User Guide for Invoicing

Infor LN Invoicing User Guide

for Invoicing

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Publication Information

cisliug (U8935)Document code

10.5 (10.5)Release

February 6, 2024Publication date

About this document

.................9Chapter 1 Invoicing Overview............................................................................................

.................9Invoicing.......................................................................................................................

.................9Invoice processing.......................................................................................................

...............10Direct processing and ION Workflow.................................................................

...............10Printing invoices...........................................................................................................

...............13Chapter 2 Invoicing Setup..................................................................................................

...............13Setting up Invoicing.....................................................................................................

...............13Setting up invoice combining and aggregation............................................................

...............14Setting up invoice configuration...................................................................................

...............14Setting up invoice distribution......................................................................................

...............14Setting up mass invoicing............................................................................................

...............15Setting up ad hoc invoicing..........................................................................................

...............15Setting up self-billed invoicing.....................................................................................

...............16Setting up financial data..............................................................................................

...............16Setting up tax data.......................................................................................................

...............16Setting up the intracommunity listing...........................................................................

...............17Collecting the sales listing data..........................................................................

...............17Printing texts on invoices.............................................................................................

...............18Printing header and footer texts on invoices................................................................

...............19Printing additional text and detail texts on invoices.....................................................

...............19Printing reference texts on invoices.............................................................................

...............20Printing tax articles on invoices...................................................................................

...............20Printing business partner bank details on invoices......................................................

...............20Printing euros...............................................................................................................

...............21Chapter 3 Invoicing Procedure..........................................................................................

...............21Invoicing procedure.....................................................................................................

...............21Release invoicing data to Invoicing.............................................................................

Table of Contents

...............22View invoicing data......................................................................................................

...............23Correct invoicing data..................................................................................................

...............25Confirm invoicing data.................................................................................................

...............25Create an invoicing batch............................................................................................

...............25Process the invoicing batch.........................................................................................

...............27Printing and posting the invoices separately......................................................

...............27Reprint printed and posted invoices............................................................................

...............27Selecting order data for invoicing................................................................................

...............28Overwriting the transaction types and series.....................................................

...............29Creating separate invoices for each kind of order.............................................

...............29Composing criteria.......................................................................................................

...............30Sending sales invoices through EDI............................................................................

...............33Chapter 4 Mass Invoicing...................................................................................................

...............33Job processing of invoices...........................................................................................

...............35Chapter 5 Ad Hoc Invoicing................................................................................................

...............35Manual sales invoices..................................................................................................

...............39Chapter 6 Self-Billed Invoicing...........................................................................................

...............39Self-billed invoice matching.........................................................................................

...............40Approve matched self-billed invoices.................................................................

...............41Chapter 7 Invoicing Data Maintenance..............................................................................

...............41Invoicing statuses........................................................................................................

...............43Credit and Rebill..........................................................................................................

...............45Chapter 8 Invoicing Utilities...............................................................................................

...............45Removing invoicing data..............................................................................................

...............47Chapter 9 Taxation..............................................................................................................

...............47Tax date.......................................................................................................................

...............47Generating the intracommunity listing.........................................................................

...............48Subcontracting indicator....................................................................................

...............48Generating the next intracommunity listing........................................................

...............48Updating the sales listing...................................................................................

...............48North American expense purchase tax........................................................................

...............49Using a tax provider.....................................................................................................

...............49To start using a tax provider...............................................................................

...............50Setting up the tax-provider interface............................................................................

...............51Simplify the tax-code structure...........................................................................

...............51Use separate tax codes for financial transactions.............................................

...............52Stamp tax.....................................................................................................................

...............52Tax on separate invoice...............................................................................................

...............55Chapter 10 Revenue Recognition......................................................................................

...............55Cost plus invoicing.......................................................................................................

...............56Unit rate invoicing........................................................................................................

...............57Installment invoicing....................................................................................................

...............57Progress invoicing.......................................................................................................

...............58Delivery-based invoicing..............................................................................................

...............58Service contract installments.......................................................................................

...............59Service Order Invoicing...............................................................................................

...............59Call invoicing................................................................................................................

...............61Chapter 11 Miscellaneous...................................................................................................

...............61Document authorization using ION Workflow..............................................................

...............62Purchase invoice authorization....................................................................................

...............62Print a report......................................................................................................

...............62Purchase invoice authorization history..............................................................

...............65Appendix A Glossary..........................................................................................................

Index

This document describes the process to set up, generate, and handle the sales invoices that originate

from the various LN packages, in Invoicing. The creation and use of manual sales invoices and interest

invoices, which includes the usage and setup of self-billed invoice matching, are also detailed.

Intended audience

This document is intended for the following categories of users:

▪

Key users who set up Invoicing

▪

Users who perform and monitor the invoicing process

Assumed knowledge

Understanding this document is easier if you have some basic knowledge of the functionality of the

various logistic LN packages and LN Financials

Document summary

This document contains the following chapters:

▪

Invoicing Overview

Provides an introduction to Invoicing, sources of billable lines, invoicing process and status

(both with and without workflow), and the concept of central invoicing.

▪

Invoicing Setup

Provides instructions on how to combine and aggregate invoices, configure invoices, set up

invoice distribution, mass, ad hoc and self-billed invoicing, and specify posting data, and tax

data.

▪

Invoicing Procedure

Describes all steps in the invoicing process.

▪

Mass Invoicing

Provides an overview of mass invoicing, and information on recurring invoicing batches, and

the Mass Invoicing Workbench (cisli3620m000) session.

▪

Ad Hoc Invoicing

Provides an overview of ad hoc invoicing, information on the Invoicing 360 (cisli3600m000)

session, and the process of manual sales invoicing.

▪

Self-Billed Invoicing

Provides an overview of self-billed invoicing, information on the Self-Billing Workbench

(cisli5620m000) session, and the process of manual matching.

▪

Invoicing Data Maintenance

Provides information on user profile authorization, maintenance options, maintenance of

billable lines and invoices, credit and rebill functionality, and credit invoice lines.

▪

Invoicing Utilities

Describes tools that you can use to generate sales listings, update tax registers, archive and

delete invoice data, and clear obsolete invoice tables.

Infor LN Invoicing | User Guide for Invoicing | 7

About this document

▪

Taxation

Describes various country-specific tax features, such as tax date, sales listing, Vertex

integration, and tax on separate invoice.

▪

Revenue Recognition

Includes in formation on project invoicing and service contract invoicing.

▪

Miscellaneous

Covers a variety of topics, including invoice workflow authorization, invoice distribution,

shipment-based invoicing, and installment invoicing.

▪

Glossary

Provides definitions of the terms and concepts used in this document, in alphabetical order.

How to read this document

This document was assembled from online help topics. As a result, references to other sections in the

manual are presented as shown in the following example:

For details, refer to To print texts on invoices. To locate the referred section, please refer to the Table

of Contents or use the Index at the end of the document.

Underlined terms indicate a link to a glossary definition. If you view this document online, you can click

the underlined term to go to the glossary definition at the end of the document .

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8 | Infor LN Invoicing | User Guide for Invoicing

About this document

Invoicing

You use Invoicing to create billable lines, which can be used to invoice business partners. Billable lines

can originate from the following sources:

▪

Sales, for example, sales orders and rebates

▪

Project

▪

Procurement, for example, purchase orders

▪

Warehousing

▪

Freight

▪

Service, for example, service orders and service calls

▪

Interest invoices generated in Accounts Receivable

▪

Debit notes and credit notes from Cash Management

▪

Sales invoices manually entered in Invoicing

Invoice processing

An invoice needs to be composed before it can be draft printed. The draft print is required to do initial

verification of basic data on the invoice, such as customer VAT ID, terms of payment, and legal text.

Once an invoice is printed, it is a legal invoice. If at this stage an invoice is not correct, it needs to be

canceled and recreated.

When the user has - optionally - draft printed the invoice, the invoice must be submitted for approval.

Its status will then be set to Pending Approval at once, which means that the invoice will be blocked

for processing. Any session that processes a range of invoices will skip this invoice. The status submitted

for ION Workflow is Ready to Print. This status is stored and will be visible on the invoice after the

invoice is approved in ION Workflow.

If a user runs the Compose/Print/Post Invoices (cisli2200m000) session as a single step, all invoices

should be submitted for ION Workflow approval. As a consequence, this process is interrupted and

Infor LN Invoicing | User Guide for Invoicing | 9

Chapter 1

Invoicing Overview

cannot be completely executed for invoices that need to be composed, printed, and posted. Invoices

that only require printing and posting and that have status Ready to Print can be processed, of course.

After the invoice is approved in ION Workflow, the status of the invoice is set to Ready to Print and

from here the invoice can be selected for final printing and posting.

If the invoice is rejected in ION Workflow, the status of the invoice is reset to On Hold. From here, the

data must be corrected after which the invoice can be submitted again for ION Workflow approval. This

process could be repeated multiple times.

Direct processing and ION Workflow

Some types of invoices in LN allow for direct processing, such as collect orders ( Order Management),

debit/ credit notes ( Financials), and manual sales invoices ( Invoicing).

If ION Workflow is implemented, however, only collect orders will be enabled for direct processing,

whereas debit/credit notes and manual sales invoices will be subject to ION Workflow approval.

Printing invoices

The following table shows which invoicing statuses are valid for printing.

10 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Overview

Print Option Available?

ReprintOriginalDraftInvoicing Sta-

tus

On Hold

Yes*Confirmed

YesReady to

Submit

YesPending Ap-

proval

YesYesReady to

Yes Printed

Yes Posted

* Preview

Infor LN Invoicing | User Guide for Invoicing | 11

Invoicing Overview

12 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Overview

Setting up Invoicing

To set up Invoicing, refer to the following topics:

▪

Setting up invoice combining and aggregation (p. 13)

▪

Setting up invoice configuration (p. 14)

▪

Setting up invoice distribution (p. 14)

▪

Setting up financial data (p. 16)

▪

Setting up tax data (p. 16)

▪

Setting up mass invoicing (p. 14)

▪

Setting up ad hoc invoicing (p. 15)

▪

Setting up self-billed invoicing (p. 15)

Note

All required invoicing-related parameters and settings can be accessed through the Invoicing Parameters

(cisli0100m000) session.

Setting up invoice combining and aggregation

To set up invoice combining and aggregation:

1. In the Invoicing Methods (tcmcs0555m000) session, specify invoicing methods.

2. In the Invoicing Options (cisli1520m000) session, specify invoicing options.

3. In the Invoicing Parameters (cisli0100m000) session, optionally select Aggregate Shipment

Lines.

Infor LN Invoicing | User Guide for Invoicing | 13

Chapter 2

Invoicing Setup

Setting up invoice configuration

To set up invoice configuration:

1. In the Invoice Layouts (cisli1150m000) session, specify layouts for a fixed number of invoice

layout types.

2. In the Invoice Layouts by Business Partner (cisli1159m000) session, optionally link invoice

layouts to a combination of invoice-to business partner and department.

3. In the Invoicing Options (cisli1520m000) session, specify invoicing options.

4. In the Invoice Texts (cisli1110m000) session, optionally specify language-specific standard

texts for invoice headers and footers.

5. In the Invoicing User Profiles (cisli0110m000) session, specify default print options, and whether

a user is authorized to change invoicing data.

Setting up invoice distribution

To set up invoice distribution:

1. In the Invoice Delivery Methods (tcmcs0156m000) session, specify invoice delivery methods.

2. In the Document Output Management Rules (tccom6170m000) session, do the following:

▪

For a combination of document type and business partner, or a set of business partners,

specify how invoices must be processed.

▪

Specify the destination types ( Mail, Fax, or Print) that apply to the recipients.

▪

Store the address information, such as e-mail address or fax number.

3. In the Invoice Printing Sequences (cisli1540m000) session, specify printing sequences for

original invoices.

4. In the Invoicing User Profiles (cisli0110m000) session, specify default devices and print options.

Setting up mass invoicing

To set up mass invoicing:

1. In the Invoicing Batch Templates (cisli1125m000) session, specify at least one invoicing batch

template.

