Invoice Agreement

An invoice agreement is a long-term contract between an organization and its customers on various products and related conditions (price, payment term, delivery terms, etc.). You can use invoice agreements to offer (better) prices to a particular customer group for a specific list of products/services without committing them to precise purchase quantities. The primary difference between an invoice agreement and a sales 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 sold to a customer with a given price for a specific duration of time. 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, customer, customer 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/customer 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	vvCustomerNumber	Customer Number	deferredSelect	DATA
30	vvCustomerName	Customer Name	deferredSelect	ENTITY
40	vvCustomerSiteNumber	Customer Site Number	deferredSelect	DATA
50	vvCustomerSiteName	Customer Site Name	deferredSelect	ENTITY
60	vvPaymentTerm	Payment Term	deferredSelect	FINANCE
70	vvPaymentTermDescription	Payment Term Description	InputType.textField	FINANCE
80	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
90	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
100	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
110	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
120	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
130	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
140	vvBillToAddressName	Bill To Address Name	deferredSelect	PLANNING
150	vvBillToAddress	Bill To Address	deferredSelect	PLANNING
160	vvBillToCountry	Bill To Country	deferredSelect	PLANNING
170	vvBillToPostalCode	Bill To Postal Code	deferredSelect	PLANNING
180	vvBillToEmail	Bill To Email	deferredSelect	PLANNING
190	vvBillToPhone	Bill To Phone	deferredSelect	PLANNING
200	vvHeaderAmount	Header Amount	InputType.textField	FINANCE
210	vvHeaderTaxAmount	Header Tax Amount	InputType.textField	FINANCE
220	vvHeaderDiscountAmount	Header Discount Amount	InputType.textField	FINANCE
230	arAgreementHeaderId	Ar Agreement Header Id	InputType.number	REFERENCE
240	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
250	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
260	transactionType	Transaction Type	InputType.select	CONTROL
270	buOrgId	Bu Org Id	deferredSelect	REFERENCE
280	documentType	Document Type	InputType.select	CONTROL
290	agreementNumber	Agreement Number	InputType.textField	DATA
300	docNumber	Doc Number	InputType.textField	DATA
310	arCustomerId	Ar Customer Id	deferredSelect	REFERENCE
320	arCustomerSiteId	Ar Customer Site Id	deferredSelect	REFERENCE
330	hrEmployeeId	Hr Employee Id	InputType.number	REFERENCE
340	description	Description	InputType.textField	DEFAULT
350	shipToId	Ship To Id	deferredSelect	REFERENCE
360	billToId	Bill To Id	deferredSelect	PLANNING
370	priceListHeaderId	Price List Header Id	InputType.number	REFERENCE
380	docCurrency	Doc Currency	deferredSelect	FINANCE
390	paymentTermId	Payment Term Id	deferredSelect	REFERENCE
400	paymentTermDate	Payment Term Date	InputType.date	DATE
410	exchangeRateType	Exchange Rate Type	deferredSelect	CONTROL
420	exchangeRate	Exchange Rate	InputType.textField	FINANCE
430	sourceType	Source Type	InputType.select	CONTROL
440	referenceTable	Reference Table	InputType.textField	REFERENCE
450	orderReferenceId	Order Reference Id	InputType.number	REFERENCE
460	docStatus	Doc Status	InputType.select	CONTROL
470	referenceType	Reference Type	InputType.textField	CONTROL
480	referenceKeyName	Reference Key Name	InputType.textField	REFERENCE
490	referenceKeyValue	Reference Key Value	InputType.number	REFERENCE
