in part
      • Paid in full
      • Canceled
        Note
        Only supplier invoices that have one of the following statuses and have not yet been transferred are transferred to financial accounting:
        • done
        • canceled
  • Invoicing party – if required, select an invoice issuer as a search feature here. To do this, use the biller’s identification. An invoicing party is a partner in the partner function vendor and at the same time a vendor for financial accounting.
  • Employee responsible – if required, select the employee responsible for a supplier invoice by entering a partner number.
  • Payment terms – if required, enter a payment term as a search criterion in this field. Terms of payment are mainly used for accounts receivable and accounts payable accounting. The most important data for the terms of payment are:
    • the net due date of an invoice,
    • discount periods,
    • discount percentages.
      Payment terms are recorded in the application of the same name in the Base group
  • Payment method – select a payment type as a search feature in this field. A payment method is agreed with a partner that determines how payment for services rendered is made, for example, in cash or by direct debit. Payment types are recorded in the application of the same name in the Base framework.
  • External voucher – select an external document as a search characteristic in this search field. You can also use a search query to determine several external documents, e.g., using the invoice numbers of suppliers. You receive external vouchers from a business partner. These documents can form the basis for a business transaction. An external document contains an external document number and an external document date for identification purposes.
  • External voucher date – use the calendar function to select an external document date as a search feature. The external document date is part of the external document.
  • Posting date – enter a posting date or a period for the selection of supplier invoices in this field. You can specify the time or period using the input template for this field.
  • Total amount (voucher currency) – if required, enter one or more total amounts as search criteria in this field. The currency can also be specified.
  • Total amount (primary currency) – if required, enter one or more total amounts as search characteristics in this field. The leading currency is displayed automatically.
  • Payment block – specify as a search characteristic whether a payment block exists for the supplier invoice. The following options are available:
    • yes
    • no
    • ignore
  • Firm – select a company as a search criterion in this field. Enter the partner number of the company.
  • Deletion marker – select the supplier invoices using the deletion indicator:
    • All
    • Marked as deleted
    • Not marked for deletion

    • Once you have entered the search criteria, you can perform the search using the [Refresh] button. The system will now determine all supplier invoices that match the search criteria.

    Search details

    In addition to the main search with the query characteristics in the query pane, detailed searches can also be used. Detailed searches can be combined with the main search so that both the query characteristics from the query pane and the query characteristics of the detailed search are evaluated as an AND link. A checkbox is available in the section line of the detailed search for combining. A separate button is available for each detailed search so that corresponding results can also be displayed in the work pane. If this button is activated, an additional heading line appears in the work pane with the corresponding detailed information.

    The following detailed searches are available:

    • Purchase order information
    • Distribution order information
    • Sales order information

    As a rule, the most important query fields are already available. You can determine yourself which query fields are displayed. To do this, select the desired query fields from a list of fields. The description of the query fields can usually be found in the direct help. If necessary, use the input help for the query field.

    Work pane: Default view

    A table is available in the work pane in which the supplier invoices are displayed. You can determine yourself which information is displayed for an invoice. Several views can be created to view the supplier invoices in different ways with different information.

    All the main table columns in this view are described below. If additional columns are added, you will find their description in the help document for the relevant application:

    • Selection – the column contains checkboxes. If you select the checkboxes, you select the supplier invoices of the rows for an action. The actions button can be used, for example, to start the action for transfer to financial accounting.
    • Supplier invoice type – the supplier invoice type is used together with the supplier invoice number to identify the supplier invoice.
    • Supplier invoice number – the supplier invoice number is used together with the supplier invoice type to identify the supplier invoice.
    • Posting number – the booking number of the supplier invoice is displayed.
    • Invoicing party – the invoicing party according to the supplier invoice is displayed.
    • Employee responsible – the employee responsible for the supplier invoice is displayed.
    • Date of receipt – the invoice date according to the supplier invoice is displayed.
    • Posting date – the date in this column shows the posting date of the invoice transfer.
    • Payment terms – the payment term according to the supplier invoice is displayed.
    • Payment method – the payment type according to the supplier invoice is displayed.
    • Total amount (voucher currency) – the amount of the entire supplier invoice is displayed in the document currency. The total value of the document currency is calculated from the sum of the net values of the invoice items.
    • Tax amount (document currency) – the tax amount of the supplier invoice is displayed in the document currency. The total value is calculated from the sum of the tax amounts of the corresponding invoice items.
    • Total amount (primary currency) – the amount of the entire supplier invoice is displayed here in the leading currency. The total value is the sum of the net values of the invoice items.
    • Tax amount (primary currency) – the tax amount of the supplier invoice is displayed in the lead currency. The total value is the sum of the tax amounts of the corresponding invoice items.
    • Status – the status of the supplier invoices is displayed.
    • Deletion marker – if the document base has a deletion indicator for the reorganization, this is displayed.
    Columns of the detailed search Purchase order information

    If you activate the [Purchase order information] button, additional columns with procurement order information are displayed.