2. In the Invoicing Parameters (cisli0100m000) session, on the Processing tab, specify defaults

for invoice date, printing, and posting.

14 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Setup

3. For batch processing, under Processing Defaults, in the Composing Reference Based

fields, specify default templates for invoicing batches and invoicing options.

Setting up ad hoc invoicing

To set up ad hoc invoicing:

1. In the Invoicing Batch Templates (cisli1125m000) session, specify at least one invoicing batch

template.

2. In the Invoicing Parameters (cisli0100m000) session, you can specify these parameters:

▪

Select or clear the Use General Ledger Code check box to indicate the default way in

which you want to specify the posting data. If you select the Use General Ledger Code

check box, in the Manual Sales Invoice Lines (cisli2125m000) session you can still empty

the GL Code field and use the integration ledger account and dimensions.

▪

Specify the default manual sales ledger account and dimensions for the credit entry of the

manual sales invoices. The debit entry is posted to the business partner control account.

▪

You can also specify the default GL code for the credit entry.

▪

The Manual Sales Order Header Dimensions check box. If you select this check box,

you can select the dimensions for the control account when you create the manual sales

invoice header in the Manual Sales Invoice Lines (cisli2125m000) session.

▪

A default invoicing batch template and default invoicing options.

▪

Default transaction types and series to be used for invoice numbering, depending on the

origin of the invoice transactions, such as sales orders and service orders. In this way,

you permit or restrict the grouping of invoicing data types on the invoices: to be grouped

on a single invoice, the invoicing data lines must have the same transaction type and

series.

Setting up self-billed invoicing

To set up self-billed invoicing:

1. In the Match Codes (tcmcs0158m000) session, specify at least one match code.

2. In the Invoicing Parameters (cisli0100m000) session, on the Miscellaneous tab, under

Self-Billed Invoice, specify the following as required:

▪

Match Code (mandatory)

▪

Automatic Match Self-Billed Invoice (recommended)

▪

Automatic Approve Self-Billed Invoice

3. In the same session, on the Number Groups tab, specify a number group and series for

self-billed invoices.

Infor LN Invoicing | User Guide for Invoicing | 15

Invoicing Setup

4. In the Self-Billing Approve Authorizations (cisli0120m000) session, specify minimum and

maximum amounts, and percentages for users when they approve matched self-billed invoices.

Setting up financial data

To set up financial data:

1. In the Invoicing Parameters (cisli0100m000) session, on the Processing tab, specify defaults

for invoice date, printing, and posting. Under Processing Defaults specify a default invoicing

batch template and default invoicing options.

2. In the Invoicing Transaction Types (cisli0101m000) session, specify for each source type and

invoicing scenario combination, default transaction types and series to generate the invoice

document numbers.

3. In the Bank Reference Positions by Country (cisli1130m000) session, specify start positions

and lengths of the fields for the components of the bank reference number.

Setting up tax data

To set up tax data:

1. In the Invoicing Parameters (cisli0100m000) session, on the Processing tab, specify the

following:

▪

Tax Date

▪

Settlement Tax Date

▪

Fiscal Period Derived From

▪

Tax Period Derived From

Setting up the intracommunity listing

LN collects the data from the sales invoices that you send to business partners with addresses in EU

member countries that are different from the country of your company's address.

To set up LN to collect the sales-listing data, use the following sequence of sessions:

1. Implemented Software Components (tccom0100s000)

Select the EU Sales Listing check box.

2. General Company Data (tccom0102s000)

Specify your company's own VAT number in the Tax Number of Own Company field.

16 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Setup

3. Countries (tcmcs0510m000)

Select the EU Member State check box when you define a country that is a member of the

European Union (EU), .

4. Tax Numbers by Business Partner (tctax4100m000)

Specify the tax identification number of each business partner in an EU member country.

5. Intracommunity Listing Declaration Periods by Tax Period (tccom7103m000)

Specify the periods for which you must submit the sales listing and map the periods to the tax

periods defined for the financial company.

6. Sales Listing Declaration Layout (tccom7101m000)

Specify or update the layout of the sales listing XML file. If you generate a comma-separated

(CSV) file, you must also use this session to define the required fields.

Collecting the sales listing data

To transfer the data to the sales listing:

1. In the Invoice-to Business Partner Open Entries (tfacr2520m000) session, select a line and

on the appropriate menu, click Sales Listing Data. The Sales Listing Data (tfacr1113s000)

session starts.

2. In the Sales Listing Data (tfacr1113s000) session, click Save to transfer the data of the selected

open entry.

Each invoice results in one line of the sales listing. In the Sales Listing (tccom7170s000) session, you

can add or correct sales-listing data manually before you generate the report. For example, you must

select the Subcontracting check box for the sales-listing lines to which this applies.

Printing texts on invoices

You can print the following texts on invoices:

▪

Header and Footer

Standard header text and footer text that LN can print on all invoices in the languages of the

invoice-to business partners.

For details, refer to Printing header and footer texts on invoices (p. 18).

▪

Additional Text and Detail Text

Specific text that you can add to the invoicing data.

For details, refer to Printing additional text and detail texts on invoices (p. 19).

▪

Lot and serial numbers

If serialized items and/or lot items occur on the invoice, LN can print the serial numbers and

lot numbers on the invoice. In the Invoicing Options (cisli1120s000) session, select the Print

Lot and Serial Numbers check box.

Infor LN Invoicing | User Guide for Invoicing | 17

Invoicing Setup

▪

Text related to a tax code

If special tax rates apply, in some cases a reference to the applicable tax law chapter must

be printed on the invoice.

For details, refer to Printing tax articles on invoices (p. 20).

▪

Tax exemption certificate number

To print tax exemption certificate numbers on orders and invoices, select the Print Tax

Exemption check box for the tax country in the Countries (tcmcs0110s000) session.

▪

Business partner's bank address and account number

In some countries, the bank address and the business partner's bank account number must

be printed on the invoice.

For details, refer to Printing business partner bank details on invoices (p. 20).

▪

Delivery notes

If the goods are accompanied by a delivery note, LN prints the delivery note numbers and the

weight of the goods as stated on the delivery notes, on the invoice.

▪

Reference text

A text printed at the bottom of the sales invoice. For example, you can use this text for

references to rebate agreements that apply to the invoice.

For details, refer to Printing reference texts on invoices (p. 19).

Printing header and footer texts on invoices

Standard header and footer texts

To print a standard text on the invoices in the languages of the invoice-to business partners:

1. In the Invoice Texts (cisli1110m000) session, click New to add a record.

2. In the Standard Text field, specify a code for the text.

3. In the Language field, specify the appropriate language code.

4. In the Description field, type the text as it must appear in the language.

5. Save the data.

6. Repeat the previous steps to specify the standard texts in all the languages of your invoice-to

business partners. Use the same codes for similar texts in the various languages.

7. In the Invoicing Options (cisli1120s000) session, specify the standard text codes in the Header

field and/or the Footer field. When you print the invoices, LN prints the text in the language

of the invoice-to business partner.

18 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Setup

Printing additional text and detail texts on invoices

You can print the following types of specific text on an invoice:

▪

Detail Text

Specific text that you can add to an invoicing data line.

▪

Additional Text

Order-specific text that you can add to the invoicing data.

To create, view, or change text:

1. Select the order or the order line in the appropriate invoicing data session in Invoicing.

Click the Text Editor button or, on the Edit menu, click Texts. The text editor starts.

3. If the status of the invoicing data is On Hold or Confirmed, you can create or change the text.

Because additional text and detail text applies to a single order or invoice line, you can enter

the text in only one language.

Printing reference texts on invoices

LN prints reference texts at the bottom of the sales invoice. For example, you can use this text for

references to rebate agreements that apply to the invoice.

In some countries, if you have a rebate agreement or a bonus agreement with your business partner,

you must print a reference to the agreement on the sales invoices.

To print a reference to rebate agreements on sales invoices:

1. In the Invoicing Options (cisli1520m000) overview session or the Invoicing Options

(cisli1120s000) details session, select the invoicing options to which you want to add the

reference text.

2. Click the Text button or on the Edit menu, click Texts. The text editor starts.

3. Type the text. Usually, the text of the reference to a rebate agreement can be generic, for

example, "Deductions apply based on rebate and bonus agreements."

4. If you save the text, LN automatically selects the Rebates check box in the Invoicing Options

(cisli1120s000) details session.

Note

▪

You must manually check whether a rebate agreement or bonus agreement with the business

partner exists.

▪

You can only print references to rebate agreements on sales invoices, not on service invoices.

Infor LN Invoicing | User Guide for Invoicing | 19

Invoicing Setup

Printing tax articles on invoices

If special tax rates apply, in some cases a reference to the applicable tax law chapter must be printed

on the invoice.

To print tax articles on invoices:

1. In the Tax Codes by Country (tcmcs0136s000) session define the tax code by country details.

2. Click the Edit Text... button. The text editor starts.

3. Type the text.

4. If you save the text, LN automatically selects the Text check box.

If you print invoices with this tax code, LN automatically prints the text on the invoice.

Printing business partner bank details on invoices

To print the bank address or the business partner's bank account number on invoices:

▪

In the Payment/Receipt Method (tfcmg0140s000) session, select the following check boxes,

as applicable:

▪

Bank Address Required

▪

Bank Account Required

LN retrieves the details from the Bank Account by Pay-by Business Partner (tccom4115s000) session.

Printing euros

If you print invoices and other financial reports, you can usually choose to print the amounts in euros

instead of in Economic and Monetary Union (EMU) currencies.

Amounts in currencies marked as EMU currencies in the Currencies (tcmcs0102m000) session are then

printed in the euro currency of the financial company, which you can select in the Transition Currency

field of the Companies (tcemm1170m000) session (under Master Data, Enterprise Modeling Management,

Enterprise Structure).

20 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Setup

Invoicing procedure

The procedure to generate and print invoices consists of the following steps:

Release invoicing data to Invoicing (p. 21)

View invoicing data (p. 22)

Correct invoicing data (p. 23)

Confirm invoicing data (p. 25)

Create an invoicing batch (p. 25)

Process the invoicing batch (p. 25)

If required, you can reprint the invoices as described in Reprint printed and posted invoices (p. 27).

Periodically, you can remove the invoices from the operational system as described in Removing invoicing

data (p. 45).

Release invoicing data to Invoicing

The invoicing data must be transferred from the various Operations Management packages to Invoicing.

Before you process the invoices, you can view the invoicing data in the various invoicing data sessions.

The status (p. 41) of the invoicing data lines indicates whether you can generate invoices from the

invoicing data.

After release to Invoicing, the status of the invoicing data is either Confirmed or On Hold. For some

invoicing data, you can select the Confirmed or On Hold status when you release the data to Invoicing.

The following table shows the status of the invoicing data.

Infor LN Invoicing | User Guide for Invoicing | 21

Chapter 3

Invoicing Procedure

On HoldConfirmed or On HoldConfirmed

Service ordersProjects (TP)Sales orders

Service callsService contractsSales schedules

Maintenance sales ordersInterest invoicesInstallments for sales orders

--Commissions

--Rebates

--Freight orders

View invoicing data

You can view transferred but not yet invoiced data in the Billable Lines (cisli8110m000) session. When

invoiced, you can view the data in the Invoice Lines (cisli3110m000) session.

If invoicing lines exist with status On Hold or Confirmed, depending on the invoicing data type, you

can usually change a number of data, including the following:

▪

First Reference

▪

Second Reference

▪

Original Pay-by Business Partner

▪

Invoice-to Address

▪

Invoice Delivery Method

▪

Payment Method

▪

Payment Terms

▪

Late Payment Surcharge

▪

Cut-off Date

If you change any of these fields, the new data only applies to the invoice lines that must still be

processed.

Depending on the invoice status, a number of data can be changed even after composing and printing.

The following table shows which subset of data can be changed.