500	approvalStatus	Approval Status	InputType.select	CONTROL
550	revEnabledCb	Rev Enabled Cb	InputType.switchField	DEFAULT
560	revNumber	Rev Number	InputType.number	DATA
570	glAcProfileHeaderId	Gl Ac Profile Header Id	deferredSelect	REFERENCE
5510	createdBy	Created By	InputType.textField	REFERENCE
5520	creationDate	Creation Date	InputType.dateTime	REFERENCE
5530	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5540	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	vvShipToAddressName	Ship To Address Name	deferredSelect	ENTITY
110	vvShipToAddress	Ship To Address	deferredSelect	ENTITY
120	vvShipToCountry	Ship To Country	deferredSelect	ENTITY
130	vvShipToPostalCode	Ship To Postal Code	deferredSelect	ENTITY
140	vvShipToEmail	Ship To Email	deferredSelect	ENTITY
150	vvShipToPhone	Ship To Phone	deferredSelect	ENTITY
160	vvBillToAddressName	Bill To Address Name	deferredSelect	PLANNING
170	vvBillToAddress	Bill To Address	deferredSelect	PLANNING
180	vvBillToCountry	Bill To Country	deferredSelect	PLANNING
190	vvBillToPostalCode	Bill To Postal Code	deferredSelect	PLANNING
200	vvBillToEmail	Bill To Email	deferredSelect	PLANNING
210	vvBillToPhone	Bill To Phone	deferredSelect	PLANNING
220	vvDiscountedLinePrice	Discounted Line Price	InputType.textField	FINANCE
230	vvTaxCalculationMethod	Tax Calculation Method	deferredSelect	FINANCE
240	vvTaxPercentage	Tax Percentage	deferredSelect	FINANCE
250	vvTaxTaxAmount	Tax Tax Amount	InputType.textField	FINANCE
260	vvDiscountName	Discount Name	deferredSelect	FINANCE
270	vvDiscountPercentage	Discount Percentage	deferredSelect	FINANCE
280	vvDiscountAmount	Discount Amount	InputType.textField	FINANCE
290	arAgreementLineId	Ar Agreement Line Id	InputType.number	REFERENCE
300	srcEntityName	Src Entity Name	deferredSelect	DEFAULT
310	srcEntityId	Src Entity Id	InputType.textField	REFERENCE
320	arAgreementHeaderId	Ar Agreement Header Id	InputType.number	REFERENCE
330	lineNumber	Line Number	InputType.number	DATA
340	invItemMasterId	Inv Item Master Id	deferredSelect	REFERENCE
350	itemDescription	Item Description	deferredSelect	DEFAULT
360	lineQuantity	Line Quantity	InputType.textField	DATA
370	agreementQuantity	Agreement Quantity	InputType.textField	DATA
380	agreementPrice	Agreement Price	InputType.textField	FINANCE
390	priceListHeaderId	Price List Header Id	InputType.number	REFERENCE
400	priceDate	Price Date	InputType.date	DATE
410	unitPrice	Unit Price	InputType.textField	FINANCE
420	linePrice	Line Price	InputType.textField	FINANCE
430	taxAmount	Tax Amount	InputType.textField	FINANCE
440	taxCode	Tax Code	deferredSelect	FINANCE
450	docStatus	Doc Status	InputType.select	CONTROL
460	referenceDocType	Reference Doc Type	InputType.textField	CONTROL
470	referenceDocNumber	Reference Doc Number	InputType.number	DATA
480	lineOcumentType	Line Ocument Type	InputType.textField	CONTROL
490	lineDescription	Line Description	InputType.textField	DEFAULT
500	uomCode	Uom Code	deferredSelect	DEFAULT
510	approvalStatus	Approval Status	InputType.select	CONTROL
520	discountCode	Discount Code	deferredSelect	FINANCE
530	lineDiscountAmount	Line Discount Amount	InputType.textField	FINANCE
580	shipToId	Ship To Id	deferredSelect	REFERENCE
590	billToId	Bill To Id	deferredSelect	PLANNING
600	lineType	Line Type	InputType.select	CONTROL
5540	createdBy	Created By	InputType.textField	REFERENCE
5550	creationDate	Creation Date	InputType.dateTime	REFERENCE
5560	lastUpdatedBy	Last Updated By	InputType.textField	REFERENCE
5570	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 customer, 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.