Transaction

caution

This documentation is incomplete.

An AP invoice is a document received by a business from a supplier specifying the goods and services purchased from the supplier. In inoERP, you can create an invoice using the transaction screen. You can also use the transaction screen to create Credit Memos. The application also allows you to create Invoices from a purchase order.

You can create a transaction from a purchase order/PO receipt. You can also create a transaction by manually entering all the required information such as supplier, items/product description, quantities, date, etc.

If the purchase order detail has Two Way match, the system allows you to create invoices without a receipt. However, if the match option is three ways, you need to receive the purchase order to create the invoice.

A transaction consists of

• Header
• Line
• Detail

Header

A transaction header contains the supplier, business unit, currency-related information. When converting a transaction to an Invoice, the system copies all the header level information to the destination document.

To view/create/update a transaction, navigate to the "transaction" search screen from your dashboard/favorite.

Enter the organization/transaction details or any other criteria in the search form and click on the search button to view an existing transaction.
Click on create a new button to create a new transaction; by manually entering all the information, Copy an existing transaction to a new transaction is always better than manually entering all the data to create a new transaction. 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 transactions. If your organization has configured to make any field mandatory for search, then you have to enter those fields to search transactions.
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 transaction, 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 transaction header details such as transaction number, quantities, start date, status, etc.

Business Org: Select a business organization from the list. The system shows only that business org to which you have access. You can either select the business org from the list or enter the business org code. The system will default all the other fields based on the chosen business org. The business org is a mandatory field and can't be changed after the document is saved. If you change the business org, the system will remove the values from all the other fields.

Supplier Name: Supplier name is a mandatory field in the header. Select a Supplier name from the drop-down list. The system defaults Supplier number, Supplier id, etc., from the Supplier name. You can also enter the Supplier number, Supplier id, etc., and the system will default the Supplier name.

Supplier Site Name: Supplier site name is also a mandatory field in the header. Select a Supplier site name from the drop-down list. The system defaults the Supplier site number, Supplier site id, etc., from the Supplier site name. You can also enter the Supplier site number, Supplier site id, etc., and the system will default the Supplier site name. If you select a Supplier site name before entering a Supplier name in the header, the system will default the Supplier name from the selected site name. The system also defaults other information (such as payment terms, document currency, etc.) from the Supplier site.

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

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

Doc Status: A read-only field showing the document's current status. The value is maintained by the system and changed depending on actions and transactions on the record. The system will default the document status to "Draft" for a new document.

Accounting Status: A read-only field showing the current accounting status of the document. The value is maintained by the system and changed depending on actions and transactions on the record. After accounting is completed, the system will change the document status to "accounting_completed." for a new document, the system will default the document status to "not_accounted."

Scroll left, right, up, down to view all the details. The transaction 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	apTransactionHeaderId	Ap Transaction 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	transactionNumber	Transaction 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 transaction header. Each transaction line contains an item, UOM, product description, quantity, received inventory organization, 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 uses the line quantity to create detail lines. System multiplies the line quantity with the unit price to calculate journal line amounts.

The entity group shows information related to business organization, supplier, etc.