Ready to Submit, Ready to Print, PrintedPrintedReady to Submit, Ready to Print

▪

Bank Account

▪

Tax Year/Period

▪

Rate Date

22 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Procedure

▪

Tax Date

▪▪

Invoice Delivery MethodFiscal Year/Period

▪▪ ▪

Reporting Year/

Period

Settlement Tax Date Based

Financial Department

▪

Invoice Layout

▪

Invoice-to Address

▪

Link to Monthly Billing Invoice

▪

Payment Method

▪

Pay-by Address

▪

Sales Type

To use the new data for already composed invoices, you must undo the composition in the

Compose/Print/Post Invoices (cisli2200m000) session. See: Correct invoicing data (p. 23).

Correct invoicing data

If changes to the invoice amounts are required, you can undo the composition of a Ready to Print

invoice in Invoicing. In the related Operations Management package, such as Sales or Service, you can

change the invoice-related data. LN will then update the billable lines (status: On Hold) accordingly,

after which you can reprocess the invoicing data.

Note

You cannot make corrections to invoices for which you use Direct processing of invoices, for example,

debit notes and credit notes.

Step 1: Undo the composition of invoices

In the Invoicing 360 (cisli3600m000) session, select the invoicing batch or the recurring invoicing batch.

Select one of these check boxes:

▪

Undo Compose

If you click Continue, the application performs these actions:

▪

Removes the invoices from Invoicing.

▪

Sets the billable line status to Confirmed.

▪

Sets the invoicing batch status to On Hold.

For example, you can use this function if you want to change the selection ranges of the

invoicing batch, and/or the invoicing options, and then reprocess the invoicing batch.

▪

Undo Compose and Delete

If you click Continue, the application performs these actions:

▪

Removes the generated invoices from Invoicing.

▪

Removes billable lines for Contract Management contracts, Service contracts, interest

invoices, and manual sales invoices from the Billable Lines (cisli8110m000) session.

Infor LN Invoicing | User Guide for Invoicing | 23

Invoicing Procedure

Note: Manual sales invoices are retained in the Manual Sales Invoices (cisli2520m000)

session. However, their status will be reverted to On Hold.

▪

Sets the billable line status of other kinds of orders to On Hold.

▪

Sets the invoicing batch status to On Hold.

Step 2: Correct the selection of invoices

To change the selection ranges of the invoicing batch, and/or the invoicing options:

1. In the Invoicing Batches (cisli2100m000) session, open the invoicing batch and make the

necessary changes.

2. Confirm the billable lines whose status was set to On Hold, for example, using the Global

Confirmation of Billable Lines (cisli2219m000) session.

3. In the Compose/Print/Post Invoices (cisli2200m000) session, reprocess the invoicing batch.

Step 3: Correct the billable lines

To change the billable lines:

1. Change the billable lines in the corresponding Operations Management package.

For kinds of orders other than for Contract Management or Service contract, the billable lines

still exist in Invoicing. You do not need to release the order lines to Invoicing again. If you save

the new data in the appropriate sessions in Contract Management, Sales, Project, or Service,

the application automatically updates the billable lines in Invoicing and sets the status to

Confirmed.

If you performed undo compose and delete for a Contract Management invoice or a Service

contract invoice, the billable lines no longer exist in Invoicing. Change the data in the appropriate

sessions of Contract Management or Service, and then release the data again to Invoicing.

2. If you are authorized to do so, you can change a great number of data in the Billable Lines

(cisli8110m000) session, including the following:

▪

Pay-by Business Partner

▪

Invoice Delivery Method

▪

Delivery Terms

▪

Cut-off Date

▪

Invoicing Method

▪

Report Layout

▪

Payment Terms

▪

Late Payment Surcharge

▪

Payment Method

▪

Tax Code

3. Confirm the billable lines whose status was set to On Hold, for example, using the Global

Confirmation of Billable Lines (cisli2219m000) session.

4. In the Compose/Print/Post Invoices (cisli2200m000) session, reprocess the invoicing batch.

24 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Procedure

Confirm invoicing data

You can only generate invoices from invoicing data that has the Confirmed status.

If the invoicing data has the On Hold status, you can confirm individual lines or ranges of lines.

To confirm individual lines:

1. Access the Invoicing 360 (cisli3600m000) session, or the Billable Lines (cisli8110m000)

session.

2. Select one or more lines that have the On Hold status and, on the appropriate menu, click

Confirm Lines. The line status is set to Confirmed.

To confirm ranges of invoicing data:

1. In the Invoicing 360 (cisli3600m000) session, click Confirm Lines.

2. In the Global Confirmation of Billable Lines (cisli2219m000) session, select the check boxes

for the types of invoicing data that you want to confirm, and specify selection ranges.

3. Click Confirm. The line status is set to Confirmed.

Note

If workflow is implemented, a billable line will receive status Confirmed only after approval through the

workflow process.

Create an invoicing batch

In the Invoicing Batches (cisli2100m000) session, create an invoicing batch. You must select an invoicing

batch template and invoicing options for the invoicing batch.

Specify selection ranges for the invoicing data that you want to process.

Only the lines of the selected invoicing data that have the Confirmed status will be processed.

Process the invoicing batch

To process the invoicing batch, start the Compose/Print/Post Invoices (cisli2200m000) session. You

can process individual invoicing batches or process multiple invoicing batches in a recurring invoicing

batch. See: Job processing of invoices (p. 33).

In the Compose/Print/Post Invoices (cisli2200m000) session, select the check boxes to indicate the

process. To perform the complete invoicing process, for example, in a batch job, select all three check

boxes.

Infor LN Invoicing | User Guide for Invoicing | 25

Invoicing Procedure

You can select these processes:

▪

Compose

LN generates invoices from the selected invoicing data. The invoicing data lines are grouped

on the invoices according to the relevant composing criteria. See: Selecting order data for

invoicing (p. 27). The invoicing data lines status is set to Ready to Print and the invoicing

batch status is set to Composed. The invoice receives a temporary invoice sequence number.

LN retrieves the address for the invoices from the invoice-to business partner details.

▪

To check the invoices, you can print draft invoices or you can view the composed invoices in

the Invoices (cisli2505m100) session. If corrections to the invoicing data or to the printed

invoices are required, you can undo the composition of the invoices. See: Correct invoicing

data (p. 23).

▪

Draft

LN prints draft invoices that you can check. The draft invoice shows the temporary invoice

sequence number. The invoicing data lines status remains Ready to Print and the invoicing

batch status remains Composed.

▪

Original

LN prints the final invoices that you can send to the business partners. To perform the

entire invoicing process, select this check box.

In the Number of Extra Invoice Copies field of the Invoice-to Business Partner

(tccom4112s000) session, you can specify the number of copies of the invoice in addition

to the original invoice, that you want to print.

The status of the invoicing data lines, the invoicing batch, and the invoices is set to Printed.

LN generates the invoice document numbers from the applicable transaction types and

series.

In the Printing Sequence field, you can select a printing sequence for the invoices. By

default, the invoices are sorted by invoice delivery method.

If you use grand total rounding, LN rounds the total sales invoice amount, which includes

the tax amount and rebate amounts. The actual total invoice amount and the rounded

invoice amount are both printed on the invoice.

If payment schedules are linked to the invoice, LN prints the payment schedule lines and

the payment methods on the invoices.

▪

Posting

When posting the invoices to Financials, LN performs these actions:

▪

Creates open entries in Accounts Receivable.

▪

Creates non-finalized integration transactions according to the integration mapping scheme.

See: Financial integrations - overview.

▪

Creates non-finalization transactions in Financials.

▪

Returns the invoice information, for example, the invoice document number and date to

Operations Management.

▪

Sets the status of the invoicing data lines, the invoicing batch, and the invoices to Posted.

26 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Procedure

Printing and posting the invoices separately

If you do not perform the entire process in the Compose/Print/Post Invoices (cisli2200m000) session,

you can use these sessions to print and post the invoices separately:

▪

Print Invoices (cisli2400m000)

▪

Post Invoices (cisli3200m000)

Reprint printed and posted invoices

If you have printed the final invoices, you can not print the invoices again in the Compose/Print/Post

Invoices (cisli2200m000) or the Print Invoices (cisli2400m000) session.

To reprint invoices or ranges of invoices that have the Printed or Posted status:

1. In the Invoices (cisli2505m100) session, select or display an invoice.

2. On the File menu, point to Print and on the submenu, click Reprint Invoices. The Reprint

Invoices (cisli2405m000) session starts.

3. Specify the selection criteria for the invoices that you want to reprint. You can also reprint the

invoice in a different language.

Continue with: Removing invoicing data (p. 45)

Selecting order data for invoicing

You must create an invoicing batch to create selections of invoicing data for which the application

generates invoices.

If you create a new invoicing batch in the Invoicing Batches (cisli2100m000) session, you must select

an invoicing batch template for the invoicing batch. The invoicing batch template determines the types

and number of invoice data lines you can select for the invoicing batch.

Note

A template must exactly define the number and types of orders for which you want to create invoices in

an invoicing batch. In the invoicing batch, you cannot ignore the selections defined in the invoicing batch

template. For all kinds of orders for which the template defines that you can select Several, the full range

of invoicing data is selected in the invoicing batch by default. You can specify a smaller range in the

invoicing batch. However, you cannot select None.

For example, to create only interest invoices, the invoicing batch template must have value None for all

other types of orders.

If you compose the invoices for the data selected through the invoicing batch, the application can either

generate a separate invoice for each invoice data line, or combine invoice data on the invoices.

Infor LN Invoicing | User Guide for Invoicing | 27

Invoicing Procedure

Whether the invoice data is grouped on one invoice depends on these criteria and parameters:

▪

Transaction type and series

The transaction type and series used for the invoice document number. Orders for which the

invoice document numbers are generated with different transaction types or series cannot be

grouped on one invoice.

▪

In the Invoicing Transaction Types (cisli0101m000) session, for every kind of order, you

can specify the default transaction type and series for the invoice document number. In

this way, you can set up the default way to group the invoice lines per invoice. To group

invoices of different kind of orders on one invoice, specify the same transaction type and

series for the kind of orders.

Within a specific source type, grouping is done based on the regular transaction type: if

the final invoice is a credit note, the credit note transaction type of that source type is used.

However, if you group different source types on the invoice (based on the invoicing method

and setting the same transaction type for the source types), you must set the credit note

transaction type to the same value for these source types.

▪

If the invoicing batch selection includes order invoices and related credit notes for return

orders, the application first settles the order invoices with the credit notes, and then

generates a sales invoice for the remaining amount. The operational company, invoice

transaction type and invoice number of the order invoice must be available in Invoicing.

▪

In the Invoicing Options (cisli1120s000) session, you can specify that you can overwrite

the transaction type when you create an invoicing batch. You can use this feature to

overrule the way in which the invoice lines are grouped by default.

▪

Composing criteria

Invoice lines can only be grouped on one invoice if the composing criteria have the same

values. For example, invoice lines for different invoice-to business partners cannot be grouped

on one invoice. For a list of the predefined composing criteria, refer to Composing criteria

(p. 29).

▪

Invoicing method

The invoicing method defines whether various orders and kind of orders can be grouped on

one invoice. You specify invoicing methods in the Invoicing Methods (tcmcs0155s000) session,

and then link the methods to the business partner in the Invoice-to Business Partner

(tccom4112s000) session.

▪

Invoicing batch template

The invoicing batch template controls the number and type of orders that you can select for

invoicing in an invoicing batch. If the invoicing batch template and the applicable invoicing

method allow different types of grouping, the application applies the most restricted grouping.

Overwriting the transaction types and series

If the invoicing batch template permits, you can specify a transaction type and series in the Invoicing

Batches (cisli2100m000) session that will be used to generate the document numbers, instead of the

transaction type and series defined for invoice and credit note invoices in the Invoicing Transaction

Types (cisli0101m000) session.

28 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Procedure

You can use this feature for two purposes:

▪

If the invoicing batch template allows you to select multiple kinds of orders for which you

defined different default transaction types and series, and you want to collect the orders on

one invoice.

