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| Getting Started with IMOS Documentation |
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| Getting Started with IMOS Documentation |
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IMOS implements a specific invoice numbering process, which is highly configurable. It is important to evaluate all the options to align IMOS with your organization's invoice numbering requirements.
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These characteristics are used in describing the different configuration options below:
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Default Configuration Behavior
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This configuration does not lock the Invoice Number field the same way the AR invoice number field is locked. A user can still manually enter an AP invoice number. Once entered, the invoice number may be overridden until the invoice is approved as part of the approvals workflow.
This flag will also naturally create uniqueness for the invoice number, but only if the end user does not override the generated number.
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- In general, an invoice cannot be saved if it has the same invoice number as another invoice for the same vendor.
- IMOS will check against Operations invoices, which are invoices that are status Pending, Actual, or Posted.
- When an AP invoice is set to status Actual on the Voyage Other Revenue/Expenses form, IMOS will check if the invoice number is already in use for the vendor.
- If an invoice number is manually entered on the Profit Share Distribution form, IMOS will check if the invoice number is already in use for the vendor when the user clicks
. - When an AP invoice is entered directly on the Transaction Data Entry form, IMOS will check if the invoice number is already in use for the vendor when the user clicks
Image Removed
Image Added. - When any AP or AR invoice reaches Posting stage, IMOS will check if that invoice number is already in use for that vendor when the user clicks Image RemovedImage Added.
- When an invoice is reversed, a new Invoice Number is generated:
- For AR invoices, that is the next number in the available set.
- For AP invoices, by default, -R is appended to the invoice number to make it unique (controlled by configuration flag CFGAppendRToReversalInvoiceNumber).
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- In general, an invoice cannot be posted if another posted invoice with the same invoice number for the same vendor already exists.
- When an invoice is entered directly on the Transaction Data Entry form, IMOS will check if the invoice number is already in use for the vendor when the user clicks Image RemovedImage Added.
- When an invoice reaches Posting stage, IMOS will check if that invoice number is already in use for that vendor when the user clicks Image RemovedImage Added.
- When an invoice is reversed, a new Invoice Number is generated that is the next number in the sequence (depending on whether you are using default numbering or numbering by company).
- If the Invoice Number is manually entered (as is the case in the default AP numbering scheme), -R is appended to the invoice number to make it unique.
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- AR: The AR number set specifies the available invoice numbers for all Accounts Receivable invoices.
- ARREV: The ARREV number set specifies the available invoice numbers for reversal transactions of AR invoices; if no ARREV is specified, IMOS will default to the next available AR invoice number.
- AP*: The AP number set specifies the available invoice number for all Accounts Payable invoices; to leverage this feature completely, enable CFGAutoNumberPayables.
- APREV*: The APREV number set specifies the available invoice numbers for reversal transactions of AP invoices; if no APREV is specified, IMOS will default to the next available AP invoice number.
- DA: The DA number set specifies the available invoice numbers for Port Expense invoice types, but only when imported from an external system such as DA-Desk. A DA created directly in IMOS will use the AP invoice number set.
- XOTH: The XOTH number set specifies the available invoice numbers for XOTH invoice types.
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| title | Related Configuration Flags |
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Download a List View file for the below configuration flags. This list view was built using IMOS 7.10, but may import into both older and new versions of IMOS. : Configuration Flag List View - Invoice Numbering - 7.10.xml.zip | Name/Flag | Description |
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Enable Document Numbers
CFGEnableDocumentNumbers | Enables Document Numbers functionality, which includes support for AP invoices. With document numbers enabled, the <docNo> tag in the release XML for payables will populate basis the designated numeric range as specified in the Financials setup. | Doc No Table Scan
CFGDocNoTableScan | If an unposted invoice is deleted, the Document Number assigned as its invoice number must be reused. This is needed in order to comply with Finnish law. CFGEnableDocumentNumbers must be enabled and configured in Financials. | Check Duplicate Invoice No in Operations
CFGCheckDuplicateInvNoInOps | Controls validation of invoice numbers for invoices created on the Voyage Other Revenues and Expenses, Profit Share Distribution, or Transaction Data Entry form. The available options are: - N = No validation.
