Invoice Agreement

caution

This documentation is incomplete.

An invoice agreement is a long-term contract between an organization and its suppliers on various products and related conditions (price, payment term, delivery terms, etc.). You can use invoice agreements to get (better) prices from a particular supplier for a specific list of products/services without committing them to precise purchase quantities. The primary difference between an invoice agreement and a purchase agreement is that invoice agreements don't involve order or delivery. Thus, invoice agreements are primarily used for service and non-inventory items.

In inoERP, an invoice agreement lists products/services purchased from a supplier with a given price for a specific duration of time (Ex: Fixed monthly rental on machines/buildings/vehicles). You can convert an agreement to an invoice from the agreement screen or use the convert agreement to the invoice screen. In the "convert agreement to the invoice" screen, you can select specific lines of the agreement to be converted. However, if you convert an agreement to an invoice agreement from the agreement screen, the system will copy all the lines on the agreement to the invoice agreement.

an invoice agreement consists of

• Header
• Line

Header

To create an invoice agreement, you need to enter Business Unit information, supplier, supplier site, and currency. An invoice agreement header contains the necessary information for the items requested on the invoice agreement. When converting an invoice agreement to order, the system copies all the header level information to the invoice.

To view/create/update an invoice agreement, navigate to the "invoice agreement" search screen from your dashboard/favorite.

Enter the organization/invoice agreement details or any other criteria in the search form and click on the search button to view an existing invoice agreement.
Click on create a new button to create a new invoice agreement; by manually entering all the information, Copy an existing invoice agreement to a new invoice agreement is always better than manually entering all the data to create a new invoice agreement. The application lets you update all the details before confirmation; you can configure which fields are view-only after the confirmation.

If you don't enter organization/supplier details, the system will show you all the invoice agreements. If your organization has configured to make any field mandatory for search, then you have to enter those fields to search invoice agreements.
The application will fetch all the server data and take you to the search result screen. The search result screen looks a bit different on desktop and mobile devices.

To view the search result in a table format, click on the table icon available on the bottom left corner.

To open a specific invoice agreement, click on the menu of that record, and click on view/fetch & view.

You can also click on the expand icon against any item on the search result screen to view the invoice agreement header details such as invoice agreement number, quantities, start date, status, etc.

The system will fetch all the data related to the selected invoice agreement. The invoice agreement details are shown either right to the search result screen or in a separate screen, depending on the device size.

Scroll left, right, up, down to view all the details. The invoice agreement line and details are shown in a separate tab. The default configuration shows fields in various functional groups such as

• Finance
• Entity
• Reference
• Data
• Control
• Etc

You can configure the application to show which fields should be shown under which group. You can also create new groups as per your business requirements.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvBuOrg	Bu Org	deferredSelect	ENTITY
10	vvBuOrgCode	Bu Org Code	deferredSelect	ENTITY
20	vvSupplierNumber	Supplier Number	deferredSelect	DATA
30	vvSupplierName	Supplier Name	deferredSelect	ENTITY
40	vvSupplierSiteNumber	Supplier Site Number	deferredSelect	DATA
50	vvSupplierSiteName	Supplier Site Name	deferredSelect	ENTITY
60	vvPaymentTerm	Payment Term	deferredSelect	FINANCE
70	vvPaymentTermDescription	Payment Term Description	InputType.textField	FINANCE
80	vvHeaderAmount	Header Amount	InputType.textField	FINANCE
90	vvHeaderTaxAmount	Header Tax Amount	InputType.textField	FINANCE
100	vvHeaderDiscountAmount	Header Discount Amount	InputType.textField	FINANCE
110	apAgreementHeaderId	Ap Agreement Header Id	InputType.number	REFERENCE
120	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
130	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
140	buOrgId	Bu Org Id	deferredSelect	REFERENCE
150	transactionType	Transaction Type	InputType.select	CONTROL
160	agreementNumber	Agreement Number	InputType.textField	DATA
170	docNumber	Doc Number	InputType.textField	DATA
180	supplierId	Supplier Id	deferredSelect	REFERENCE
190	supplierSiteId	Supplier Site Id	deferredSelect	REFERENCE
200	hrEmployeeId	Hr Employee Id	InputType.textField	REFERENCE
210	description	Description	InputType.textField	DEFAULT
220	shipToId	Ship To Id	deferredSelect	REFERENCE
230	billToId	Bill To Id	deferredSelect	PLANNING
240	payGroup	Pay Group	InputType.textField	FINANCE
250	paymentTermId	Payment Term Id	deferredSelect	REFERENCE
260	paymentTermDate	Payment Term Date	InputType.date	DATE
270	paymentMethod	Payment Method	InputType.textField	FINANCE
280	taxControlAmount	Tax Control Amount	InputType.textField	FINANCE
290	exchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
300	exchangeRate	Exchange Rate	InputType.textField	FINANCE
310	exchangeRateDate	Exchange Rate Date	InputType.date	DATE
320	dueDate	Due Date	InputType.date	DATE
330	docCurrency	Doc Currency	deferredSelect	FINANCE
340	transactionStatus	Transaction Status	InputType.date	CONTROL
350	documentNumber	Document Number	InputType.number	DATA
360	approvalStatus	Approval Status	InputType.select	CONTROL
370	referenceType	Reference Type	InputType.textField	CONTROL
380	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
390	referenceKeyValue	Reference Key Value	InputType.textField	REFERENCE
400	poHeaderId	Po Header Id	InputType.number	REFERENCE
450	docStatus	Doc Status	InputType.select	CONTROL
460	glAcProfileHeaderId	Gl Ac Profile Header Id	deferredSelect	REFERENCE
470	glPeriodId	Gl Period Id	InputType.number	REFERENCE
480	docRequestorType	Doc Requestor Type	InputType.select	CONTROL
5410	createdBy	Created By	InputType.textField	REFERENCE
5420	creationDate	Creation Date	InputType.dateTime	REFERENCE
5430	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5440	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Lines

You can add multiple lines to each invoice agreement header. Each invoice agreement line contains an item, UOM, product description, quantity, line number, unit price, etc.

