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Intercompanyinvoicing/User Manual

(Overview)
 
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The inter-company module enables the automatic creation of matching purchase/sales invoice/order when a sales/purchase invoice/order of document type 'inter-company' is completed.
The inter-company module enables the automatic creation of matching purchase/sales invoice/order when a sales/purchase invoice/order of document type 'inter-company' is completed.
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For example, if the following document is created: sales Order in the organization B for a business partner called ''The Simpsons Ltd'' (which is associated to an organization ''A''). The system will generate a new Purchase Order in the organization ''A'' for the business partner ''McGiver'' (because it is associated to organization ''B'').
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For example, if the following document is created: Sales Order in the organization B for a business partner called ''The Simpsons Ltd'' (which is associated to an organization ''A''). The system will generate a new Purchase Order in the organization ''A'' for the business partner ''McGiver'' (because it is associated to organization ''B'').
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== '''Installation''' ==
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'''IMPORTANT NOTE:''' This module is only available for 2.50MP4 and up.
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This module can be installed following the usual steps to install a module. It can be installed through the central repository or downloaded at the module section of this forge project. Only the System Administrator can install modules.
==Configuration==
==Configuration==
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In order to be able to create Inter-company documents, the following items needs to be configured:
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In order to be able to create inter-company documents, the following items need to be configured:
* Mapping between business partners and organizations.
* Mapping between business partners and organizations.
* Creation of inter-company document types.
* Creation of inter-company document types.
* Definition of relations for inter-company document types.
* Definition of relations for inter-company document types.
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In the following sections, and step-by-step guide is provided.  
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In the following sections, a step-by-step guide is provided.  
===Business Partners mapping===
===Business Partners mapping===
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====Mapping vendor ''MC Givers'' to organization ''B''====
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====Mapping vendor ''McGiver'' to organization ''B''====
*Go to General Setup -> Enterprise -> Organization -> Organization
*Go to General Setup -> Enterprise -> Organization -> Organization
*Click Grid view
*Click Grid view
*Select Organization ''B'' and click information tab
*Select Organization ''B'' and click information tab
*General Setup -> Enterprise -> Organization -> Organization -> Information
*General Setup -> Enterprise -> Organization -> Organization -> Information
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*Then select the Business partner: ''McGivers'' and save (now the business partner ''McGivers'' is mapped to the organization B)
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*Then select the Business partner: ''McGiver'' and save (now the business partner ''McGiver'' is mapped to the organization ''B'')
====Mapping customer ''The Simpsons Ltd'' to organization ''A''====
====Mapping customer ''The Simpsons Ltd'' to organization ''A''====
*Go to General Setup -> Enterprise -> Organization -> Organization
*Go to General Setup -> Enterprise -> Organization -> Organization
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*Select Organization ''A'' and click information tab
*Select Organization ''A'' and click information tab
*General Setup -> Enterprise -> Organization -> Organization -> Information
*General Setup -> Enterprise -> Organization -> Organization -> Information
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*Then select the Business partner ''The Simpsons Ltd'' and save (now the business partner ''The Simpsons Ltd'' is mapped to the organization A)
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*Then select the Business partner ''The Simpsons Ltd'' and save (now the business partner ''The Simpsons Ltd'' is mapped to the organization ''A'')
===Definition of Inter-company Document Types===
===Definition of Inter-company Document Types===
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Create a another new entry for purchase order.
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Create another new entry for purchase order.
*Name - Inter-company Purchase Order
*Name - Inter-company Purchase Order
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Create a another new entry for sales Invoice.
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Create another new entry for sales Invoice.
*Name - Inter-company Sales Invoice
*Name - Inter-company Sales Invoice
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Create a another new entry for purchase Invoice.
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Create another new entry for purchase Invoice.
*Name - Inter-company Purchase Invoice
*Name - Inter-company Purchase Invoice
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====Mapping document types====
====Mapping document types====
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The next step will be to define the matching types within certain organizations for a document type in the application.  
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The next step is to define the matching types within certain organizations for a document type in the application.  
To do this  
To do this  
Navigate to Financial Management -> Accounting -> Setup -> Document Type ->  Document Definition
Navigate to Financial Management -> Accounting -> Setup -> Document Type ->  Document Definition
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#Select Document Definition 'Inter-company Sales Invoice' in Financial Management -> Accounting -> Setup -> Document Type ->  Document Definition tab