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

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 transaction 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 transaction. 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	vvOrg	Org	deferredSelect	ENTITY
10	vvOrgCode	Org Code	deferredSelect	ENTITY
20	vvItemNumber	Item Number	deferredSelect	DEFAULT
30	vvUomCode	Uom Code	deferredSelect	DEFAULT
40	vvUomDescription	Uom Description	deferredSelect	DEFAULT
50	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
60	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
70	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
80	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
90	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
100	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
110	vvDiscountName	Discount Name	deferredSelect	FINANCE
120	vvDiscountPercentage	Discount Percentage	deferredSelect	FINANCE
130	vvDiscountAmount	Discount Amount	InputType.textField	FINANCE
140	vvPoNumber	Po Number	InputType.textField	DATA
150	vvPoLineNumber	Po Line Number	InputType.number	DATA
160	vvTaxCalculationMethod	Tax Calculation Method	deferredSelect	FINANCE
170	vvTaxPercentage	Tax Percentage	deferredSelect	FINANCE
180	vvTaxTaxAmount	Tax Tax Amount	InputType.textField	FINANCE
190	vvReceiptNumber	Receipt Number	InputType.textField	DATA
200	vvShipmentNumber	Shipment Number	InputType.number	DATA
210	vvSupplierSiteId	Supplier Site Id	deferredSelect	REFERENCE
220	vvSupplierId	Supplier Id	deferredSelect	REFERENCE
230	vvTransactionNumber	Transaction Number	InputType.textField	DATA
240	vvTransactionType	Transaction Type	InputType.select	CONTROL
250	vvDocCurrency	Doc Currency	deferredSelect	FINANCE
260	vvDocNumber	Doc Number	InputType.textField	DATA
270	vvExchangeRate	Exchange Rate	InputType.textField	FINANCE
280	vvExchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
290	vvBuOrgId	Bu Org Id	deferredSelect	REFERENCE
300	vvDiscountedLinePrice	Discounted Line Price	InputType.textField	FINANCE
310	apTransactionLineId	Ap Transaction Line Id	deferredSelect	REFERENCE
320	apTransactionHeaderId	Ap Transaction Header Id	InputType.number	REFERENCE
330	lineNumber	Line Number	InputType.number	DATA
340	invItemMasterId	Inv Item Master Id	deferredSelect	REFERENCE
350	productDescription	Product Description	InputType.textField	DEFAULT
360	lineQuantity	Line Quantity	InputType.textField	DATA
370	unitPrice	Unit Price	InputType.textField	FINANCE
380	linePrice	Line Price	InputType.textField	FINANCE
390	taxCode	Tax Code	deferredSelect	FINANCE
400	taxAmount	Tax Amount	InputType.textField	FINANCE
410	lineType	Line Type	InputType.select	CONTROL
420	lineDescription	Line Description	InputType.textField	DEFAULT
430	assetCb	Asset Cb	InputType.switchField	DEFAULT
440	faAssetCategoryId	Fa Asset Category Id	InputType.number	REFERENCE
450	prjProjectHeaderId	Prj Project Header Id	InputType.number	REFERENCE
460	prjProjectLineId	Prj Project Line Id	InputType.number	REFERENCE
470	uomCode	Uom Code	deferredSelect	DEFAULT
480	revenueAcId	Revenue Ac Id	InputType.number	REFERENCE
490	taxAcId	Tax Ac Id	InputType.number	REFERENCE
500	glTaxAmount	Gl Tax Amount	InputType.textField	PLANNING
510	glInvLinePrice	Gl Inv Line Price	InputType.textField	FINANCE
520	status	Status	InputType.textField	CONTROL
530	lineSource	Line Source	InputType.textField	DEFAULT
540	referenceType	Reference Type	InputType.textField	CONTROL
550	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
560	referenceKeyValue	Reference Key Value	InputType.textField	REFERENCE
570	poHeaderId	Po Header Id	InputType.number	REFERENCE
580	poLineId	Po Line Id	InputType.number	REFERENCE
590	poDetailId	Po Detail Id	deferredSelect	REFERENCE
600	refTransactionHeaderId	Ref Transaction Header Id	InputType.number	REFERENCE
610	refTransactionLineId	Ref Transaction Line Id	InputType.number	REFERENCE
620	periodId	Period Id	InputType.number	REFERENCE
670	lineDiscountAmount	Line Discount Amount	InputType.textField	FINANCE
680	discountCode	Discount Code	deferredSelect	FINANCE
690	approvalStatus	Approval Status	InputType.select	CONTROL
700	poReceiptLineId	Po Receipt Line Id	deferredSelect	REFERENCE
5630	createdBy	Created By	InputType.textField	REFERENCE
5640	creationDate	Creation Date	InputType.dateTime	REFERENCE
5650	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5660	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Details

The system creates multiple details for each line depending upon the line type (ITEM, FREIGHT, TAX, etc.). Though you don't need to regularly review/update transaction detail lines, It's advisable to review accounts and amounts after setup changes.

Depending upon your configuration, the details of a line are shown either on a separate tab or in the links section of lines.

Click on the Details button below a line to view/update/create details. By default, when saving any line system adds detail with the quantity, price, and account details. You can add multiple details and change the account/quantity as per your actual requirement.

Click on the expandable button to view the fields of a detail line.

To create a new detail, click on Add New Line button. You can also copy an existing detail line to a new one by clicking on the Copy Line button.

In the data section, enter the detail line number. The system always creates the first line as line number 1, but you can change it. While adding a new detail line, enter a detail line number as its mandatory field. Enter the detail quantity in the quantity field.

The reference groups show various ids for reference only. You don't need to enter any information in this section.