▪

If you create invoicing batches for a recurring invoicing batch, the invoicing batch template

allows you to select one kind of order, and you want to distinguish the invoices created, for

example, by various departments. For details, refer to Job processing of invoices (p. 33).

Creating separate invoices for each kind of order

Various types of invoices exist, for example, sales invoices, project invoices, and service invoices. To

invoice each kind of order separately, you can do any or all of the following:

▪

In the Invoicing Methods (tcmcs0155s000) session, create separate invoicing methods for

each type of order.

▪

In the Invoicing Transaction Types (cisli0101m000) session, specify different transaction types

and/or series for the various kinds of orders.

▪

Create invoicing batch templates that each select a single invoicing data type.

Composing criteria

Composing criteria define whether invoice lines can be grouped on an invoice. For example, invoice

lines with different invoice-to addresses or different invoice currencies cannot be grouped on one invoice.

In addition, to support dimension accounting, invoice lines that must be posted to different dimensions

cannot be grouped on one invoice.

Two types of composing criteria exist:

▪

Fixed general criteria

Predefined general composing criteria that always apply to all types of invoices.

▪

Specific criteria

Specific criteria that apply to specific types of invoicing data. For example, a composing criterion

for project invoices can be the project, and for service invoices, the service contract. You can

define the composing criteria for various types of invoices in the invoicing method that you

define in the Invoicing Methods (tcmcs0155s000) session.

Note

▪

If you use monthly billing invoices and you selected the Receipts Against Shipments check

box in the CMG Parameters (tfcmg0100s000) session, sales and warehouse order invoice

lines cannot be composed on an invoice. LN generates a separate invoice for every shipment.

For more information, refer to Monthly billing invoices.

Infor LN Invoicing | User Guide for Invoicing | 29

Invoicing Procedure

▪

For credit notes, the Operational Company is an important criterion. The operational company

is the financial company in which the original invoice was created. LN can only compose credit

notes with invoices that have the same operational company.

Fixed general criteria

▪

Financial Company

▪

Dimensions

▪

Transaction Type

▪

Operational Company

▪

Sold-to Business Partner

▪

Invoice-to Business Partner

▪

Invoicing Method

▪

Pay-by Business Partner

▪

Ship-to Business Partner

▪

Ship-to Address

▪

Invoice-to Address

▪

Pay-by Address

▪

Invoice Currency

▪

Payment Terms

▪

Late Payment Surcharge

▪

Invoice Delivery Method

▪

Payment Method

▪

Tax Country

▪

Business Partner Tax Country

▪

Rate Determiner

▪

Report Layout

▪

The Link to Monthly Billing Invoice option of the sales invoice.

Sending sales invoices through EDI

To send sales invoices through electronic data interchange (EDI), use the Outgoing Messages by Session

(ecedi0115m000) session to create a link between Electronic Commerce and Invoicing.

You can link these sessions to EDI:

▪

Compose/Print/Post Invoices (cisli2200m000)

▪

Print Invoices (cisli2400m000)

If the business partner supports the sales invoice message, you can automatically send EDI messages

by printing an invoice.

30 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Procedure

Example

cisli2200m000Session

DescriptionEDI MessageDescriptionOrganization

X12 Sales Invoic-

810ANSI X12X12

Infor LN Invoicing | User Guide for Invoicing | 31

Invoicing Procedure

32 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Procedure

Before you start using mass invoicing, please refer to the setup requirements as described in Setting

up mass invoicing (p. 14).

Use the Mass Invoicing Workbench (cisli3620m000) session to view all invoices and billable lines that

have been processed at a specific processing date. For each status, this session summarizes the

numbers of invoicing batches, invoices, and exceptions. It also allows you to filter and to browse easily

to earlier or later dates.

Because recurring invoice batches can be large, you can handle exceptions by taking care of the invoices

that have not been completed successfully. For example, because the financial period in the General

Ledger was not open.

Also in this session, you can set up recurring invoicing batches, define jobs, and view job history.

Job processing of invoices

To process invoices in a batch job, you must use recurring invoicing batches. Typically, you would define

recurring invoicing batches to process similar selections of invoicing data regularly without the need to

create a new invoicing batch every time.

Example: daily processing of invoices related to sales orders.

To set up job processing of invoices:

1. In the Global Confirmation of Billable Lines (cisli2219m000) session, select the order type or

types that you want to process automatically.

2. Click Add to Job to create a job that automatically confirms the invoicing data at the required

time interval.

3. Create an invoicing batch template for the order type and set the number of orders to Several.

4. Define the invoice layout in invoicing batch options.

5. Create an invoicing batch to select the invoicing data.

6. Create a recurring invoicing batch.

Infor LN Invoicing | User Guide for Invoicing | 33

Chapter 4

Mass Invoicing

7. Add the invoicing batch to the recurring invoicing batch. You can add multiple invoicing batches

to a recurring invoicing batch.

8. In the Compose/Print/Post Invoices (cisli2200m000) session, specify these details:

a. Select the recurring invoicing batch in the Recurring Invoicing Batch field.

b. Select the Compose, Print, and Post check boxes.

c. Leave the current date and time in the Cut-off Date field.

d. Click Add to Job to create a job that processes the recurring invoicing batch at the required

time interval.

Leave a time interval of, for example, 30 minutes, between the job that confirms the

invoicing data and the job that processes the invoicing batches. For more information,

refer to Using jobs.

To create a recurring invoicing batch:

1. In the Recurring Invoicing Batches (cisli1106m000) session, create a recurring invoicing batch.

2. Select the recurring invoicing batch and on the appropriate menu, click Invoicing Batches.

The Recurring Invoicing Batch - Invoicing Batches (cisli1107m000) session starts.

3. To add invoicing batches to the recurring invoicing batch, click New. In the Invoicing Batch

field, click the browse arrow to select an invoicing batch in the Invoicing Batches

(cisli2100m000) session.

4. Save the data and close the Recurring Invoicing Batch - Invoicing Batches (cisli1107m000)

session.

5. In the Recurring Invoicing Batches (cisli1106m000) session, save the data.

To process a recurring invoicing batch:

1. In the Recurring Invoicing Batches (cisli1106m000) session, select the recurring invoicing

batch.

2. On the appropriate menu, click Process. The Compose/Print/Post Invoices (cisli2200m000)

session starts. The recurring invoicing batch is already selected.

3. In the Compose/Print/Post Invoices (cisli2200m000) session, enter the required data in the

remaining fields.

4. Click Continue to process the invoicing batches of the recurring invoicing batch.

34 | Infor LN Invoicing | User Guide for Invoicing

Mass Invoicing

Before you start using ad hoc invoicing, please refer to the setup requirements as described in Setting

up ad hoc invoicing (p. 15).

Use the Invoicing 360 (cisli3600m000) session to view the overall status of all billable lines and invoices,

and a summary of the related amounts. In addition to this, you can use this session for manual invoicing.

Manual sales invoices

To create invoices for which no related sales order or other type of order exists, for example, the disposal

of a fixed asset, you can create a manual sales invoice.

To create a manual sales invoice:

1. In the Invoicing 360 (cisli3600m000) session, on the appropriate menu, click Create Manual

Sales Invoice. The Manual Sales Invoice (cisli2620m000) session starts.

2. On the Common and Financial tabs, specify the data required to create the manual sales

invoice header.

3. To create the invoice lines, on the Lines tab, click New.

4. Specify the invoice data.

5. if you wish, you can click the Text button to add a detail text to the invoice line. For details,

refer to Printing texts on invoices (p. 17).

6. Save the data in the Manual Sales Invoice (cisli2620m000) session.

The newly created manual sales invoice has the On Hold status.

Infor LN Invoicing | User Guide for Invoicing | 35

Chapter 5

Ad Hoc Invoicing

To process manual sales invoices:

▪

Direct processing

To directly process a manual sales invoice, you must have specified default invoicing batch

templates and invoicing options in the Invoicing Parameters (cisli0100m000) session.

a. In the Manual Sales Invoices (cisli2520m000) session, select the invoices that you wish

to process.

b. From the appropriate menu, select Direct Processing.

Without asking for confirmation, LN automatically processes the invoice. LN performs

these actions:

▪

Changes the status to Confirmed.

▪

Composes the invoice.

▪

Prints the invoice according to default template addition for manual sales, to the device

defined for direct processing in the Invoicing Parameters (cisli0100m000) session.

▪

Posts the invoice amounts.

▪

Changes the status to Posted.

▪

Manual processing

To manually process a manual sales invoice:

a. The newly created manual sales invoice has the On Hold status. To change the status to

Confirmed, do either of the following:

▪

In the Global Confirmation of Billable Lines (cisli2219m000) session, select the Manual

Sales Invoices check box, and then click Confirm. LN changes the status of all manual

invoices that have the On Hold status to Confirmed.

▪

In the Manual Sales Invoice Lines (cisli2125m000) overview session, select the

invoicing data line and from the appropriate menu, click Confirm.

Create and process an invoicing batch for the manual sales invoice as described in Invoicing

procedure (p. 21).

Disposal of fixed assets

To create and process a manual sales invoice for disposed fixed assets:

1. In the Invoicing Parameters (cisli0100m000) session, specify the default Asset Disposal

account and dimensions.

Specify a ledger account of which the Fixed Asset Integration field in the Chart of Accounts

(tfgld0508m000) session is Disposal.

2. In the Manual Sales Invoice Lines (cisli2125m000) session, select the Asset Disposal check

box., and then select the asset.

LN uses the default Asset Disposal account from the Invoicing Parameters (cisli0100m000)

session.

3. Post the invoice.

36 | Infor LN Invoicing | User Guide for Invoicing

Ad Hoc Invoicing

LN generates a batch.

4. To set the asset status to Disposed, finalize the batch in Financials.

Infor LN Invoicing | User Guide for Invoicing | 37

Ad Hoc Invoicing

38 | Infor LN Invoicing | User Guide for Invoicing

Ad Hoc Invoicing

Before you start using self-billed invoicing, please refer to the setup requirements as described in Setting

up self-billed invoicing (p. 15).

Use the Self-Billing Workbench (cisli5620m000) session to view the summary of all the self-billed invoices

that are processed. In this exception-based session, you can focus on self-billed invoice lines that did

not match automatically, and take the required actions to make them match.

Self-billed invoice matching

Self-billed invoices can be automatically matched based on:

▪

Fixed criteria

These fields are fixed matching criteria:

▪

Invoice-to Business Partner

▪

Currency

▪

Unit Delivered Quantity

▪

Tax Country

▪

Tax Code

Note: Only billable lines that have status Confirmed and for which the Receive Invoice check

box was selected, will be considered for matching.

▪

Optional criteria

These fields are optional matching criteria:

▪

Sales Order

▪

Customer Order Number

▪

Shipment

▪

Shipment Line

▪

Packing Slip

▪

Packing Slip External

▪

Item

▪

VAT Number Customer

▪

Shipment Reference

Infor LN Invoicing | User Guide for Invoicing | 39

Chapter 6

Self-Billed Invoicing

▪

Ship-to Address

▪

Delivery Point

To include or exclude (optional) fields for field matching, access the Match Codes

(tcmcs0158m000) session, which allows you to create multiple match codes that can be

assigned to the various invoice-to business partners.

Note

▪

For each match, identified by a matched SBI relations code, LN creates a line in the Self-Billed

Invoice Line Relations (cisli5110m000) session. This session allows authorized users to

approve rejected matches or to cancel successful matches.

▪

To manually match self-billed invoices, use the Match Self-Billed Invoices (cisli5200m000)

session or the Self-Billed Invoices (cisli5100m000) session.

Approve matched self-billed invoices

After self-billed invoices have been matched, they must be approved. To manually approve a range

self-billed invoices, use the Approve Matched Self-Billed Invoices (cisli5210m000) session.

Note

▪

Even if, in the Invoicing Parameters (cisli0100m000) session, in addition to the Automatic

Match Self-Billed Invoice check box, Automatic Approve Self-Billed Invoice is selected,

the approval step applies for those matches that were initially rejected by LN but later on

accepted by an authorized user.

