🔑 This is a Key Topic, with high value for all users.
Accountants can create invoices without having to start in Operations by using the Transaction Data Entry (TDE) 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
On the Financials menu , under Transactions, click Transaction Data Entry.
Default values appear based on Invoice Default Rules and Invoice Detail Default Rules.
Select either Payable or Receivable.
Complete at least the Accounting Date, Vendor or Customer, Invoice Date, Due Date, Invoice No. (for a payable invoice), and Invoice Type.
To calculate the Due Date, complete the Terms field by specifying a Payment Terms code.
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.
Entering a record in the Bill Via field changes only the header information of the invoice but has no effect on the remittance bank details.
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 made in the Business Rules.
Note: If the Account field on the Accounting View tab is not editable, it means that Edit Account on Transaction Data Entry Module Right (enabled by configuration flag CFGEnableEditTDEandJournalAccountsEntry) is not selected for your user or group.
Remarks tab: Enter Invoice Details and Additional Remarks. On posting, the text is captured in the output invoice XML.
On the toolbar, click Save and Post. Payments appear in the Payment Information grid at the bottom of the form.
For invoices created on the TDE form, attachments can be added after the form is saved. On the toolbar, click Attachments.
Several Status codes appear on the TDE form, depending on the stage of the transaction.
V = Saved Only. Transaction data is entered and saved but not posted. A pending transaction number is generated. No changes to invoice amount are allowed.
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 a rebillable invoice, hover over the empty Rebill Inv No. field and then click 🛈.
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.
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
If there is a payment against the invoice, cancel it before reversing the transaction.
On the TDE toolbar, click Reverse.
Enter reversal information and then click OK.
When the configuration flag CFGActEnableSaveOnly is enabled, a Save button appears on the TDE form. Clicking it creates a new invoice status V (these types of transactions should be numbered using the VVVV company code). A Reject button deletes these provisional invoices and also resets the bill items.
Last Modified Time Stamps
Last modified user and time stamp data exists to assist with auditing the most recent edits to the record.
Opr Last User = The last user to update and save the transaction in the operational invoice view, for example, the Freight Invoice form in the Voyage Manager.
Acct Last User = The last user to update and save the transaction in the current accounting-oriented view, the Transaction Data Entry form.
Acct Last Update = Posted. The transaction is posted but not yet paid.
Alerts in the Transaction Data Entry Form
We recommend that IMOS admins configure alerts in collaboration with department heads
Guide your users through the correct workflow
Define required fields
You can nudge users with acknowledgeable warnings and really get their attention on important items using errors. To set a specific rule to apply only to the Transaction Data Entry form and not also to the Journal Entry form, use the Trans Type field.
When an Alert is entered for a Vessel or Address Book, the field is highlighted in light red.
Additional information for the current workspace is available in panels on the right:
Invoice No by Company
Use company code as the prefix for invoice numbers.
Invoice No by Company Skip Gap
When CFGInvoiceNoByCompany is set to Y, do not reuse invoice numbers that belong to reversed transactions.
Auto Number Payables
Automatically assigns invoice numbers to AP invoices.
Check Duplicate Invoice No in Operations
When auto-numbering invoices:
Check Duplicate Invoice No in
Controls validation of invoice numbers at the time of posting for financial invoices originally created on the Voyage Other Revenues and Expenses or TDE form. The available options are:
When autonumbering invoices:
Append R to Reversal Invoice Number
When enabled with CFGCheckDuplicateInvNoInAct, adds -R to the end of the invoice number of a reversed AP invoice. When disabled, the reversed AP invoice number remains the same as the original.
Require Reference No for
Defines a comma-separated list of invoice types for which Reference No. is mandatory when posting.
Reference No Format
Specifies the format for the Reference No. field when CFGActRequireRefNoFor is used.
Enable Invoice Subtypes
Adds an Invoice Subtypes form to the Data Center, through which you can define invoice subtypes that can then be selected in a Subtype field on this form.
Use Company LOB Trade Area Hierarchy
Sets up a hierarchy between Company, LOB, and Trade Area on several forms.
Require Rem Bank on AR Posting
Remittance Bank must be entered before posting an AR Invoice.
Ignore Currency Match on Bank Selection
Removes the restriction of Remittance Bank currency being the same as the invoice, so all the bank accounts linked to the vendor are available for selection.
Enable Save Only
When enabled, a Save button is available on the TDE form. Using it creates a new invoice status V (these types of transactions should be numbered using the VVVV company code). A Reject button deletes these provisional invoices and also resets the bill items.
No Default Reversal Date
For reversals, leaves the reversal date blank for entry, rather than defaulting to the current date.
Block Closed Voyage Invoice Reversal
Prevents reversing an invoice that is linked to a closed voyage.
Require Reversal Reason
A posted transaction cannot be reversed without selecting a Reversal Reason.
