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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

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
NameSequenceLabelInputTypeField Group
10vvBuOrgBu OrgdeferredSelectENTITY
10vvBuOrgCodeBu Org CodedeferredSelectENTITY
20vvSupplierNumberSupplier NumberdeferredSelectDATA
30vvSupplierNameSupplier NamedeferredSelectENTITY
40vvSupplierSiteNumberSupplier Site NumberdeferredSelectDATA
50vvSupplierSiteNameSupplier Site NamedeferredSelectENTITY
60vvPaymentTermPayment TermdeferredSelectFINANCE
70vvPaymentTermDescriptionPayment Term DescriptionInputType.textFieldFINANCE
80vvHeaderAmountHeader AmountInputType.textFieldFINANCE
90vvHeaderTaxAmountHeader Tax AmountInputType.textFieldFINANCE
100vvHeaderDiscountAmountHeader Discount AmountInputType.textFieldFINANCE
110apTransactionHeaderIdAp Transaction Header IdInputType.numberREFERENCE
120srcEntityNameSrc Entity NamedeferredSelectDEFAULT
130srcEntityIdSrc Entity IdInputType.textFieldREFERENCE
140buOrgIdBu Org IddeferredSelectREFERENCE
150transactionTypeTransaction TypeInputType.selectCONTROL
160transactionNumberTransaction NumberInputType.textFieldDATA
170docNumberDoc NumberInputType.textFieldDATA
180supplierIdSupplier IddeferredSelectREFERENCE
190supplierSiteIdSupplier Site IddeferredSelectREFERENCE
200hrEmployeeIdHr Employee IdInputType.textFieldREFERENCE
210descriptionDescriptionInputType.textFieldDEFAULT
220shipToIdShip To IddeferredSelectREFERENCE
230billToIdBill To IddeferredSelectPLANNING
240payGroupPay GroupInputType.textFieldFINANCE
250paymentTermIdPayment Term IddeferredSelectREFERENCE
260paymentTermDatePayment Term DateInputType.dateDATE
270paymentMethodPayment MethodInputType.textFieldFINANCE
280taxControlAmountTax Control AmountInputType.textFieldFINANCE
290exchangeRateTypeExchange Rate TypedeferredSelectCONTROL
300exchangeRateExchange RateInputType.textFieldFINANCE
310exchangeRateDateExchange Rate DateInputType.dateDATE
320dueDateDue DateInputType.dateDATE
330docCurrencyDoc CurrencydeferredSelectFINANCE
340transactionStatusTransaction StatusInputType.dateCONTROL
350documentNumberDocument NumberInputType.numberDATA
360approvalStatusApproval StatusInputType.selectCONTROL
370referenceTypeReference TypeInputType.textFieldCONTROL
380referenceKeyNameReference Key NameInputType.textFieldREFERENCE
390referenceKeyValueReference Key ValueInputType.textFieldREFERENCE
400poHeaderIdPo Header IdInputType.numberREFERENCE
450docStatusDoc StatusInputType.selectCONTROL
460glAcProfileHeaderIdGl Ac Profile Header IddeferredSelectREFERENCE
470glPeriodIdGl Period IdInputType.numberREFERENCE
480docRequestorTypeDoc Requestor TypeInputType.selectCONTROL
5410createdByCreated ByInputType.textFieldREFERENCE
5420creationDateCreation DateInputType.dateTimeREFERENCE
5430lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5440lastUpdateDateLast Update DateInputType.dateTimeREFERENCE