    The columns in detail:

    • Purchase order type – the type of procurement contract.
    • Purchase order number – the number of the procurement order.
    • Supplier – the supplier selected in the displayed procurement order is displayed here.
    • Creation date – this column shows the date on which the procurement order was entered.
    • Employee responsible – this column contains the responsible employee who has been assigned to the respective procurement order.
    • Total net amount (voucher currency) – the total amount of the procurement order is displayed here in the document currency.
    • Total net amount (primary currency) – the total amount of the procurement order is displayed here in the lead currency.
    Columns of the detailed search Distribution order information

    If you activate the [Distribution order information] button, additional columns with distribution order information are displayed.

    The columns in detail:

    • Distribution order type – the type of distribution order.
    • Distribution order number – the number of the distribution order.
    • Supplier – the supplier selected in the displayed distribution order is displayed here.
    • Creation date – this column shows the date on which the distribution order was entered.
    • Employee responsible – this column contains the responsible employee who has been assigned to the respective distribution order.
    • Total net amount (document currency) – the total amount of the distribution order is displayed here in the document currency.
    • Total net amount (primary currency) – the total amount of the distribution order is displayed here in the lead currency.
    Columns of the detailed search Sales order information

    If you activate the [Sales order information] button, additional columns with sales order information are displayed.

    The columns in detail:

    • Sales order type – the type of sales order.
    • Sales order number – the number of the sales order.
    • Supplier – the supplier selected in the displayed sales order is displayed here.
    • Creation date – this column shows the date on which the sales order was entered.
    • Employee responsible – this column contains the responsible employee who has been assigned to the respective sales order.
    • Total net amount (document currency) – the total amount of the sales order is displayed here in the document currency.
    • Total net amount (primary currency) – the total amount of the sales order is displayed here in the lead currency.

    The following application-related actions are available in the Cockpit: Supplier invoices application:

    Application in the Purchase framework:

    • Action: Output supplier invoices
    • Action: Transfer invoices

    Application in the Accounting framework

    • Action: Transfer invoices
    Action: Output supplier invoices

    In the Cockpit: Supplier invoices application, you can select displayed invoices and output them with this action.

    Action: Transfer invoices

    You can use the Transfer supplier invoices action to transfer invoices to financial accounting. If you select the action, a dialog box opens in which you can select which date is to be used as the posting date and you can choose whether the transfer should take place as background processing.

    Supplier invoices require the following status when they are transferred to financial accounting:

    • General status
    • Completed,
    • Transferred
    • Not transferred.

    Status

    In the Cockpit: Supplier invoices application, the statuses of supplier invoices are displayed in the list in the work pane. The status information of the invoices forms an additional information element. You can use the status to find out about the current processing status of the invoices.

    Each voucher has a voucher status. In addition to this status, each line item also has its own status. The document status combines the statuses of the individual items, if applicable.

    Status information in the Cockpit: Supplier invoices application

    You can use the statuses in this application in the field of the same name in the query pane as a search feature. If you select a specific status, the supplier invoices corresponding to the selected status are listed in the workspace.

    The following statuses of supplier invoices are displayed:

    General status Status of open items
    ·        Released

    ·        Completed

    ·        Canceled

    ·        Invalid

    		 ·        Not transferred

    ·        Transferred

    ·        Partially paid

    ·        Paid in full

    ·        Canceled

    Customizing

    No settings need to be defined for the Cockpit: Supplier invoices application in the Customizing application.

    Business Entities

    The following business entity is relevant for the Cockpit: Supplier invoices application, which you use, for example, to

    • to assign authorizations,
    • Set up activity definitions or
    • import or export data.

    Supplier invoice

    com.cisag.app.purchasing.obj.SupplierInvoice

    The business entity belongs to the following business entity group:

    com.cisag.app.purchasing.OrderData

    Authorizations

    Authorizations can be assigned both with the help of authorization roles and by assigning an organization. The authorization concept can be found in the article Authorizations.

    Special capabilities

    There are no special capabilities for the Cockpit: Supplier invoices application.

    Organizational assignments

    Organizational structures are used to control which data is visible, usable or editable. To do this, the Content-related authorizations function must be activated in the Customizing application.

    In order for the Cockpit: Supplier invoices application to be displayed to a person in the Procurement framework in the user menu, they must be assigned to an organization that is integrated into one of the following organizational structures:

    • Purchasing

    In order for the Cockpit: Supplier invoices application to be displayed to a person in the Accounting framework in the user menu, they must be assigned to an organization that is integrated into one of the following organizational structures:

    • Firm

    For a person to be able to query and process data in the Cockpit: Supplier invoices application, they must

    • the organization assigned to it must be entered in the Authorizations table in the Supplier invoice types application,
    • with the help of an authorization role
    • the Open capability must be permitted for the Supplier invoices application,
    • the capability for the supplier invoice business entity must be permitted.

    Further information on the Authorizations table and an overview of the content-related authorizations can be found in the Content-related authorizations article.

    Special features

    There are no special features for the Cockpit: Supplier invoices application.

    Authorizations for business partners

    The Cockpit: Supplier invoices application in the Procurement framework is released for business partners of the Supplier type.

    The Cockpit: Supplier invoices application in the Accounting framework is not released for business partners.

     

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