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#Select Document Definition ''Inter-company Sales Invoice'' in Financial Management -> Accounting -> Setup -> Document Type ->  Document Definition tab
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#Click 'Inter-company Relations' tab
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#Click ''Inter-company Relations'' tab
#Click new and then
#Click new and then
#*Select Org ''B'' in Source organization combo box
#*Select Org ''B'' in Source organization combo box
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Notice that there could be no target document type(optional) defined in the Financial Management -> Accounting -> Setup -> Document Type ->  Document Definition -> Inter-company Relations tab. This allows us to do it manually later. In this case, no matching order/invoice is created while completing the order/invoice.
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Notice that there could be no target document type(optional) defined in the ''Financial Management -> Accounting -> Setup -> Document Type ->  Document Definition -> Inter-company Relations'' tab. This allows us to do it manually later. In this case, no matching order/invoice is created while completing the order/invoice.
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==Inter-company Order Creation==
==Inter-company Order Creation==
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When an inter-company Sales Order is completed, the system will generate the matching purchase order automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the purchase order side too. In this case, a matching sales order would be created.  
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When an inter-company Sales Order is completed, the system generates the matching Purchase Order automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the Purchase Order side too. In this case, a matching Sales Order would be created.  
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*Go to Sales management->Transactions->Sales order -> Header  
*Go to Sales management->Transactions->Sales order -> Header  
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*Move to Header tab and complete the order
*Move to Header tab and complete the order
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The system will generate a purchase order in Organization ''A'', ''Mc givers'' as its business partner and its transaction document type as ''Inter-company Purchase Order''.
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The system generates a Purchase Order in Organization ''A'', with ''McGiver'' as business partner and ''Inter-company Purchase Order'' as transaction document type.
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Clicki on 'linked items' button to navigate to the new document(purchase order).
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Click on ''linked items'' button to navigate to the new document (Purchase Order).
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Click purchase order link that was created in Organization ''A'', ''Mc givers'' as its business partner and its transaction document type as ''Inter-company Purchase Order'' .
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Click ''Purchase Order'' link that was created in Organization ''A'', with ''McGiver'' as business partner and ''Inter-company Purchase Order'' as transaction document type.
[[Image:Inter-companyGeneratedPO.png]]
[[Image:Inter-companyGeneratedPO.png]]
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Click "Originating Order" link field that navigates to the corresponding document(Sales Order).
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Click ''Originating Order'' link field that navigates to the corresponding document (Sales Order).
==Inter-company Invoice Creation==
==Inter-company Invoice Creation==
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When an inter-company sales invoice is completed, the system will generate the matching purchase invoice automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the purchase invoice side too. In this case, a matching sales invoice would be created.  
+
When an inter-company sales invoice is completed, the system generates the matching purchase invoice automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the purchase invoice side too. In this case, a matching sales invoice would be created.  
*Go to Sales management->Transactions->Sales Invoice -> Header  
*Go to Sales management->Transactions->Sales Invoice -> Header  
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*Move to Header tab and complete the invoice
*Move to Header tab and complete the invoice
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The system will generate a purchase invoice in Organization ''A'', ''Mc givers'' as its business partner and its transaction document type as ''Inter-company Purchase Invoice''.
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The system generates a purchase invoice in Organization ''A'', with ''McGiver'' as business partner and ''Inter-company Purchase Invoice'' as transaction document type.
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[[Image:Inter-company-SalesInvoiceHeader.png]]
[[Image:Inter-company-SalesInvoiceHeader.png]]
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Click on 'linked items' button to navigate to the new document(purchase invoice).
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Click on ''linked items'' button to navigate to the new document (purchase invoice).
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[[Image:Inter-company-SI-LinkedItems.png]]
[[Image:Inter-company-SI-LinkedItems.png]]
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Click purchase invoice link that was created in Organization ''A'', ''Mc givers'' as its business partner and its transaction document type as ''Inter-company Purchase Invoice''.
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Click ''Purchase Invoice'' link that was created in Organization ''A'', with ''McGiver'' as business partner and ''Inter-company Purchase Invoice'' as transaction document type.
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[[Image:Inter-companyGeneratedPI.png]]
[[Image:Inter-companyGeneratedPI.png]]
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Click "Originating Invoice" link field that navigates to the corresponding document(Sales Invoice).
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Click ''Originating Invoice'' link field that navigates to the corresponding document (Sales Invoice).

