IntraOrgBookingOfIS/User Guide
INTRA ORG BOOKING OF INTERNAL SERVICES
Contents |
Abstract and Justification
“Intra Org Booking of Internal Services” is a new OB ERP feature which will book the Invoices for the internal services between org units and automatically create in internal settlement. This internal accounting should not be included in the consolidated income and loss calculation or in the consolidated balance sheet.
IntraOrg Booking of Internal Services is part of the booking functionality required by the organizational structure of German Universities, but may also be of interest to other types of organization in different countries.
User Goals
Intra Org Booking of Internal Services feature on ERP system is used to create the Invoices for Internal Services ( Like Printing Services from other department without paying amount and taxes) between the organizational units.
Prerequisites
Intra Org Booking of Internal Services feature is available as a feature within the Intercompany Documents module:
- Openbravo application should be installed in your environment.
- Login as Openbravo/Openbravo
- Change the role to “System Admin” by clicking the button “User Info”.
- Go to General Setup -> Application -> Module Management. Click the tab Add Modules -> Browse File System.
- Install Module pop-up window will be opened. Browse the obx file and click continue.
- Intercompany Documents will be available in “Add Modules” with Install Now button.
- Click Install Now. This will do all the process and finally it will add the Intercompany Document module, which contains the Intra Org Booking of Internal Services feature, in our application.
- To Verify this go to “Installed Modules” tab in Module Management and check whether the newly added module appears there.
Now your application is set up with the Intra Org Booking of Internal Services feature.
System Configuration [ Setup ]
- Setting up the Business Parter for the Organization
- The Business Parter for the Organization which uses the 'Intra Org Booking of Internal Services' feature should configure the Business Partner as part of the Configuration. For our case We are using "Org A" as Source Org and "Org B" as Target Org. So, Both Source and Target Organizations should be configured with Business Parter.
ORG A
ORG B
- 'Tax' & 'Form of Payment' should be configured at Business Partner Level
- The form of payment and tax for this invoice should be configured at business partner level. "Form of Payment" should be set as "Internal Settlement" and Tax should be set as "Exempt".
Financial Management || Accounting || Setup || Document Type || Document Definition
- New Document Type for Internal Services
- New DocType( Purchase & Sales Invoices) for Internal services should be created. The Invoice will be processed based the document type. If the "Inter Company Document" DocType is selected then the system will do the automatic settlement to cancel the payment which related to the Invoice
Note : - The 'Inter-Company' and 'Automatic Internal Settlement' flags should be selected (checked).
Note : - The 'Inter-Company' and 'Automatic Internal Settlement' flags should be selected (checked).
- New Document Type for Internal Services
- New DocType( Internal Settlement) for Internal services should be created.
- New Form of Payment for Internal Services
- A new 'Form of Payment' called "Internal Settlement" will be created as part of the OBX Installation; users do not need to create this manually.
Note: Setting the Form of Payment to Internal Settlement does not drive the automatic internal settlement. It simply ensures that any internal invoices will have the correct "Form of Payment" displayed. The automatic internal settlement is driven by the Automatic Internal Settlement flag being selected when configuring the new document type for internal services (see section New Document Type for Internal Services above).
Financial Management || Accounting || Setup || Document Type || Document Definition >> Inter-company Relations
- Setting up the 'Inter Company Relationship' to generated the matching document
- After creating the new DocType for Sales & Purchase invoices, the Inter Company relationship should be set for both DocTypes.
- The new DocType for Purchase Invoice should have the 'Source Organization [ Org : A ]' & 'Target Organization [ Org : B ]' along with 'Target Document Type [ Inter-Company-SI]' should (Have to) be selected (configured) In-order to generate the Sales Invoice. Both(Source Organization and Target Organization) must have a common parent organization (Organization type should be support for transaction) where transactions are allowed.
- The new DocType for Sales Invoice should have the 'Source Organization [ Org : B ]' & 'Target Organization [ Org : A ]' along with 'Target Document Type [ Inter-Company-PI]' should (Have to) be selected (configured) In-order to generate the Purchase Invoice. Both(Source Organization and Target Organization) must have a common parent organization (Organization type should be support for transaction) where transactions are allowed.
User Experience
CREATING THE PURCHASE INVOICE
John is an user( Physic Department of University) who needs to get the printing service from Computer Department which is a another department in the same university. For this printing services John creates the Purchase Invoices along with Document Type of "Inter Company Document". In - Order to create the purchase Invoice John should follow the below steps.
- John has to Log in Openbravo ERP as Organization Administrator.
- From the Application menu, select Procurement Management-> Transactions->Purchase invoice.
- Click New.
- Select the Document Type as "Inter Company Document".
- By clicking the Business Partner icon, select the business partner as McGiver Supplies.
- Save the Invoice.
- Click the Lines tab.
- Click New.
- By clicking the Product icon, select the "Hat" product.
- In the Invoiced Quantity field(Number of Printouts), type the quantity of the product to be invoiced.
- Go back to header tab and Click "Complete".
Result:
Process completed successfully
Matching inter-company invoice created: 10000048
PURCHASE INVOICE
SALES INVOICE
The after completing the Purchase invoice(The banner message will show the Originating Invoice Number), the matching document(sales invoice) will be automatically created and the payment for the invoice will be cancelled through the settlement. In - Order to check the Matching document (Sales Invoice) John has to follow the below steps.
- In the purchase Invoice window, John have to click the on the Linked Items on the top right corner to find the Sales Invoice.
- Through the Linked Items, John can able to reach the "Sales Management || Transactions || Sales Invoice || Header"
- On the Sales Invoice window, John can able to find the matching document (Sales Invoice) using the Sales Invoice document number.
- On the newly created sales invoice, john can able to find the related purchase invoice document on the sales invoice window with by using the "Originating Invoice" column in the Sales Invoice window.
- By Clicking on the Originating link, John can able to read the actual purchase invoice.
FINDING THE 2 PAYMENTS ( SALES & PURCHASE INVOICE PAYMENTS )
- After creating the Purchase Invoice, The sales Invoice will be generated automatically by the system. So, John have to check whether the Payment for both Invoices are same. Since, this module should create the matching document along with payment. So, In our case, Purchase invoice payment is : 875.00, So the Sales Invoice payment should also equal to : 875.00. So that those payment can be cancelled through the settlement( In General). But in this module the settlement can be done automatically. In- order to make sure whether payment has been done successfully. John has to make note of each payment of the Invoices and investigate on the system whether payment has been done( Cancelled ) properly.
Procurement Management || Transactions || Purchase Invoice || Header >> Payment
Sales Management || Transactions || Sales Invoice || Header >> Payment
- FINDING THE CANCELLED PAYMENT FOR BOTH INVOICES IN SETTLEMENT.
- After the payment verification on Purchase & Sales Invoice. John have to check whether the settlement which has been generated automatically has the 2 payments (Sales & Purchase Invoice) in the Cancelled payment tab. To do so, below steps needs to be followed.
John have to go to the below Application Path.
- Sales Management || Transactions || Sales Invoice || Header >> Payment
- And Click on the "Settlement Cancelled" Link on the payment tab, will reach the below application path.
Financial Management || Receivables & Payables || Transactions || Settlement || Settlement
- Then John has to click on the "Cancelled Payment". There john can see the both payment ( Sales & Purchase ) which has been cancelled through automatic settlement process.