▪

Matched self-billed invoices can only be approved by users who are listed in the Self-Billing

Approve Authorizations (cisli0120m000) session.

40 | Infor LN Invoicing | User Guide for Invoicing

Self-Billed Invoicing

In addition to specifying default settings for output devices and print options, the Invoicing User Profiles

(cisli0110m000) session allows you to specify whether a user is authorized to make changes to invoicing

data, that is, to billable lines with status On Hold.

Invoicing statuses

Invoicing Status

▪

On Hold

▪

Billable lines

The invoicing data cannot be selected for invoicing. You must confirm the invoicing data

before you can generate the invoices.

▪

Invoices

The status of the original invoice when an invoice with status Posted is reversed using

the Credit and Rebill command in either of the Invoice (cisli3605m000) and Invoices

(cisli3105m000) sessions.

Note

▪

If ION Workflow is implemented, the On Hold status applies to all transferred billable lines

with negative amounts.

▪

An invoicing batch with On Hold status can be processed in the Compose/Print/Post

Invoices (cisli2200m000) session. For more information, refer to Invoicing batch status

(p. 43).

▪

Canceled

The invoicing data line has been canceled. If you undo the cancellation, the invoicing data

status is set to On Hold.

▪

Confirmed

The invoicing data can be selected for invoicing when you process an invoicing batch in the

Compose/Print/Post Invoices (cisli2200m000) session.

Infor LN Invoicing | User Guide for Invoicing | 41

Chapter 7

Invoicing Data Maintenance

Note

If ION Workflow is implemented, a billable line will receive status Confirmed only after approval

through the workflow process.

▪

Ready to Submit

Applicable if ION Workflow is implemented.

This status matches the Ready to Print status, except that the invoice must first be approved.

You can print a draft invoice to check the invoice. If the draft invoice is not correct, you can

undo the composition of the invoice. The invoicing data status is then reset to Confirmed.

▪

Pending Approval

Applicable if ION Workflow is implemented.

This status indicates that the invoice has been submitted for approval. As a result, the invoice

can no longer be changed.

An invoice with status Pending Approval is excluded from any processing in Invoicing.

▪

Ready to Print

The invoice is ready for printing. LN has generated a temporary sequence number to identify

the invoice. You can change the invoice date to the current date or to another date in the past,

as required. The invoice will then be recalculated.

You can print a draft invoice to check the invoice or you can print an original invoice and send

it to the invoice-to business partner. If the draft invoice is not correct, you can undo the

composition of the invoice. The invoicing data status is then reset to Confirmed.

▪

Printed

An original invoice has been printed that you can send to the customer. LN has replaced the

temporary invoice sequence number with the original invoice document number.

The invoice is final and you must post the invoice. You cannot undo the composition and

change the invoicing data. You can reprint the original invoice if this is necessary.

Note

For tax invoices, the invoice number assigned during composing is also the final invoice

number.

▪

Posted

The invoice has been sent to the customer and posted to Financials. An open entry has been

created in Accounts Receivable.

If required, you can reprint the original invoice, or you can use the Archive and Delete Invoice

Data (cisli3210m000) session to remove the invoice data from Invoicing.

Note

The Posted status does not apply to billable lines, because these are removed when the

related invoice is posted.

42 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Data Maintenance

Invoicing Batch Status

▪

On Hold

You can process or reprocess the invoicing batch in the Compose/Print/Post Invoices

(cisli2200m000) session.

Before you process or reprocess the invoicing batch, you can perform these actions:

▪

Modify the invoicing data of the selected orders.

▪

Change the selection ranges, in the Invoicing Batches (cisli2100m000) session.

▪

Link a different invoicing batch template to the invoicing batch, and then specify new

selection ranges in the Invoicing Batches (cisli2100m000) session.

Note

Invoicing data with the On Hold status cannot be selected for invoicing. You must confirm the

invoicing data before you can generate the invoices.

▪

In Process

The invoicing batch is currently processed. You cannot make any changes to the invoicing

batches.

If the composing process is interrupted as a result of an error, the invoicing batch and related

invoices have this status. Solve the problem and restart the process. LN automatically continues

with the unprocessed invoicing batches and invoices.

▪

Composed

The invoices have been composed. LN has generated temporary sequence numbers to identify

the invoices.

You can print draft invoices to check the invoice, or you can print the original invoices and

send them to the invoice-to business partners. If the draft invoice is not correct, you can undo

the composition of the invoicing batch. The invoicing data status and the invoicing batch status

are then set to On Hold.

▪

Printed

The original invoices, which you can send to the customer, have been printed. LN has replaced

the temporary invoice sequence numbers with the original invoice document numbers.

The invoices are final and you must post the invoices. You can reprint the original invoices, if

required. You cannot undo the composition and change the invoicing data.

▪

Posted

The invoices have been sent to the customer and posted to Financials. Open entries have

been created in Accounts Receivable. If required, you can reprint the original invoices, or you

can use the Archive and Delete Invoice Data (cisli3210m000) session to remove the invoice

data from Invoicing.

Credit and Rebill

To create a replacement invoice, use this command.

Infor LN Invoicing | User Guide for Invoicing | 43

Invoicing Data Maintenance

The entire invoice is reversed, for which the following billable lines are generated:

▪

For each invoice, a credit note, which is automatically processed.

▪

For each invoice line, a new billable line.

Note

This command is only available if these conditions are met:

▪

The invoice status is Posted.

▪

The invoice has not yet been paid.

▪

The invoice is not related to installments or advanced receipt requests.

▪

The invoice is not a self-billing invoice.

▪

The invoice is not an internal invoice.

▪

The invoicing scenario of the original invoice is All Scenarios.

▪

The source type is not any of the following:

▪

Customer Claim

▪

Rebate

▪

Debit/Credit Note

▪

Purchase Order

▪

PCS Order

▪

Warehouse Order

▪

The document type is not any of the following:

▪

Advance Receipt Request

▪

Pay-from Receipt

▪

Credit Note

▪

None of the invoice lines is related to an Interest Invoice.

▪

The source order is not yet closed:

▪

For contracts, the project may not yet be closed.

▪

For Sales, the sales order may not yet be processed (process delivered orders).

▪

For Service, the service order may not yet be closed.

▪

The period in which the invoice date of the original invoice occurs, is still open.

▪

You are authorized to make changes.

( Allow Change Invoicing Data selected in the Invoicing User Profiles (cisli0110m000)

session.)

44 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Data Maintenance

To log sales listing data that is missing from tccom700 (Sales Listing Data) table, use the Generate

Sales Listing (cisli2280m000) session.

If you use a tax provider, you can use the Update Tax Registers (cisli2290m000) session to update the

tax registers in the tax provider interface with the tax data of the selected invoices.

Removing invoicing data

Use the Archive and Delete Invoice Data (cisli3210m000) session to remove this data for a range of

invoices or invoicing batches:

▪

Fully paid invoices, related invoicing data and invoicing batches

▪

Canceled invoice lines

The normal invoicing process will automatically remove all billable data except for interest invoices,

manual sales invoices, and debit/credit notes.

You can archive the data to the archive company of the current financial company.

To remove invoicing batches or posted invoices from the Invoicing tables, use the Clear Obsolete Invoice

Tables (cisli9205m000) session.

Infor LN Invoicing | User Guide for Invoicing | 45

Chapter 8

Invoicing Utilities

46 | Infor LN Invoicing | User Guide for Invoicing

Invoicing Utilities

Tax date

For all invoicing origins, the following tax date options apply:

▪

Invoice Date

▪

Order Date

▪

Delivery Date

If no delivery date is specified, the invoice date is used. Example: Installment Invoice. In case of multiple

delivery dates, the first delivery date is used as tax date.

If you change the tax date after composing, tax details as well as year and period will be recalculated.

For correction invoices (return orders, credit notes, etc.), the tax dates of the original invoices are used.

Generating the intracommunity listing

To generate the intracommunity listing:

Step 1:

From the appropriate menu in the Invoice-to Business Partner Open Entries (tfacr2520m000) session

in Financials, start the Sales Listing Data (tfacr1113s000) session to transfer the open invoice data to

the sales listing.

Step 2:

Optionally, use the Sales Listing (tccom7570m000) session to:

▪

Display the reported amounts by invoice, date, business partner, and transaction type.

▪

Specify or correct invoices that must be included in the sales listing but are not recorded, or

are recorded incorrectly, in Invoicing.

▪

Select the Subcontracting check box, where this is required.

Infor LN Invoicing | User Guide for Invoicing | 47

Chapter 9

Taxation

Step 3:

Use the Process Intracommunity Listing (tccom7270m000) session to generate the sales listing. You

can optionally generate a partial sales listing. You can create:

▪

An XML file for automatic transfer

▪

A sequential comma-separated file

▪

A printed report

Subcontracting indicator

LN cannot set the subcontracting indicator that is required for the sales listing, on the invoices. You must

do this yourself in the Sales Listing (tccom7170s000) session.

Generating the next intracommunity listing

You can generate the next intracommunity listing in two ways:

▪

In the Process Intracommunity Listing (tccom7270m000) session, clear the Including

Processed Lines check box. LN includes only the invoices that have not yet been processed

in the sales listing.

▪

Specify the declaration period in the Process Intracommunity Listing (tccom7270m000) session

to generate the sales listing of a specific period.

If you specify a period for which you already generated the sales listing, LN automatically

generates correction entries for that period. You can only generate corrections for the most

recent period for which you generate the sales listing. LN does not retain the sales listing

details of older periods.

Updating the sales listing

If applicable, use the Update Deductions in Sales Listing (tctax7200m000) session to update discount,

late payment surcharge, or payment differences (subtracted on payment of an invoice) in the sales

listing.

North American expense purchase tax

In North America, specific rules apply to the posting of tax on purchase invoices.

To set up expense purchase tax handling:

1. In the Tax Codes by Country (tcmcs0136s000) session, select the Expense Purchase Tax

check box.

2. In the ACP Parameters (tfacp0100m000) session, select the North American Purchase

Expense Tax check box and select a tax variance account and dimensions.

48 | Infor LN Invoicing | User Guide for Invoicing

Taxation

If you set up North American expense purchase tax handling, purchase invoices with an expense

purchase tax code are handled as follows:

1. The expense tax code of the invoice is replaced with the expense tax code of the order.

2. During approval of the purchase invoice, the tax amount of the invoice is reversed and posted

in the approval document.

3. The tax of each matched order line is handled and posted in the approval document.

4. Any difference between the total tax amount on the invoice, which was reversed, and the sum

of the tax amounts on the matched order lines is posted to the Tax Variance Account that

you select in the ACP Parameters (tfacp0100m000) session.

The tax variance account is an interim account that is reversed if you process the inventory

variances in Warehousing.

Using a tax provider

Use the tax-handling sessions to implement the interface between LN and a tax provider. For Sales and

Use Tax, Vertex O Series is supported.

The tax provider calculates the tax amounts and provides tax registers for auditing and tax reporting of

transactions with addresses in the countries that belong to the country set that you specify in the Country

Set (tccom1680m000) session.

When you generate the final invoices in Invoicing, the tax provider tax register is updated automatically.

The tax amounts are calculated per invoice line rather than per invoice. In addition, the tax provider

calculates the tax amounts for invoices created manually in the Manual Sales Invoice Data (cisli2120s000)

session.

If you activate the tax-provider interface, the following LN functionality is not applied to those transactions:

▪

Tax exemption processing

▪

Multilevel tax processing

▪

Tax-rate selection and tax calculation

These functions are carried out by the tax provider. For transactions with addresses in countries other

than the countries specified in the country set selected in the Tax Provider Parameters (tctax6100m000)

session, tax is calculated in the normal way.

To start using a tax provider

If you already use the application, you can start using a tax provider:

▪

At month end after closing your financial period

▪

Before processing begins for the current period

However, we recommend that you start using a tax provider at quarter end to facilitate tax reporting.

