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Settings

Setting up Invoice Types

This topic explains how to create new invoice types.
Invoice types allow you to organize your invoices for sorting and grouping purposes. For example, you could use invoice types to organize invoices by regular supplier invoices, credit memos, employee expenses, and miscellaneous invoices.
Invoice types are also used to enforce rules about which types of values and invoice lines can be used with each kind of invoice.
Invoice approval can be activated by invoice type. Because the invoice type defines whether the invoice is a regular invoice or credit memo, you could require that credit memos be approved, while not requiring approval for invoices.

To Create New Invoice Types

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 Invoice Types tab. This tab shows a list of existing invoice types.
3.
Click New. The Invoice Type dialog appears.
4.
On the General tab, enter a name for the invoice type, select whether this type is used for regular invoices or credit memos.
5.
In the Invoice value polices area, select the type of values that invoices of this type can have.
Setting Name
Description
Positive value invoices are allowed
Select this option if the invoice amount can be a positive value. This applies to the total invoice balance only. Invoice lines may use either positive or negative amounts.
Negative value invoices are allowed
Select this option if the invoice amount can be a negative value. This applies to the total invoice balance only. Invoice lines can use either positive or negative amounts.
Zero value invoices are allowed
Select this option if the invoice amount can be zero. This applies to the total invoice balance only. Invoice lines may use either positive or negative amounts.
6.
In the Invoice line type policies area, select the invoice lines that invoices of this type are allowed:
Setting Name
Description
Regular expense lines
A regular expense line is matched to a liability in the system (for example, a purchase order line). When an invoice is based on a purchase order, the system can create these lines for each uninvoiced purchase order line. They can also be added manually after the invoice has been created.
Miscellaneous expense lines
Miscellaneous expense lines are used to enter invoice lines that are not matched to a liability. The value of the invoice line must be distributed to one or more sets of charge accounts. Miscellaneous expense lines can not be charged to a warehouse.
Extra charge lines
An extra charge line identifies the extra charge and the amount charged on the invoice. The extra charge line also identifies how the charge is distributed: a charge can be prorated to the invoice lines or charged directly.
Tax lines
A tax line identifies the tax and tax rate. The tax amount from the supplier invoice is entered on the tax line. The tax line also identifies how the tax is distributed: a tax can be prorated to the invoice lines or charged directly.
Price adjustment lines
A price adjustment line can be entered to a credit memo when a supplier issues a credit for materials that are not being returned. For example, you can use this process when your organization was overcharged for materials delivered on the original invoice.
7.
Click OK to close the dialog.
8.
On the Description tab, you can enter a description for the invoice type.
9.
Repeat steps 3 to 8 for all of your invoice types.
10.
When you are finished creating invoice types, you can select the default types to be used for Regular invoices and Credit memos.