User Manual - Invoice Reference

Overview

This document explains the functionality Invoice Reference field of Invoice (vendor) window. Vienna has changed it mandatory field. Because It is considered that vendor invoice always be generated with a reference of some physical or other document. To reduce the conflicts for generating multiple e-invoices, we are implementing invoice reference as mandatory field.

Invoice (Vendor)

Invoice (Vendor) shall be used to create Purchase related Invoices. Such as for Purchase of Inventory, Posting of Charge (Expenses), AP Credit Memo. Invoice could be generated from multiple ways.

Invoice

To go to Invoice (Vendor), click on Menu>>‘Invoice (Vendor) and Click on the Search Result ‘Invoice (Vendor)’

Insert the data in all the required fields.
Earlier, Invoice reference was a non-mandatory field but now onwards, it becomes mandatory to insert the data.
Data for 'Invoice reference' field cannot be same against business partner with combination of following fields: Tenant, Organization, Document Type, Business Partner, Invoice Reference and Financial Year.
Insert the data and complete the invoice.

Generate Invoice from Material Receipt

Material Receipt window is used to define the material received from the supplier against Purchase Order.

Insert the data in all the required field and complete the record.
Generate invoice by using 'Generate Invoice' button from the header. After clicking on this button, below pop up will get open.

Earlier, it was showing only invoice number field but after enhancing this process, it shows field for Invoice reference and Document type. User has to enter invoice reference manually and select the document type from the dropdown.
User needs to click on 'Ok' then it will generate the vendor invoice and insert the data in respective fields. It will generate the invoice document number as per document sequence available.
If Invoice Reference is already there with the same combination of other fields then it will throw an error and will not generate the invoice.

Counter Document

Documents allow the user to have explicit documents created when transactions occur between 2 different Organizations. User can also have specific prices for those transactions by defining the appropriate Price Lists.

To illustrate, Basically, with Counter Documents, a Sales Order for Organization A, results in a Purchase Order for Organization B. A Shipment for Organization A, results in a Material Receipt for Organization B. Finally, an Invoice (customer) for Organization A, results in a Invoice (vendor) for Organization B. The reverse is also true (Purchase Order for Organization A results in a Sales Order or Organization B, etc.)
User has to make setup records on counter document window to accomplish this type of document generation.
Earlier, system only generates vendor invoice with reference of customer invoice but now while generating AP invoice from AR invoice, system will set AR invoice document number as "Invoice reference" on AP Invoice and vice versa.
'Description' field shows [Counter Document 1002 (document number)].

Recurring

If users have a contract with a business partner where they bill the business partner on a monthly, quarterly, half-yearly or annual basis, user should use recurring feature in orders and invoices.

User needs to select 'Recurring Type' as invoice and select the 'Date next run' for generating the invoice through recurring process.
User has to fill number of 'Maximum Run'. It represents that how many times user wants to run the recurring process against same invoice.
Insert the required data and save the records.
Needs to click on 'Process Now' button to generate the invoice. System will set the selected invoice number as reference number of newly generated invoice as [Invoice number_1].

Return to Vendor

In case items are to be returned to vendor then Vendor Return feature of VIENNA Advantage can be used. Vendor Return transactions can be managed through ‘Vendor RMA’ and ‘Returns to Vendor’ windows. Return to Supplier is window use to enter details of material to be returned to the Supplier. On completion of this document system will reduce the stock from particular warehouse.

Insert the data in all the required field and complete the record.
Generate invoice by using 'Generate AP credit memo' button from the header. After clicking on this button, below pop up will get open.

Earlier, it was showing only invoice number field but after enhancing this process, it shows field for Invoice reference and Document type. User has to enter invoice reference manually and select the document type from the dropdown.
User needs to click on 'Ok' then it will generate the vendor invoice and insert the data in respective fields. It will generate the invoice document number as per document sequence available.
If Invoice Reference is already there with the same combination of other fields then it will throw an error and will not generate the invoice.