- Y = No duplicate numbers allowed for the same vendor. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor.
- A = No duplicate numbers allowed for the same vendor within the same Account Period. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor in the same Account Period.
When auto-numbering invoices: - If neither CFGCheckDuplicateInvNoInOps nor CFGCheckDuplicateInvNoInAct is enabled, invoice auto-numbering considers only AP invoices when auto-numbering an AP invoice, or only AR invoices when auto-numbering an AR invoice.
- If either CFGCheckDuplicateInvNoInOps or CFGCheckDuplicateInvNoInAct is set to either Y or A, invoice auto-numbering considers both AP and AR invoice numbers.
| Append R to Reversal Invoice Number
CFGAppendRToReversalInvoiceNumber | When enabled with CFGCheckDuplicateInvNoInAct, adds -R to the end of the invoice number of a reversed AP invoice. When disabled, the reversed AP invoice number remains the same as the original. | Check Duplicate Invoice No in
CFGCheckDuplicateInvNoInAct | Controls validation of invoice numbers at the time of posting for financial invoices originally created on the Voyage Other Revenues and Expenses or Transaction Data Entry form. The available options are: - N = No validation.
- Y = No duplicate numbers allowed for the same vendor. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor.
- A = No duplicate numbers allowed for the same vendor within the same Account Period. An invoice created in one of these forms cannot be saved when the invoice number is the same as a different bill record for the same vendor in the same Account Period.
When auto-numbering invoices: - If neither CFGCheckDuplicateInvNoInOps nor CFGCheckDuplicateInvNoInAct is enabled, invoice auto-numbering considers only AP invoices when auto-numbering an AP invoice, or only AR invoices when auto-numbering an AR invoice.
- If either CFGCheckDuplicateInvNoInOps or CFGCheckDuplicateInvNoInAct is set to either Y or A, invoice auto-numbering considers both AP and AR invoice numbers.
| Invoice No by Company
CFGInvoiceNoByCompany | Use company code as prefix for invoice numbers. | Company Code Length on Invoice No
CFGCompanyCodeLengthOnInvNo | Specifies the number of letters from the Company Code to be used in an auto-generated invoice number; only effective when CFGInvoiceNoByCompany is enabled. | Invoice No by Company Skip Gap
CFGInvNoByCompanySkipGap | When CFGInvoiceNoByCompany is set to Y, do not reuse invoice numbers that belong to reversed transactions. | Auto Number Payables
CFGAutoNumberPayables | Automatically assigns invoice numbers to AP invoices. | Auto General TCIP Invoice No
CFGAutoGeneralTCIPInvNo | When enabled, if no invoice number is specified in a TC In Payment, the invoice number automatically defaults to [TCI Code] [Vessel Name] Hire [Hire Number] (for example, AKTA-I0001 MV AKTAIA Hire 1). The Hire Number is a sequential counter per TC contract. | Custom TCIP Invoice No
CFGCustomTCIPInvNo | When enabled, if no invoice number is specified in a TC In Payment, the invoice number automatically defaults to [TCI Code]-[Hire Number] (for example, AKTA-I0001-1). The Hire Number is a sequential counter per TC contract. | Lock TCOB Invoice No
CFGLockTCOBInvNo | When enabled, the Invoice No. field is disabled on the Time Charter Billing form. | APAR Invoice No Generation Unified
CFGAPARInvNoGenerationUnified | If enabled, autogeneration of AP invoice numbers takes into account existing AR invoice numbers, and vice versa; in other words, AP and AR invoice numbers are generated from a single unified pool of numbers, and once used for an invoice of one type are unavailable for use by the other type. | Assign Invoice No in Financials
CFGAssignInvNoInFinancials | When enabled, invoice numbers will not be generated until the invoice reaches the Transaction Data Entry form in Financials. |
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