Difference between revisions of "News:Invoice distribution of group internal invoices in PRO"

Latest revision as of 23:45, 21 October 2015

Internal invoices between companies in the same Marathon installation may be sent directly through Invoice Distribution in Sales Ledger (SL) in the sending company into Preliminary Entering in Purchase Ledger (PL) of the receiving company. The incoming invoice will show up in the list as ”Not checked” with the invoice scan attached. The administrator in the receiving company will receive a mail notification and may then add information about approver and initiate approval and bookkeeping following the normal procedure.

1. Contact Kalin Setterberg to switch on this function in your installation.

2. Setup of Base register (BAS):

a) In base register for the invoice sending company in BAS/PRO/Client/Project at E-document tab choose E-invoice recipient ”Marathon” on the internal clients/projects for which you want to distribute invoices through the SL Invoice distribution.

in BAS/SL/Clients choose “Company To” (Marathon code for receiving company)

b) In base register for the invoice receiving company in BAS/PL/Supplier choose ”Company From” (Marathon code for sending company)

in BAS/SL/PARAMETERS at Preliminary entering tab fill in user id in the field “Notification of e-invoice” if you want a notifying mail to the administrator of the Sales ledger when an internal invoice arrives in the preliminary entering list.

Set the parameter Simultaneous users (Scanning), this one has to be set to activate the import of invoices.

c) In case you want to use the Invoice distribution in combination with the MultiCompany function and would like to monitor cost booking automatically in the receiving company allocated per fee/purchase/other you need to do additional base register changes.

In the sending company BAS/GENERAL/Company specific registers/PARAMETERS in E-invoice tab choose “Subtotals on fees/purchases/other”.

In the receiving company BAS/PL/PARAMETERS at Preliminary entering tab select accounts for e-invoice fees, purchases and other.

3. Create invoices following the normal procedure in Project Accounting – Adjusting/Invoicing and print final invoice.

4. To send it as e-invoice go to Sales Ledger – Invoice distribution.

Select period and mark Project invoices, Only e-invoices and Only not sent, click Search

Mark the invoice and click E-invoice. The invoice will be added to the Preliminary entering at the receiving company.

5. In the Preliminary entering the invoice is marked in the list as ”Not checked”.

In case ”Company From” is correctly recorded in base register the invoice will be automatically linked to the supplier in the ledger. If not the administrator has to add this information manually. Process the invoice for approval and accounting following the normal routine.