Navigate to the lines tab to view/add/update lines.
Click on the add new entity to add a new line. If a line already exists, click on copy entity to copy all the details. You can enable/disable fields allowed to be copied in the menu configuration.

Line Number: Line number is a mandatory field. Enter a numeric value for the line

Line Quantity: Line quantity is a mandatory field. Enter a numeric value for the line quantity. The system will copy the line quantity to the invoice when the agreement is converted to an invoice.

Agreement Quantity: The total agreement line quantity. The system tracks the usage of the agreement quantity, and all the converted/released quantities are shown in the released qty field.

Released qty is a read-only field.

The reference groups show various ids for reference only. You don't need to enter any information in this section. When you save an invoice agreement for the first time, the system will auto-populate the newly created header id and line ids.

Enter the line type in the control section. The information flows to downstream documents such as an invoice.

In the finance section, enter the unit price. The system calculates the line price by multiplying the unit price with quantity. The header price is the sum of all the line prices. You don't need to enter any price at the invoice agreement header.

Scroll left, right, up, and down view all other fields.

Enter all the other fields and click on the save button to save the invoice agreement. The app will post all the data to the server and will show the messages returned from the server.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvItemNumber	Item Number	deferredSelect	DEFAULT
10	vvAgreementNumber	Agreement Number	InputType.textField	DATA
20	vvSoDocNumber	So Doc Number	InputType.textField	DATA
30	vvDocCurrency	Doc Currency	deferredSelect	FINANCE
40	vvExchangeRate	Exchange Rate	InputType.textField	FINANCE
50	vvExchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
60	vvBuOrgId	Bu Org Id	deferredSelect	REFERENCE
70	vvUomCode	Uom Code	deferredSelect	DEFAULT
80	vvUomDescription	Uom Description	deferredSelect	DEFAULT
90	vvItemStatus	Item Status	deferredSelect	CONTROL
100	vvDiscountedLinePrice	Discounted Line Price	InputType.textField	FINANCE
110	vvTaxCalculationMethod	Tax Calculation Method	deferredSelect	FINANCE
120	vvTaxPercentage	Tax Percentage	deferredSelect	FINANCE
130	vvTaxTaxAmount	Tax Tax Amount	InputType.textField	FINANCE
140	vvDiscountName	Discount Name	deferredSelect	FINANCE
150	vvDiscountPercentage	Discount Percentage	deferredSelect	FINANCE
160	vvDiscountAmount	Discount Amount	InputType.textField	FINANCE
170	apAgreementLineId	Ap Agreement Line Id	InputType.number	REFERENCE
180	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
190	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
200	apAgreementHeaderId	Ap Agreement Header Id	InputType.number	REFERENCE
210	lineNumber	Line Number	InputType.number	DATA
220	invItemMasterId	Inv Item Master Id	deferredSelect	REFERENCE
230	productDescription	Product Description	InputType.textField	DEFAULT
240	lineQuantity	Line Quantity	InputType.textField	DATA
250	unitPrice	Unit Price	InputType.textField	FINANCE
260	linePrice	Line Price	InputType.textField	FINANCE
270	taxCode	Tax Code	deferredSelect	FINANCE
280	taxAmount	Tax Amount	InputType.textField	FINANCE
290	lineType	Line Type	InputType.select	CONTROL
300	lineDescription	Line Description	InputType.textField	DEFAULT
310	uomCode	Uom Code	deferredSelect	DEFAULT
320	taxAcId	Tax Ac Id	InputType.number	REFERENCE
330	glTaxAmount	Gl Tax Amount	InputType.textField	PLANNING
340	glInvLinePrice	Gl Inv Line Price	InputType.textField	FINANCE
350	status	Status	InputType.textField	CONTROL
360	lineSource	Line Source	InputType.textField	DEFAULT
370	referenceType	Reference Type	InputType.textField	CONTROL
380	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
390	referenceKeyValue	Reference Key Value	InputType.textField	REFERENCE
400	refTransactionHeaderId	Ref Transaction Header Id	InputType.number	REFERENCE
410	refTransactionLineId	Ref Transaction Line Id	InputType.number	REFERENCE
420	docStatus	Doc Status	InputType.select	CONTROL
430	lineDiscountAmount	Line Discount Amount	InputType.textField	FINANCE
440	discountCode	Discount Code	deferredSelect	FINANCE
450	approvalStatus	Approval Status	InputType.select	CONTROL
500	invApTransactionLineId	Inv Ap Transaction Line Id	deferredSelect	REFERENCE
5460	createdBy	Created By	InputType.textField	REFERENCE
5470	creationDate	Creation Date	InputType.dateTime	REFERENCE
5480	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5490	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Actions

Actions allow you to change the status of the invoice agreement. The system creates invoice agreements in draft status. When you are ready to publish the invoice agreement and send it to the supplier, change it to Confirmed. You can cancel an invoice agreement by clicking on the Cancel button. Similarly, you can close any invoice agreement by clicking on the Close button.

A confirmed invoice agreement can be converted to other documents, and the corresponding buttons are available in the actions section.