Latest revision as of 09:43, 22 September 2009

Contents

Overview

The inter-company module enables the automatic creation of matching purchase/sales invoice/order when a sales/purchase invoice/order of document type 'inter-company' is completed.

For example, if the following document is created: Sales Order in the organization B for a business partner called The Simpsons Ltd (which is associated to an organization A). The system will generate a new Purchase Order in the organization A for the business partner McGiver (because it is associated to organization B).


Installation

IMPORTANT NOTE: This module is only available for 2.50MP4 and up.

This module can be installed following the usual steps to install a module. It can be installed through the central repository or downloaded at the module section of this forge project. Only the System Administrator can install modules.

Configuration

In order to be able to create inter-company documents, the following items need to be configured:

In the following sections, a step-by-step guide is provided.

Business Partners mapping

Mapping vendor McGiver to organization B

Mapping customer The Simpsons Ltd to organization A

Definition of Inter-company Document Types

First of all, new document types with inter-company flag checked must be created. Then, the relation between these document types must be defined within the organizations. So that when a purchase/sales invoice/order is created using the above created inter-company document type, on completion of the purchase/sales invoice/order, the system will generate the matching inter company sales/purchase invoice/order and will complete it.

Creating new document types

  1. Login as the 'client' administration user
  2. Navigate to Financial Management -> Accounting -> Setup -> Document Type -> Document Definition.

Create a new entry in this tab with the below details for sales order.


DocType-SO.png


Create another new entry for purchase order.


DocType-PO.png


Create another new entry for sales Invoice.


DocType-SI.png


Create another new entry for purchase Invoice.


DocType-PI.png


Mapping document types

The next step is to define the matching types within certain organizations for a document type in the application. To do this Navigate to Financial Management -> Accounting -> Setup -> Document Type -> Document Definition Click Grid view

  1. Select Document Definition 'Inter-company Sales Order'
  2. Click 'Inter-company Relations' tab
  3. Click new and then
    • Select Org B in Source organization combo box
    • Select Org A in Target organization combo box
    • Select Inter-company Purchase Order in Target Document type combo box.
    • Select Active check box.
    • Click save.


Inter-companyRelation.png


  1. Select Document Definition Inter-company Sales Invoice in Financial Management -> Accounting -> Setup -> Document Type -> Document Definition tab
  2. Click Inter-company Relations tab
  3. Click new and then
    • Select Org B in Source organization combo box
    • Select Org A in Target organization combo box
    • Select Inter-company Purchase Invoice in Target Document type combo box.
    • Select Active check box.
    • Click save.


Inter-companyRelationInvoice.png


Notice that there could be no target document type(optional) defined in the Financial Management -> Accounting -> Setup -> Document Type -> Document Definition -> Inter-company Relations tab. This allows us to do it manually later. In this case, no matching order/invoice is created while completing the order/invoice.


Relation-NoTargetDocType.png

Inter-company Order Creation

When an inter-company Sales Order is completed, the system generates the matching Purchase Order automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the Purchase Order side too. In this case, a matching Sales Order would be created.

The system generates a Purchase Order in Organization A, with McGiver as business partner and Inter-company Purchase Order as transaction document type.


Inter-company-SalesOrderHeader.png


Click on linked items button to navigate to the new document (Purchase Order).


Inter-company-SO-LinkedItems.png


Click Purchase Order link that was created in Organization A, with McGiver as business partner and Inter-company Purchase Order as transaction document type.

Inter-companyGeneratedPO.png

Click Originating Order link field that navigates to the corresponding document (Sales Order).

Inter-company Invoice Creation

When an inter-company sales invoice is completed, the system generates the matching purchase invoice automatically (if there is a matching document defined for the source and target organizations involved). Notice that this flow could be started in the purchase invoice side too. In this case, a matching sales invoice would be created.

The system generates a purchase invoice in Organization A, with McGiver as business partner and Inter-company Purchase Invoice as transaction document type.


Inter-company-SalesInvoiceHeader.png


Click on linked items button to navigate to the new document (purchase invoice).


Inter-company-SI-LinkedItems.png


Click Purchase Invoice link that was created in Organization A, with McGiver as business partner and Inter-company Purchase Invoice as transaction document type.


Inter-companyGeneratedPI.png


Click Originating Invoice link field that navigates to the corresponding document (Sales Invoice).