Infor LN Invoicing | User Guide for Invoicing | 49

Taxation

Note

If you cannot start using the tax provider at quarter end, you must consult the following tax registers

when you file your quarterly reports:

▪

LN tax registers

▪

Tax-provider tax registers

Setting up the tax-provider interface

After the tax provider is installed on the application server, you must set up the interface between the

application and the tax provider.

To set up a tax provider:

1. Prepare the tax-provider interface implementation.

2. Implement the tax-provider interface.

3. Adjust the tax-provider interface setup.

Step 1: Preparing the tax-provider interface implementation

To prepare the tax-provider interface implementation:

1. Use the Country Set (tccom1680m000) session to specify a country set for the countries for

which the tax provider must calculate the tax amounts and keep a sales-tax register. For orders

with addresses in other countries, LN calculates the tax amounts.

2. Verify that existing addresses in the countries specified in step 1, have the format that is

required by the tax provider. The city, state/province, and ZIP/Postal code for US and Canadian

addresses must be specified in the correct address fields.

3. Install the tax provider using the instructions provided by the tax-provider vendor.

4. Close the fiscal period using the Close Periods (tfgld1206m000) session.

Step 2: Implementing the tax-provider interface

To implement the tax provider interface:

1. Select the Use Tax Provider check box in the Tax Provider Parameters (tctax6100m000)

session.

2. Select the tax provider in the Tax Provider Parameters (tctax6100m000) session. The tax

provider must be Vertex O Series for Sales and Use Tax.

3. Specify the countries to which the tax provider applies, in the Country Set (tccom1680m000)

session. If the business partner's address is located in one of these countries, LN does not

calculate the tax amounts but passes the tax data on to the tax provider. For addresses in

other countries, LN calculates the tax amounts.

50 | Infor LN Invoicing | User Guide for Invoicing

Taxation

4. Verify and assign GEO codes to existing address data by using the Address Jurisdiction

Verification Utility (tctax6210m000) session.

5. Evaluate the GEO codes and redefine the codes if necessary.

▪

If you use Vertex, perhaps you need to change the default selection of the Inside City

Limits check box in the Addresses (tccom4130s000) session.

▪

If more than one jurisdiction corresponds with the address data, on the appropriate menu

select Jurisdiction to start the GEO Codes by Address Data (tctax6105m000) session.

6. Enter your company, business partners, and product-related data in the tax provider.

7. Define the valid product categories in the Product Categories (tctax6101m000) session. The

product categories that you define must match the taxability drivers defined in the tax provider.

8. Specify the matrix of item groups, items, contract types, service types, and ledger account

numbers by product category, in the Product Category Tax Matrix (tctax6102m000) session.

Step 3: Adjusting the tax-provider interface setup

After you have implemented the tax-provider interface, consider making these adjustments:

▪

Simplify the tax-code structure.

▪

Use separate tax codes for financial transactions.

Simplify the tax-code structure

If you have already used LN without a tax provider, consider to perform a reevaluation of your current

tax structure in Financials. The tax provider does not require the complex tax handling implemented in

LN for non-tax-provider users.

If you use a tax provider, LN uses the tax codes to determine the ledger accounts to which the various

amounts are posted. LN sets all tax codes to singular tax during implementation of the tax-provider

interface. The tax provider determines the tax rates and the jurisdictions.

Use separate tax codes for financial transactions

You must enter the tax amounts of financial transactions manually in the tax provider prior to filing your

quarterly reports. This is because the tax amounts of financial transactions are not written to the

tax-provider tax register. Use the Tax Provider Calculation Utility (tctax6212m000) session to enter these

tax amounts. You can define separate tax codes for financial transactions to facilitate tracking of the tax

amounts of financial transactions.

Infor LN Invoicing | User Guide for Invoicing | 51

Taxation

Stamp tax

Stamp tax is a type of tax that is imposed on trade notes, and consists of a fixed amount instead of a

percentage. Depending on the country of your company, if you issue trade notes you can be obliged to

pay stamp tax on the trade note.

In some countries, such as Spain and Japan, to pay the stamp tax, you must stick a stamp on the trade

note document. In other countries, to pay the stamp tax, you must buy an official form for the trade note.

To set up stamp tax:

1. CMG Parameters (tfcmg0100s000)

On the Trade Notes tab, select the Trade Notes check box. Next, specify the other trade notes

information required in this session.

2. Tax Codes by Country (tcmcs0136s000)

Specify a tax code for the stamp tax, and in the Kind of Tax field, select Stamp Tax.

3. Posting Data for Tax Codes (tfgld0171s000)

For the stamp tax code, select the following ledger accounts:

▪

Accrued Stamp Tax Account

▪

Purchase Tax, which is renamed to Stamp Tax if the kind of tax is Stamp Tax.

4. Revenue Stamp Tax (tcmcs1131m000)

Specify the stamp tax rates on trade notes applied in your financial company's home country.

You can specify the stamp tax amount as an amount or as a percentage.

5. Pay-by Business Partner (tccom4114s000) and Pay-to Business Partner (tccom4124s000)

If you wish to generate trade notes for the business partner based on the stamp tax rates, in

the Trade Note Division Method field select Revenue Stamp Tax Division.

6. Division for Revenue Stamp Tax (tcmcs1132m000)

If for some or all of your pay-to and pay-by business partners you have selected the Revenue

Stamp Tax Division trade note division method described in Step 5, use this session to define

the division data.

Note

In a multicompany structure with a number of financial companies in various countries, the table Division

for Revenue Stamp Tax (tcmcs132), in which this data is stored, must not be shared.

Tax on separate invoice

Usually, the invoice currency matches the local currency of the sales company. Sometimes, however,

the invoice currency deviates from the local currency of the sales company. Many countries require

invoices to be printed with the tax amount in local currency. When invoicing in foreign currency, the tax

amount does not match the invoiced amount multiplied by a certain tax percentage because of the

currency rate.

52 | Infor LN Invoicing | User Guide for Invoicing

Taxation

To create separate invoices for net and tax amounts, in the Tax Codes by Country (tcmcs0136s000)

session, set Tax Scenario to Tax on Separate Invoice.

An order line with the Tax on Separate Invoice option allows you to specify tax invoice data. In the

Billable Lines (cisli8110m000) session, on the appropriate menu, select the Tax Invoice Data command

to start the Billable Line Satellites (cisli8112m000) session. In this session, you can specify the tax

currency and the currency rates to convert the tax base amount in order currency to the tax base amount

in tax currency.

When invoicing the billable line, this will result in two invoices - a net invoice and a tax only invoice. The

tax invoice will be created based on the data specified in Tax Invoice Data.

Infor LN Invoicing | User Guide for Invoicing | 53

Taxation

54 | Infor LN Invoicing | User Guide for Invoicing

Taxation

Use Project Invoicing to collect and transfer invoicing data to Central Invoicing for final editing and

printing.

You can choose from various invoice methods:

▪

Cost plus invoicing (p. 55)

▪

Unit rate invoicing (p. 56)

▪

Installment invoicing (p. 57)

▪

Progress invoicing (p. 57)

▪

Delivery-based invoicing (p. 58)

Cost plus invoicing

You can maintain and control the invoicing of cost plus projects and extensions in Project. Invoicing

amounts are based on the actual costs plus a markup, or the sales price/rate for the product, or the

service extended to the customer.

LN displays the billing amounts and quantities, based on the effort spent, on the contract lines of type

Cost Reimbursement and Time & Materials. You can create a business partner's invoice only when

you incur the actual costs.

To use cost plus invoicing:

1. In the Contracts (tpctm1100m000) and Contract Lines (tpctm1110m000) sessions, ensure to

do the following:

▪

Set Contract Type to either Cost Reimbursement or Time & Materials,

▪

Set Invoice Type to Cost-Plus.

▪

Specify a project that is linked to the relevant contract line.

▪

2. Assign the revenue codes in the Assign to Revenue Codes (tppin0810m000) session.

3. Record the actual costs in the Cost Entry Overview (tpppc2811m000) session. The options

are:

Infor LN Invoicing | User Guide for Invoicing | 55

Chapter 10

Revenue Recognition

By element/ activity

▪

By cost type

▪

By control code

▪

By cost object: If you define an element with the Elements (tpptc1100m000) session or

an activity with the Activities (tppss2100m000) session, use the Cost Control check box

to indicate whether you want to record project costs for the element or activity. If this check

box is cleared, Project aggregates the element costs to the parent element.

4. Confirm the costs in the Approve Costs (tpppc4811m000) session.

5. Process the transactions in the Process Transactions (tpppc4802m000) session. Using this

session you post the confirmed costs to the project history and Financials.

Note: This is relevant only for costs registered for a project. LN approves and processes the

costs that are not part of the project.

6. Set the transactions to To be Invoiced using the Cost-Plus Transactions to be Invoiced

(tppin4810m000) session.

7. Process the transactions to Invoicing using the Transfer Transactions to Invoicing

(tppin4200m000) session.

In Invoicing:

▪

Confirm future invoices.

▪

Check invoice headers.

▪

Compose, print, and post invoices to Accounts Receivable.

The associated revenues are defaulted to Project Progress for transaction processing.

Unit rate invoicing

The unit rate invoice is based on the sales price of an element or an activity. The amount to be invoiced

equals the sales price multiplied by the physical progress quantity.

To use unit rate invoicing:

1. Assign the elements or activities to revenue codes in the Assign Elements and Activities to

Revenue Codes (tppin0820m000) session.

2. Select the relevant Contract Type and specify Unit Rate in the Invoice Type field, in the

Contract Lines (tpctm1110m000) session.

3. Specify the relevant elements or activities for the project with the sales price to be used for

invoicing.

4. Record the progress in the Element Physical Progress (tpppc1550m000) or the Activity Physical

Progress (tpppc1560m000) session.

5. Transfer the project data with the Transfer Transactions to Invoicing (tppin4200m000) session.

56 | Infor LN Invoicing | User Guide for Invoicing

Revenue Recognition

Note: The Transferred Unit Rate Invoiced Lines (tppin0550m000) session displays the lines

for a specific project, element, and activity that have successfully been transferred.

In Invoicing:

▪

Confirm future invoices.

▪

Check invoice headers.

▪

Compose, print and post invoices to Accounts Receivable.

The associated revenues are simultaneously processed in Project Accounting. The invoice number is

displayed on the transaction when the revenues are posted.

Installment invoicing

Use installment invoicing to generate and control installments and progress invoice details. Installments

are partial contract amounts that you send at regular intervals. For example, if you agree to send two

invoices, one invoice is sent during the project and the other at the project completion.

In the Contract (tpctm1600m000) session, on the Invoicing tab, define the Invoice Type. Set the

Contract Type to Fixed Price and set the Installment Type to Amount, Percentage, or Points.

Progress invoicing

Progress Invoice is an invoice type similar to Installment. The installment amount depends on the

project progress and the element or activity sales rates. Progress invoice specifications involve invoicing

partial contract amounts at agreed intervals, for example, every four weeks. You can release this data

to Invoicing.

The fixed amount of all the installments is equal to the total contract price. If progress is 100%, you can

invoice the entire contract amount.

To use progress invoicing:

1. In the Contract Lines (tpctm1110m000) session, specify the invoice type:

▪

Set Contract Type to Fixed Price.

▪

Set Invoice Type to Progress Invoice.

2. Specify the element/activity data in the Elements (tpptc1100m000) or Activities

(tppss2100m000) sessions. This data is the basis for setting up installment specifications such

as the sales unit, sales quantity, and sales price for to the project structure (element/activity).

The sales value of an element or activity is the product of the sales price and quantity.

3. Specify the element progress in the Element Physical Progress (tpppc1550m000) session or

the activity progress in the Activity Physical Progress (tpppc1560m000) session.

Infor LN Invoicing | User Guide for Invoicing | 57

Revenue Recognition

4. Using the Create Progress Invoice Installments (tppin1210m000) session, generate installments

based on the sales data for the elements, activities for the project, and the progress registered

for the elements and activities. Evaluate the generated installment data. To evaluate installment

specifications, use the Progress Invoice Specifications (tppin1510m000) session.

