This is a Key Topic, with high value for all users.

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Accountants can create invoices without having to start in Operations, by using the Transaction Data Entry form. When posted, the invoice transaction data is back-created into any relevant voyages in Operations.

This article contains the following information:

Creating a Transaction

1. In the Financials module center

   , under Transactions, click Transaction Data Entry.
   
   
   Default values appear based on Invoice Default Rules and Invoice Detail Default Rules.

2. Select either Payable or Receivable.

3. Complete at least the Accounting Date, Vendor or Customer, Invoice Date, Due Date, Invoice No. (for a payable invoice), and Invoice Type.

   • To calculate Due Date, complete the Terms field by specifying a Payment Terms code.

   • Exch Rate/Date:

     • When creating transactions from this form, the date defaults to the Accounting Date and is not affected by configuration flags.

     • When creating transactions in Operations, the date defaults to the Exchange Rate Date on the Operations invoice; if not available, the date defaults to the Invoice Date.

     • When the Exchange Rate is overwritten manually on the Transaction Data Entry form, the Exchange Rate Date becomes the same as the Accounting Date.

4. Entering a record in the Bill Via field changes only the header information of the invoice but has no effect in the remittance bank details.

5. Complete Invoice Details:

   • Accounting View tab: Enter Company, Line of Business, Vessel code or Vessel Name, and Amount.

   • Operations View tab: Enter the Bill (Detail) Code for the Source Code selected as the Invoice Type. Its Item Description appears. If there is a Business Rule for the Source Code/Bill Code, the Account field on the Accounting View tab will be filled in automatically, but it can be overwritten. Changes to the mapping can be done in the Business Rules.

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     Note: If the Account field on the Accounting View tab is not editable, it means that the Edit Account on Transaction Data Entry Module Right (enabled by configuration flag CFGEnableEditTDEandJournalAccountsEntry) is not selected on a user/group level.

   • Remarks tab: Enter Invoice Details and Additional Remarks. On posting, the text is captured in the output invoice .XML.

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6. Click 

   .
   Payments appear on the Payments tab at the bottom of the form.
   For invoices created in the Transaction Data Entry, attachments can be added after the form is saved. Click: 
   Open

   

Status Codes

Several Status codes appear on the Transaction Data Entry form, depending the stage of the transaction.

• V = Saved Only. Transaction data is entered and saved but not posted. A pending transaction number is generated.

• 1 = Posted. The transaction is posted but not yet paid.

• 0 = Posted and Paid. The transaction is posted and saved.

• R = Reversed. The transaction is reversed either from when it was paid or posted.

• X = Canceled. This Status does not appear on the form, but it does show up in the XML files when the transaction is canceled; on the form, Status code R appears.

Creating a Rebillable Invoice

If a rebillable transaction does not have rebillable invoice, click the Rebill Inv No. field label.

Payment Batches

Configuration flag CFGBatchPaymentSupported must be enabled.

If Payment Batches are enabled, an additional tab appears along with Payments information. The Payment Batches tab includes information about all payment batches related to the invoice; the corresponding batches can be opened from the context menu of each line.

Batch Status:

• Sent: The batch has been sent.

• Accepted: All payments in the batch were accepted.

• Amended: At least one payment in the batch was rejected, amended, and resent, and no payments in it were rejected. 

• Rejected: If any payments in the batch are rejected, the batch is rejected as well.

A posted invoice can be assigned to a Payment Batch. Click the Payment Batch No. field label link to assign a Batch Number or view the Payment Batch.

Reversing a Transaction

1. If there is a payment against the invoice, cancel it before reversing the transaction.

2. On the Transaction Data Entry form, click 

   .

3. Enter reversal information and then click OK.