All Fields

Name	Sequence	Label	InputType	Field Group
10	vvDetailAcCombination	Detail Ac Combination	deferredSelect	DEFAULT
10	vvOrgCode	Org Code	deferredSelect	ENTITY
20	vvItemNumber	Item Number	deferredSelect	DEFAULT
30	vvTransactionNumber	Transaction Number	InputType.textField	DATA
40	vvUomCode	Uom Code	deferredSelect	DEFAULT
50	lineQuantity	Line Quantity	InputType.textField	DATA
60	unitPrice	Unit Price	InputType.textField	FINANCE
70	linePrice	Line Price	InputType.textField	FINANCE
80	taxCode	Tax Code	deferredSelect	FINANCE
90	taxAmount	Tax Amount	InputType.textField	FINANCE
100	vvPoNumber	Po Number	InputType.textField	DATA
110	vvPoLineNumber	Po Line Number	InputType.number	DATA
120	apTransactionDetailId	Ap Transaction Detail Id	InputType.number	REFERENCE
130	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
140	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
150	apTransactionLineId	Ap Transaction Line Id	deferredSelect	REFERENCE
160	detailNumber	Detail Number	InputType.number	DATA
170	acId	Ac Id	InputType.number	REFERENCE
180	accountType	Account Type	InputType.select	CONTROL
190	drCr	Dr Cr	InputType.select	DEFAULT
200	amount	Amount	InputType.textField	FINANCE
210	journalCreatedCb	Journal Created Cb	InputType.switchField	DEFAULT
220	status	Status	InputType.textField	CONTROL
230	referenceType	Reference Type	InputType.textField	CONTROL
240	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
250	referenceKeyValue	Reference Key Value	InputType.textField	REFERENCE
260	description	Description	InputType.textField	DEFAULT
5270	createdBy	Created By	InputType.textField	REFERENCE
5280	creationDate	Creation Date	InputType.dateTime	REFERENCE
5290	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5300	lastUpdateDate	Last Update Date	InputType.dateTime	REFERENCE

Actions

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

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

Accounting

The accounting process in inoERP is quite flexible, and you can configure the system to generate the accounting details for any business process.(Refer to Journals for more details)

If you enter any accounting profile on the transaction header, the system will use the accounting profile to derive the accounts. Else, the system will use the default accounting profile for the business unit.

You can default accounting profile from 3 levels

1. Transaction
2. Billing Document Type
3. Business Unit

Invoice

DR Charge/Expense/Accrual
DR Tax 
DR Freight 
            CR Liability
            

Credit Memo

CR Liability
            DR Charge/Expense/Accrual
            DR Tax 
            DR Freight

Line Categories

In AP, the system will allow you to use separate accounts for below line categories:

1. item
2. freight
3. expense
4. charge
5. misc
6. tax
7. misc
8. misc1

So, if an invoice has any line with any of the above line categories, the system will use the corresponding accounts.

Example:

Line 1: Inventory Item
Line 2: Charge Line 3: Misc

info

Accounting Entries For Line 1
DR Accrual Account: Inventory Item
       CR Liability Account : Supplier

Accounting Entries For Line 2
DR Charge Account        CR Liability Account : Supplier

Accounting Entries For Line
DR Misc Account        CR Liability Account : Supplier

Draft Accounting

You can view the details of the draft accounting entries in the draft accounting tab. Draft accounts are generated when you click on the "Create Draft Accounting" button. The draft accounting entries always delete the existing entries. You can also manually delete the draft accounting entries by clicking on the "Delete Draft Accounting" button.

The system allows you to update the draft accounting entries. You can edit the debit and credit amounts and also the accounts. To create journal entries with your updated values, use the "confirm draft accounting" button.

You can use the "create accounting entries" button to create journal entries with the original values.

Combination
The GL account code combination is a mandatory field. You can rename the field as per the term of your existing accounting system.

The system derives the GL account code from the selected accounting profile. If you change the accounting combination, the system will default all the other related fields from the chosen combination.

Period Name
A read-only field. It displays the period name for the selected period—the value defaults from the Draft Journal Header.

Amount
The amount is a mandatory field. You can enter the amount in the currency of the selected business unit.

D or C
The D or C field is a mandatory field. You can select either Debit or Credit.

Final Accounting

You can view the details of the final accounting entries in the final accounting tab. Final accounts are generated when you click on the "Create Accounting" button. The final accounting entries can't be deleted and can only be updated on the Journal screen (Updates are only allowed before posting).

Combination
The GL account code combination is a mandatory field. You can rename the field as per the term of your existing accounting system.

The system derives the GL account code from the selected accounting profile. If you change the accounting combination, the system will default all the other related fields from the chosen combination.

Period Name
A read-only field. It displays the period name for the selected period—the value defaults from the Journal Header.

Amount
The amount is a mandatory field. You can enter the amount in the currency of the selected business unit.

D or C
The D or C field is a mandatory field. You can select either Debit or Credit.

Credit Memo

The process of creating a credit memo is the same as creating an invoice. Follow the steps mentioned in Header, Line & Detail section to create a credit memo. Select the document type as "Credit Memo."

You can also convert an invoice to a credit memo using the "Convert to credit" action.