5. Transfer the project data to Invoicing using the Transfer Transactions to Invoicing

(tppin4200m000) session.

In Invoicing:

▪

Confirm future invoices.

▪

Check invoice headers.

▪

Compose, print, and post invoices to Accounts Receivable.

The associated revenues are simultaneously processed in Project Accounting. The invoice number is

displayed on the transaction when the revenues are posted.

Delivery-based invoicing

Delivery-based invoices are based on the sales amounts of the contract deliverables. Delivery-based

invoice specifications involve invoicing the customer, based on the shipment or delivery of the service

to the customer.

To use delivery-based invoicing:

1. In the Contract (tpctm1600m000) session, on the Invoicing tab, specify the invoice type:

▪

Set Contract Type to Fixed Price.

▪

Set Invoice Type to Delivery Based.

2. In the Contract Deliverables (tppdm7100m100) session, click Release to Warehousing to

release the deliverables to warehousing and ship the deliverables using Warehousing.

3. Select the lines to be invoiced in the Invoicing 360 (cisli3600m000) session.

4. Process and post the invoices.

Service contract installments

Service contract installments enable you to invoice the contract sales amounts and the service activity

amounts.

When a service contract is posted to history, the associated installments are also posted to history.

Invoice methods for service contracts.

A number of methods are available that you can use to invoice a contract:

58 | Infor LN Invoicing | User Guide for Invoicing

Revenue Recognition

▪

The invoice method you choose determines the type of installments, and the number of

installments generated.

▪

The invoice method also determines the billing method. The billing can be carried out before

the work order is started or after the work order is completed.

▪

The invoice method is linked to the service contract by means of an installment template.

Service Order Invoicing

The invoice process is triggered when you set the order or activity status to Costed. The cost lines that

underlie the order or the activity are sent to Invoicing, from where further processing is carried out to

send the invoices to the customer sites.

Depending on the case at hand, an order can be costed at once, costed at an activity level, or each cost

line can be costed individually. Taxes applicable for each country are applied at the time of invoicing.

The invoice from a contract (installments) or an invoice from a maintenance sales order can be combined

with a service order, into a collect invoice to prevent a bureaucratic burden in the financial department.

In the background, the ledger accounts in Financials are updated. The order information is held until

the financial reconciliation is carried out.

Call invoicing

You can use Invoicing to invoice the business partner for the service calls that you handle.

Invoicing parameters

Before you invoice a call, you must first set the invoicing parameters in the Call Parameters

(tsclm0100m000) session:

▪

Invoice after Call

Select this check box to enable call invoicing.

▪

Time Interval

When a call is logged, the person who handles the call must determine the invoice interval

for the customer. If the sold-to business partner has signed a contract, the invoice interval is

taken from the service contract (help desk) terms. If the sold-to business partner did not sign

a contract, the invoice interval of the call center, which you define here, is used.

The time interval for invoicing is used to check if the time spent on the call is invoiceable or

not based on the invoice interval limits.

Start the Invoicing Intervals (tsclm0170m000) session to define a time interval. The main

characteristics of the time interval are the lower and upper limits, which are used to determine

whether the time spent on a call is invoiced. If the time spent is less than the lower limit, no

Infor LN Invoicing | User Guide for Invoicing | 59

Revenue Recognition

invoice is created. Otherwise, the actual amount of time spent is invoiced, with the upper limit

as maximum.

▪

Cost Component

The default cost component that is used to invoice a call, and which can also be used to

influence the level of contract or warranty coverage. Run the Cost Components

(tcmcs0148m000) session to select or define the appropriate cost component.

▪

Coverage Type

The value in this field indicates to what extent work is covered under warranty, and what part

of the activities can be charged. To select the appropriate coverage type, start the Coverage

Types (tsmdm0135m000) session.

▪

Path for Labor Rate

Specify up to three levels for the search path used to retrieve the labor rate:

▪

Installation Group

▪

Support Engineer

▪

Activity Taken

▪

Serialized Item Group

▪

Support Department

Invoicing a call

The call invoicing procedure includes these steps:

1. Select the call in the Invoice Calls (tsclm1519m000) session.

2. On the appropriate menu, click Call to be Invoiced. The Call Invoicing (tsclm1105s000)

session starts, in which you can view the call invoicing details.

3. In the Call Invoicing (tsclm1105s000) session, on the appropriate menu, click Print Draft

Invoice to print a draft invoice, which you can check.

4. In the Call Invoicing (tsclm1105s000) session, on the appropriate menu, click Call to be

Invoiced to transfer the call invoicing details to Invoicing.

5. For details about the invoicing procedure, refer to Using Invoicing.

60 | Infor LN Invoicing | User Guide for Invoicing

Revenue Recognition

Document authorization using ION Workflow

For several business objects in LN, document authorization approval logic is available using ION

Workflow. ION based workflows cater for a monitored approval, data validation, and financial control

process in which multiple persons can be involved.

With document authorization workflow approval:

▪

You can specify which actions and amounts are auto-approved and which actions, amounts,

and discounts require management approval based on business rules. A management hierarchy

can have parallel approval levels, or single approval by level.

▪

Approvers are alerted for approval and notified if they did not act in time to an approval request.

Unanswered requests can be forwarded or escalated to other approvers or managers.

▪

The approval's initiator can expedite the approval in cases such as critical shortages, critical

project requirement changes, and best price retrieval.

If workflow approval logic applies to a business object, which you can specify by object type in the Object

Types (overview) (ttocm0502m000) session, a Workflow Status field is displayed in the relevant session.

This Workflow Status field is displayed alongside any existing status field. It does not replace, but it

complements the usual approval, activation, or validation logic.

When you perform a change that requires authorization, a checked-out version is automatically created

for the business object in the Checked-out Objects (ttocm9599m000) session. The object changes take

effect in LN and the approval becomes final after you submit the changes and the changes are approved

in ION Workflow by all relevant persons. You can also undo your changes, or recall your submitted

changes.

If the changes you submitted are rejected in ION Workflow, the Workflow Status is set to Rejected

and the object cannot be approved in LN. Rejected changes can be updated and resubmitted for approval,

or can be deleted.

Note

For more information on setting up and using ION Workflow for business objects in LN, refer to the Infor

LN Integration Guide for Infor ION Workflows and Monitors at Infor Xtreme .

Infor LN Invoicing | User Guide for Invoicing | 61

Chapter 11

Miscellaneous

Purchase invoice authorization

In Accounts Payable, to release the purchase invoice for further processing, you can use these types

of invoice authorization:

▪

Confirmation of received purchase invoices

If you record the receipt in the Received Purchase Invoices (tfacp1500m000) session, you

can link assigned approvers to the invoice. The assigned approver can verify the invoice, and

then register the invoice.

▪

Authorization of registered invoices

To exclude invoices from the automatic payment procedure, if you register an invoice in the

Purchase Invoice Entry (tfacp2600m000) session, you can link a hold reason to the invoice.

For example, reasons for blocking an invoice can be incorrect quantities, incorrect prices, or

defects found in the received goods. To release the invoice for further processing, an assigned

approver must remove the hold reason.

▪

Authorization of price differences and additional costs

If the invoice amount differs from the order amount and the difference exceeds the matching

tolerances, an authorized user must approve the price difference and the additional cost.

▪

Payment authorization

For the types of invoices for which payment authorization is required, an authorized user must

approve the invoices for payment.

Note

In Cash Management, you can authorize users to process the payments and approve the payment

batch. For details, refer to Payment authorization in Cash Management – setup

Print a report

You can use the Print Not Fully Approved Invoices (tfacp1402m000) session to print a report of the

invoices that require an action by the assigned approver or authorized user before they can be processed

further.

The report shows the invoices that require one or several of these actions:

▪

Removal of the hold reason

▪

Approval of the price difference and additional costs

▪

Approval for payment.

Purchase invoice authorization history

For the approval history of a purchase invoice, LN registers the history of these invoice details:

▪

Approval of the price difference and additional costs

▪

Approval for payment

62 | Infor LN Invoicing | User Guide for Invoicing

Miscellaneous

▪

The hold reason

▪

The assigned approver

▪

The date before which the invoice must be approved

In the Invoice Authorization History (tfacp2510m000) session, LN displays the current value, the previous

value, the user and assigned approver who made the change, and the modification date.

If you archive and delete fully paid purchase invoices, LN also archives and deletes the approval history.

Infor LN Invoicing | User Guide for Invoicing | 63

Miscellaneous

64 | Infor LN Invoicing | User Guide for Invoicing

Miscellaneous

activity

The smallest part of the activity structure used for a time-scaled budget. An entity that is used to represent

a part of a project in an activity structure.

LN distinguishes these activity types:

▪

WBS Element

▪

Control Account

▪

Work Package

▪

Planning Package

▪

Milestone

See: activity structure

appropriate menu

Commands are distributed across the Views, References, and Actions menus, or displayed as buttons.

In previous LN and Web UI releases, these commands are located in the Specific menu.

archive company

A company created for the purpose of archiving historic documents and data. You can store redundant

data in an archive company.

To access and retrieve data from an archive company, you must change company to the archive company.

assigned approver

The person or department that is responsible for removing a hold reason from a registered invoice and

release the invoice for further processing.

Infor LN Invoicing | User Guide for Invoicing | 65

Appendix A

Glossary

bank reference

A unique number used by the banks to reference each invoice. The bank reference number can be a

string of 20 or more digits, composed in such a way that a number check can be performed to check its

validity.

In some countries, the bank reference number is a critical component of payment and receipt transactions,

especially if payment slips are used. If bank reference numbers are used, the bank reference number

must appear on the invoice document, on the payment slip if applicable, and on the payment document.

business object

A business related object, such as a purchase order or an organizational unit. A business object has

information stored in the business object attributes, such as the purchase order number or the

organizational unit name. A business object also contains a set of actions, known as business object

methods, that can manipulate the business object attributes, such as Create Purchase Order and List

Organizational Units.

From a development perspective, a business object is a collection of tables, and functions that manipulate

these tables, implemented simultaneously during the development phase. A business object is identified

by the combination of a package code, module code, and business object code.

collect order

An order type in which goods are immediately issued from inventory upon order entry. The goods are

then immediately collected by the customer. When the sales order lines are created, the related

transactions are automatically concluded.

When you create and save a collect sales order, LN sets the sales order status to Closed. At the same

time, LN creates a warehouse order and sets the status of the warehouse order to Shipped. The

warehouse order type is the warehouse order type that is linked to the sales order type.

control code

A common parent cost-object level, a level above the special cost object.

A control code is used for control purposes. For analysis, you can group cost objects of the same cost

type under a control code. If you use a cost object to categorize a group of cost objects, it can be its

own control code. You cannot have more than one control code in a tree. This is used for the frozen

bottom-up budget.

66 | Infor LN Invoicing | User Guide for Invoicing

Glossary

cost component

A cost component is a user-defined category for the classification of costs.

Cost components have the following functions:

▪

To break down an item's standard cost, sales price, or valuation price.

▪

To create a comparison between the estimated production order costs and the actual production

order costs.

▪

To calculate production variances.

▪

To view the distribution of your costs over the various cost components in the Cost Accounting

module.

Cost components can be of the following cost types:

▪

Material Costs

▪

Operation Costs

▪

Surcharge on Material Costs

▪

Surcharge on Operation Costs

▪

WIP Transfer Costs

▪

General Costs

Note

If you use Assembly Control (ASC), you cannot use cost components of the General Costs type.

cost object

A type of cost carrier for the resources used in your project.

These cost objects are available:

▪

Material

▪

Labor

▪

Equipment

▪

Subcontracting

▪

Sundry Costs

▪

Overhead

Cost objects can be standard or specific for a project. The cost object is related to a control code for

cost controlling purposes.

Infor LN Invoicing | User Guide for Invoicing | 67

Glossary

cost type

A way of categorizing cost objects and control codes according to the nature of the costs that they

represent.