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
NameSequenceLabelInputTypeField Group
10vvOrgOrgdeferredSelectENTITY
10vvOrgCodeOrg CodedeferredSelectENTITY
20vvItemNumberItem NumberdeferredSelectDEFAULT
30vvUomCodeUom CodedeferredSelectDEFAULT
40vvUomDescriptionUom DescriptiondeferredSelectDEFAULT
50vvShipToAddressNameShip To Address NamedeferredSelectENTITY
60vvShipToAddressShip To AddressdeferredSelectENTITY
70vvShipToCountryShip To CountrydeferredSelectENTITY
80vvShipToPostalCodeShip To Postal CodedeferredSelectENTITY
90vvShipToEmailShip To EmaildeferredSelectENTITY
100vvShipToPhoneShip To PhonedeferredSelectENTITY
110vvDiscountNameDiscount NamedeferredSelectFINANCE
120vvDiscountPercentageDiscount PercentagedeferredSelectFINANCE
130vvDiscountAmountDiscount AmountInputType.textFieldFINANCE
140vvPoNumberPo NumberInputType.textFieldDATA
150vvPoLineNumberPo Line NumberInputType.numberDATA
160vvTaxCalculationMethodTax Calculation MethoddeferredSelectFINANCE
170vvTaxPercentageTax PercentagedeferredSelectFINANCE
180vvTaxTaxAmountTax Tax AmountInputType.textFieldFINANCE
190vvReceiptNumberReceipt NumberInputType.textFieldDATA
200vvShipmentNumberShipment NumberInputType.numberDATA
210vvSupplierSiteIdSupplier Site IddeferredSelectREFERENCE
220vvSupplierIdSupplier IddeferredSelectREFERENCE
230vvTransactionNumberTransaction NumberInputType.textFieldDATA
240vvTransactionTypeTransaction TypeInputType.selectCONTROL
250vvDocCurrencyDoc CurrencydeferredSelectFINANCE
260vvDocNumberDoc NumberInputType.textFieldDATA
270vvExchangeRateExchange RateInputType.textFieldFINANCE
280vvExchangeRateTypeExchange Rate TypedeferredSelectCONTROL
290vvBuOrgIdBu Org IddeferredSelectREFERENCE
300vvDiscountedLinePriceDiscounted Line PriceInputType.textFieldFINANCE
310apTransactionLineIdAp Transaction Line IddeferredSelectREFERENCE
320apTransactionHeaderIdAp Transaction Header IdInputType.numberREFERENCE
330lineNumberLine NumberInputType.numberDATA
340invItemMasterIdInv Item Master IddeferredSelectREFERENCE
350productDescriptionProduct DescriptionInputType.textFieldDEFAULT
360lineQuantityLine QuantityInputType.textFieldDATA
370unitPriceUnit PriceInputType.textFieldFINANCE
380linePriceLine PriceInputType.textFieldFINANCE
390taxCodeTax CodedeferredSelectFINANCE
400taxAmountTax AmountInputType.textFieldFINANCE
410lineTypeLine TypeInputType.selectCONTROL
420lineDescriptionLine DescriptionInputType.textFieldDEFAULT
430assetCbAsset CbInputType.switchFieldDEFAULT
440faAssetCategoryIdFa Asset Category IdInputType.numberREFERENCE
450prjProjectHeaderIdPrj Project Header IdInputType.numberREFERENCE
460prjProjectLineIdPrj Project Line IdInputType.numberREFERENCE
470uomCodeUom CodedeferredSelectDEFAULT
480revenueAcIdRevenue Ac IdInputType.numberREFERENCE
490taxAcIdTax Ac IdInputType.numberREFERENCE
500glTaxAmountGl Tax AmountInputType.textFieldPLANNING
510glInvLinePriceGl Inv Line PriceInputType.textFieldFINANCE
520statusStatusInputType.textFieldCONTROL
530lineSourceLine SourceInputType.textFieldDEFAULT
540referenceTypeReference TypeInputType.textFieldCONTROL
550referenceKeyNameReference Key NameInputType.textFieldREFERENCE
560referenceKeyValueReference Key ValueInputType.textFieldREFERENCE
570poHeaderIdPo Header IdInputType.numberREFERENCE
580poLineIdPo Line IdInputType.numberREFERENCE
590poDetailIdPo Detail IddeferredSelectREFERENCE
600refTransactionHeaderIdRef Transaction Header IdInputType.numberREFERENCE
610refTransactionLineIdRef Transaction Line IdInputType.numberREFERENCE
620periodIdPeriod IdInputType.numberREFERENCE
670lineDiscountAmountLine Discount AmountInputType.textFieldFINANCE
680discountCodeDiscount CodedeferredSelectFINANCE
690approvalStatusApproval StatusInputType.selectCONTROL
700poReceiptLineIdPo Receipt Line IddeferredSelectREFERENCE
5630createdByCreated ByInputType.textFieldREFERENCE
5640creationDateCreation DateInputType.dateTimeREFERENCE
5650lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5660lastUpdateDateLast Update DateInputType.dateTimeREFERENCE

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
NameSequenceLabelInputTypeField Group
10vvDetailAcCombinationDetail Ac CombinationdeferredSelectDEFAULT
10vvOrgCodeOrg CodedeferredSelectENTITY
20vvItemNumberItem NumberdeferredSelectDEFAULT
30vvTransactionNumberTransaction NumberInputType.textFieldDATA
40vvUomCodeUom CodedeferredSelectDEFAULT
50lineQuantityLine QuantityInputType.textFieldDATA
60unitPriceUnit PriceInputType.textFieldFINANCE
70linePriceLine PriceInputType.textFieldFINANCE
80taxCodeTax CodedeferredSelectFINANCE
90taxAmountTax AmountInputType.textFieldFINANCE
100vvPoNumberPo NumberInputType.textFieldDATA
110vvPoLineNumberPo Line NumberInputType.numberDATA
120apTransactionDetailIdAp Transaction Detail IdInputType.numberREFERENCE
130srcEntityNameSrc Entity NamedeferredSelectDEFAULT
140srcEntityIdSrc Entity IdInputType.textFieldREFERENCE
150apTransactionLineIdAp Transaction Line IddeferredSelectREFERENCE
160detailNumberDetail NumberInputType.numberDATA
170acIdAc IdInputType.numberREFERENCE
180accountTypeAccount TypeInputType.selectCONTROL
190drCrDr CrInputType.selectDEFAULT
200amountAmountInputType.textFieldFINANCE
210journalCreatedCbJournal Created CbInputType.switchFieldDEFAULT
220statusStatusInputType.textFieldCONTROL
230referenceTypeReference TypeInputType.textFieldCONTROL
240referenceKeyNameReference Key NameInputType.textFieldREFERENCE
250referenceKeyValueReference Key ValueInputType.textFieldREFERENCE
260descriptionDescriptionInputType.textFieldDEFAULT
5270createdByCreated ByInputType.textFieldREFERENCE
5280creationDateCreation DateInputType.dateTimeREFERENCE
5290lastUpdatedByLast Updated ByInputType.textFieldREFERENCE
5300lastUpdateDateLast Update DateInputType.dateTimeREFERENCE

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.