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Settings

**Enabling Purchase Liability Creation and Setting Invoicing Policies

To use the invoicing function, purchase liability creation must be turned on. Turning on this option tells the system to create purchase liabilities for purchasing transactions. Purchase liabilities are used to create invoice lines.
This option is turned on by default. If your organization is not using the invoicing function, or if you are interfacing to an invoicing system that does not use the purchase liabilities, you may turn off this option.
You can also set the policies for voucher numbers, financial system entries, and self-assessed taxes and extra charges.

To Set Invoicing Policies

1.
From the Site window, select the Administration menu and then Invoice Management Settings. The Invoice Management Settings dialog appears.
Tip: You can also access invoice management settings from the Site window by selecting the Invoicing view, Settings tab, and then the Invoice Settings node in the tree.
2.
Select the Policies tab.
3.
Enter the following settings:
Setting Name
Description
**Purchase liability creation
To use the invoicing function, purchase liability creation must be turned on. Select this option to have the system create a purchase liability for each purchasing transaction. Purchase liabilities are used to create invoice lines.
This option is turned on by default. You might want to clear this option if your organization does not use the APM invoicing function, or if you are integrating to an external invoicing system that does not use the APM purchase liabilities.
Voucher numbers are automatically assigned
If you use voucher numbers to track invoice hard copies, you can have the system automatically add the next available voucher number to each invoice. If necessary, users can change the default voucher number on each invoice.
Each voucher number uses the format FF-NNNNN, where FF is the financial period number of the current month, and NNNNN is the next available voucher number for this financial period. For example, if you enter the 45th invoice in April, the next voucher number would be 4-45.
Select this option to have the system assign voucher numbers to invoices. The system displays the next available voucher number. If necessary, you can reset the next voucher number back to 1. To do this, click the Reset button.
Financial system entries rule
By default, APM generates financial system entries to reflect the difference between the purchase receipt and the invoice line.
If necessary, you can have the system generate a full set of entries to reverse the purchase receipt and to charge the full value of the invoice line to its distribution accounts. To set this for the site, clear the option Financial system entries are created for the difference between the receipt and invoice value only.
Third-party extra charges rule
Select this option to have the system include lines for non-remitted (third-party) extra charges on invoices. These lines will appear for information only and will not be included in the balancing totals for the invoice.
Self-assessed taxes rule
Select these options to have the system include lines for self-assessed taxes on invoices. These lines will appear for information only and will not be included in the balancing totals for the invoice.
4.
To save your settings, click OK.