LN Project distinguishes these cost types:

▪

Materials

▪

Labor

▪

Equipment

▪

Subcontracting

▪

Sundry Costs

▪

Overhead

country set

A user-defined group of countries.

credit note

The correction form for a (partly) returned purchase or sales order. The credit note states the quantity

and value of the goods concerned and the reason for the credit.

delivery note

A transport document that provides information on a consignment contained in one truck (or other vehicle)

and refers to an order or a set of orders for one consignee at a delivery address. If the truck load contains

shipments for various business partners, the load includes more than one delivery note. The information

on a delivery note includes the delivery date and address, the customer's name, the contents of the

consignment, and so on. In Italy, a delivery note is a legally required document, where it used to be

called BAM (Bolla Accompagnamento Merci). Currently it is called DDT (Documento di Trasporto). In

Portugal and Spain delivery notes are also used, but there they do not have the same legal status as

in Italy.

electronic data interchange (EDI)

The computer-to-computer transmission of a standard business document in a standard format. Internal

EDI refers to the transmission of data between companies on the same internal company network (also

referred to as multisite or multicompany). External EDI refers to the transmission of data between your

company and external business partners.

element

The smallest part of an element structure. An element is used to define the (structure of the) work of

the project, so that you can carry it out.

68 | Infor LN Invoicing | User Guide for Invoicing

Glossary

extension

The specific agreements within or in addition to the initial contract. An extension falls outside the initial

contract with the sold-to business partner. Extensions can be assigned to the bottom-up budget.

LN distinguishes four extension types:

▪

Scope Change

▪

Provisional Amount

▪

Fluctuation Settlement

▪

Quantities to be Settled

GL code

Represents a ledger account and the corresponding dimensions. GL codes are used to represent ledger

accounts to users who are not familiar with the structure of the chart of accounts.

To specific logistic transactions, you can link a GL code. Such integration transactions are mapped

directly to the ledger account and dimensions of the GL code, they are not included in the mapping

process.

grand total rounding

To round the grand total amounts on legal documents that you send to your customers, such as sales

quotations, service contracts, and sales invoices.

For example, if the currency rounding factor is 0.01 and grand totals must be rounded on 0.05, you can

use grand total rounding and define a grand total rounding factor of 0.05.

hold reason

A code attached to a purchase invoice to block the payment of that invoice.

integration mapping scheme

A scheme that defines the ledger accounts and dimensions to which the integration transactions are

posted.

invoice delivery method

A user-definable way to categorize invoices by their delivery method. LN prints invoices grouped by the

invoice delivery method. Per invoice delivery method, LN sorts and prints the invoices within each

ZIP/postal code by address.

You can select a default invoice delivery method for each invoice-to business partner.

Infor LN Invoicing | User Guide for Invoicing | 69

Glossary

invoice method

The way to calculate project invoices for a given contract type. The method determines when to issue

invoices to the sold-to business partner.

LN distinguishes these invoice methods:

▪

Cost-Plus

The amount is based on the financial amounts entered at cost object level plus a profit. This

method is only available if the contract type is cost plus.

▪

Unit Rate

The amount is based on the financial amounts per unit entered at element or activity level.

Unit-rate invoicing applies to both Fixed Price and Time & Materials contract types.

▪

Installment

The invoice amount is a subdivision of the value. This method is only available if the contract

type is Fixed Price.

▪

Progress Invoice

The invoice amount is based on progress for element or activity. Two types of elements are

allowed: direct and indirect. The calculated amount of the direct elements depends on their

own progress. The calculated amount of the indirect elements is based on the progress of the

project as a whole and can never be more than 100%.

▪

Delivery Based

Invoicing is based on the sales amounts of the contract deliverables that are linked to the

contract shipments.

invoicing batch

Selects the order types and orders to be invoiced. If you process an invoicing batch, LN selects the

invoicing data and generates the invoices for the order types and orders selected through the invoicing

batch.

invoicing batch template

Defines the type and number of orders that you can select through the invoicing batch. For example,

the types of orders can be Sales, Freight, Projects, or Service, and the number of orders of each type

can be None, One, or Several.

invoicing method

A set of parameters that defines, among other things, the types of orders and orders lines that can be

combined on an invoice, and the type of invoice to be generated and the costs to be aggregated on

Project invoices and Service invoices. You can define different invoicing methods for your invoice-to

business partners.

invoicing method

This method is only used for contract projects to invoice to Financials.

Capital projects have no invoicing. Sales order projects use Invoicing for invoicing.

70 | Infor LN Invoicing | User Guide for Invoicing

Glossary

invoicing options

Define the text and the layout of the printed invoices and whether or not you can overwrite the default

transaction types and series used for the invoice document numbering.

manual sales invoice

An invoice without a related sales order or goods receipt and which is directly created in Invoicing.

match code

A code that defines a set of priority-based additional criteria that must be applied when self-billed invoices

are automatically matched with corresponding order data.

matched SBI relations code

A number that identifies a set of matched (customer) self-billed invoice lines with billable lines.

monthly billing invoice

A monthly statement of the open sales invoices that you send to an invoice-to business partner. The

business partner generates self-billed invoices and uses the monthly billing invoice for reference.

object type

Defines a business object or business document, such as a sales order or a contract, in the context of

document authorization.

An object type includes one or more tables and specifies this information:

▪

How the tables of the object type relate to each other.

▪

The actions to generate a request for document authorization, which will be processed in ION

Workflow.

▪

What data of the object type must be sent to ION Workflow to perform the actual document

authorization.

Operations Management

A collective name for the non-financial LN packages. Operations Management represents all the logistic

LN packages.

Infor LN Invoicing | User Guide for Invoicing | 71

Glossary

payment schedule

Agreements about the amounts that must be paid by payment period. You can link a payment schedule

to the payment terms and, in this way, to sales invoices and purchase invoices.

Each line of the payment schedule defines a part of the invoice amount that must be paid within a specific

period, the payment method used for the payment, and the discount conditions that apply to the payment.

Note

In many sessions, 'payment schedule' refers to a payment schedule line.

If you use receipts against shipments, 'payment schedule' refers to a shipment.

Synonym: receipt schedule

product category

Group of goods or services to which the same tax rules and calculations apply. Product categories are

used by tax provider software to calculate the sales tax.

progress invoice

An invoicing method based on progress for elements and activities. The difference with unit rate is

twofold.

Unit rate has:

▪

Invoices based on the progress and element or activity sales rate per unit.

▪

Invoices settled with the contract amount.

receipt schedule

See: payment schedule (p. 72)

recurring invoicing batch

A set of one or more invoicing batches set up for recurring processing. If you process a recurring invoicing

batch, LN selects the invoicing data according to the invoicing batches.

sales listing

A list with information about the origin, value, etc., of invoices.

Companies established in European Union (EU) countries are obliged to use this document to make a

tax declaration for their goods transactions within the EU.

LN bases the sales listing on the financial transactions that result from export transactions when the

related invoices are processed.

72 | Infor LN Invoicing | User Guide for Invoicing

Glossary

series

A group of order numbers or document numbers starting with the same series code.

Series identify orders with certain characteristics. For example, all sales orders handled by the large

accounts department start with LA (LA0000001, LA0000002, LA0000003, and so on).

tax country

The country in which the tax must be paid or reported. The tax country can be different from the country

where the goods are issued or delivered.

tax date

The tax rates that are valid on this date are used to calculate the tax amounts.

tax exemption certificate

A certificate issued by a tax authority to a specific business, exempting them from sales tax within the

tax authority's jurisdiction. When you purchase goods or services, you must provide the certificate number

to your supplier to authorize them not to collect the tax.

tax provider

A third party application that facilitates the calculation of taxes.

trade note

Generic term for payment instruments such as bank drafts, checks, promissory notes, and bills of

exchange. Trade notes can be used instead of cash payments if credit is extended to the customer. A

trade note can replace the invoice. Because trade notes are negotiable, they can also be used as a

credit instrument, for example, for discounting and endorsing.

Trade notes can exist on paper and on magnetic supports, according to local business practices and

banking standards.

transaction type

A user-defined three-position code used to identify documents. The series linked to the transaction type

give documents the sequence number.

Infor LN Invoicing | User Guide for Invoicing | 73

Glossary

74 | Infor LN Invoicing | User Guide for Invoicing

Glossary

activity, 65

Activity, 56

Ad hoc invoicing

setup, 15

appropriate menu, 65

archive company, 65

assigned approver, 65

Authorization

purchase invoice, 62

bank reference, 66

Billable lines

sources, 9

business object, 66

call invoicing, 59

collect order, 66

Composing criteria

invoicing, 29

Confirm

invoicing data, 25

control code, 66

Correct

invoicing data, 23

cost component, 67

cost object, 67

Cost plus

invoicing, 55

cost type, 68

country set, 68

Create

invoicing batch, 25

credit note, 68

Date

tax, 47

Delivery based

invoicing, 58

delivery note, 68

Document authorization

ION Workflow, 61

EDI

sales invoices, 30

electronic data interchange (EDI), 68

element, 68

Element

sales price, 56

extension, 69

Financial data

setup, 16

Generate

intracommunity listing, 47

purchase listing, 47

sales listing, 47

GL code, 69

grand total rounding, 69

hold reason, 69

Installments

invoicing, 57

integration mapping scheme, 69

Intracommunity listing

generate, 47

set up, 16

invoice, calls, 59

Invoice aggregation

setup, 13

Invoice combining

setup, 13

Invoice configuration

setup, 14

invoice delivery method, 69

Invoice distribution

setup, 14

invoice method, 70

Invoices

additional text, 19

business partner bank details, 20

header and footer texts, 18

manual, 35

Index

printing, 10

reference text, 19

standard texts, 17, 18

tax articles, 20

invoicing batch, 70

Invoicing batch

create, 25

process, 25

status, 43

invoicing batch template, 70

Invoicing data

confirm, 25

correct, 23

release, 21

remove, 45

select, 27

view, 22

invoicing method, 70, 70

Invoicing method, 55

invoicing options, 71

Invoicing

ad hoc, 35

composing criteria, 29

cost plus, 55

delivery based, 58

installments, 57

procedure, 21, 27

progress, 57

recurrent invoicing, 33

recurring invoicing batch, 33

setup, 13

status, 41

unit rate, 56

ION Workflow, 61

manual sales invoice, 71

Mass invoicing

setup, 14

match code, 71

matched SBI relations code, 71

Matching

self-billed invoices, 39

monthly billing invoice, 71

object type, 71

Operations Management, 71

payment schedule, 72

Printing

invoices, 10

Procedure

invoicing, 21, 27

Process

invoicing batch, 25

product category, 72

progress invoice, 72

Progress

invoicing, 57

Project progress, 55

Purchase invoice

authorization, 62

Purchase listing

generate, 47

set up, 16

receipt schedule, 72

recurring invoicing batch, 72

Release

invoicing data, 21

Remove

invoicing data, 45

Sales invoices

EDI, 30

sales listing, 72

Sales listing

generate, 47

set up, 16

Sales tax, 49

Select

invoicing data, 27

Self-billed invoices

matching, 39

Self-billed invoicing

setup, 15

Separate invoice

tax, 52

series, 73

Service contract installments, 58

Service Order Invoicing, 59

Set up

intracommunity listing, 16

purchase listing, 16

sales listing, 16

Setup

ad hoc invoicing, 15

financial data, 16

invoice aggregation, 13

invoice combining, 13

invoice configuration, 14

invoice distribution, 14

Invoicing, 13

mass invoicing, 14

self-billed invoicing, 15

stamp tax, 52

tax data, 16

Sources

billable lines, 9

Stamp tax

setup, 52

Standard text

on invoices, 18

Status

invoicing, 41

invoicing batch, 43

tax country, 73

Tax data

setup, 16

Tax

date, 47

separate invoice, 52

tax date, 73

tax exemption certificate, 73

tax provider, 73

Tax provider, 49

Text

on invoices, 19

Texts

on invoices, 17, 18, 19, 20, 20

trade note, 73

transaction type, 73

Unit rate

invoicing, 56

View

invoicing data, 22