Enable Merged Statement
When enabled, multiple invoices can be posted as a merged statement if Invoice Type, Counterparty, Currency, and Company match.
Enable Accounting Date Warning
Displays a warning if a future date is entered into the Accounting Date field on the TDE and Journal Entry forms.
Enable Auto Propagate Tax Code
Note: CFGEnableTaxGroup must also be enabled.
When the tax code for the first line item is added, the tax codes for the remainder of the line items are automatically populated with the same tax code; when a tax code is added on the Operations View tab, its Port column is automatically populated.
Invoice No Char Limit
Sets the maximum number of characters allowed in the TDE invoice number upon posting.
Cache Invoice XML
Caches a copy of an invoice when it is reversed. The cached copy will be used for printing the reversed invoice.
Invoice Reversals by Type
Specifies whether the control of invoice reversal by type is enabled or not. When enabled, on the Object Rights tab in Security, an Invoice Reversal Types control list is added to grant users rights to reverse specific types of invoices.
Invoice Date Warning Months
Enables a warning message when an Invoice Date is too far in the future. To indicate how many months after the current date of saving or posting is acceptable, enter a number greater than 0. Invoice Dates outside this range will trigger a warning but still allow the user to save or post. To disable the warning, enter 0.
Operations Enable Cycle Payments
If an operations invoice has a Payment Terms field, you can set up Cycle Payment, which calculates up to four Due Dates per month.
To set up Cycle Payment, do the following:
Restrict Pay Invoice for Payable Transactions
When enabled, the user is blocked from clicking the Pay Current Invoice button on the TDE form for AP type invoices. In addition, a new Pay AP Invoices security right is added to Financials > Actions, which grants users the ability to click the button again.
Enable Modify TDE Accounts
When enabled, a new Module Right Modify Credit/Debit Accounts on TDE Form is available. Only users holding this Module Right have the ability to modify the Account and Credit Acct columns in the Invoice Details grid of the TDE Accounting View tab, as well as the AP/AR Account No. field in the header of the same form.
AP/AR Invoice No Generation Unified
If enabled, automatic generation of AP invoice numbers takes into account existing AR invoice numbers and vice versa; in other words, AP and AR invoice numbers are generated from a single unified pool of numbers, and once used for an invoice of one type are unavailable for use by the other type.
Invoice Reversal Approval Needed
Specifies how many approvals are needed before reversing an invoice. If it is set to a value greater than 0, indicating that approvals are needed in advance of reversing an invoice:
Access TDE Form from Operations Invoice
Note: CFGEnableTaxGroup must also be enabled.
When enabled, you can access the TDE form by clicking TDE on the toolbar of receivable Claim, receivable demurrage/despatch, Time Charter Bill, Voyage Other Revenues and Expenses (Types Revenue and Rebillable Expense), Other Revenues And Expenses By Daily Rate (Type Revenue), and Freight Invoice forms, which can be useful for entering multicurrency tax information.
Enable Tax Group
Enables the Tax Rate form in the Data Center, which allows for the grouping of taxes for the TDE form.
Require Tax Code
Sets the Tax Code field on the Operations tab of the TDE form as a mandatory field. If it is set as mandatory, it is not possible to post the transaction if any of the line items has a blank Tax Code.
Enable Invoice Det Proration by Itinerary
When enabled, turns on functionality in the system to allocate voyage related invoice detail amounts to related cargo itinerary line items, prorated by quantity. This includes a new Cargo Itinerary Allocation form, accessible from the TDE and Journal Entry forms.
Enable Edit TDE and Journal Accounts Entry
This flag provides two new security permissions: Edit Account on Transaction Data Entry and Edit Account on Journal Entry. These new permissions can be set to allow or deny users the ability to edit the accounts on the individual forms. This flag is independent of and supersedes the already existing CFGEnableModifyTDEAccounts flag.
Enable TDE Voyage Invoice Approval
When enabled, invoice created from Transaction Data Entry form will require number of approvals specified by CFGActInvoiceApprovalNeeded or CFGActARInvoiceApprovalNeeded (if set) before it can be posted. Note that this requires CFGActEnableSaveOnly to also be set to Y.
Check Duplicate Invoice No in Operations
Add Final checkbox to TDE screen and include in XML tag
When enabled, a checkbox called "Final" is added to the Transaction Data Entry form (financials invoice). Also, corresponding "isFinalInvoice" tag will be output to the invoice notification XML and can also be imported in the same tag through the interface into IMOS. This can be used to denote if financials invoice is a Draft (unchecked) or Final (checked) when saving or posting such invoice.
Add Invoice Reference Number (IRN) to XML tag
When enabled, a new, 64-character long string field is added to the Transaction Data Entry form (financials invoice) to hold Invoice Reference Number (IRN) used for tax purposes. Also, corresponding "invoiceTaxRefNo" tag will be output to the invoice notification XML and can also be imported in the same tag through the interface into IMOS.