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xSuite Invoice Sphere

Editing a record

The Invoice Monitor offers functions for editing records. Add any missing basic data or change existing data (e.g., the supplier or the posting date), add attachments, and create, edit, or delete items.

Notice

Only those records can be edited which 1) have not been locked by another user, and 2) have the status new, created by scan process, or saved.

  1. Open the Invoice Monitor.

  2. Search for records.

  3. Click in the line of the record you want to edit.

    ➤ The record will open.

Checking a record

Editing document header data

sphere_beleg_belegkopf.jpg

  1. In the field Business Partner, select the number of the business partner.

  2. Enter values in the remaining mandatory fields.

    Notice

    An asterisk after the field name indicates that a field is mandatory. If a mandatory field is empty, it will be highlighted in red. In order to continue, all mandatory fields must be completed.

    Notice

    In some fields, you can select the necessary values with input help. To open input help, click on the sphere_wertehilfe_icon.png icon in the field.

  3. If required, enter values in the other fields.

  4. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The data is now saved.

Adding a line item

Line items and account-assignment information such as amount, G/L account, and cost center can be added in the Items area. Which fields and buttons are available will depend on whether the invoice has a PO reference.

Adding an item to an invoice without a PO reference

  1. In the Items area, click sphere_erstellen_icon.jpg Create Item.

    ➣ An empty item line will be added to the item table.

    sphere_beleg_positionen_neue_position.jpg

  2. In the field Amount, enter the amount of the item.

  3. Enter values in the remaining mandatory fields.

    Notice

    An asterisk after the field name indicates that a field is mandatory. If a mandatory field is empty, it will be highlighted in red. In order to continue, all mandatory fields must be completed.

    Notice

    In some fields, you can select the necessary values with input help. To open input help, click on the sphere_wertehilfe_icon.png icon in the field.

  4. If required, enter values in the other fields.

  5. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The data is now saved.

Adding an item to an invoice with PO reference

  1. In the Items area, click Order Data Proposal.

    ➣ The dialog Order Data Proposal will open.

    sphere_positionen_bestelldatenvorschlag.png

  2. In the dropdown list Type, select the type that the proposal is based on:

    • Purchase order

    • Delivery Note

  3. Click sphere_erstellen_icon.jpg Add.

    ➣ A new line will be added.

  4. Enter the PO number and PO item, or the delivery note number.

    Notice

    To search for the PO number or delivery note number, you can use input help. Click on the sphere_wertehilfe_icon.png icon to open input help.

  5. Click Execute.

    ➣ In the area Items, a new line item with the selected data will be added. You can edit data such as Amount and Quantity.

  6. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The data is now saved.

Deleting a line item

  1. Activate the checkbox in the first column of the item you wish to delete.

    beschriftung_sphere_beleg_positionen_markiert.jpg

  2. Click Delete/Undelete.

    ➣ The item will be marked for deletion. The icon sphere_loschkennzeichen_icon.jpg will appear in the column To Be Deleted.

    beschriftung_sphere_beleg_positionen_loschen.jpg

    Notice

    At this point, the item will not have been deleted. You can deselect the deletion action by clicking Delete/Undelete again.

  3. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The item will now be deleted.

Creating a goods receipt

For invoices with a purchase order reference, goods receipts can be created for line items.

  1. In the Items area, in the column Actions, select sphere_zusatzliche_optionen_icon.png Additional Options → Create goods movement.

    beschriftung_sphere_beleg_positionen_zusatzliche_optionen_wareneingang.png

    ➣ The dialog Create goods movement will open.

    sphere_beleg_positionen_wareneingang_anlegen_dialog.png

  2. Enter the relevant data for the goods receipt (e.g., the material) and fill in all mandatory fields.

    Notice

    An asterisk after the field name indicates that a field is mandatory. If a mandatory field is empty, it will be highlighted in red. In order to continue, all mandatory fields must be completed.

  3. Click OK.

  4. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The goods receipt has now been created.

Adding an attachment

  1. In the Attachments area, click sphere_erstellen_icon.jpg Create attachment.

    ➣ The dialog Create attachment will open.

    sphere_beleg_anhange_dialog_leer.jpg

  2. Click Upload and select the PDF file to be uploaded.

    Notice

    Alternatively, you can drag and drop the file into the dialog.

    ➣ The file will appear in the dialog, with the Filename field filled automatically.

  3. In the field Archive Document Type, select the document type of the attachment.

    sphere_beleg_anhange_dialog_upload.jpg

  4. In the field Description, you can enter a short description of the attachment.

  5. Click Create.

    ➤ The file will be added as an attachment, to appear in the list Attachments. After upload, you can edit the fields Filename, Archive Document Type, and Description.

    sphere_beleg_anhange_eintrag.jpg

    Notice

    To view the attachment in the Viewer, click sphere_details_icon.jpg Details at the end of the line.

Deleting an attachment

  1. Activate the checkbox in the first column of the attachment you wish to delete.

    sphere_beleg_anhange_markiert.jpg

  2. Click Delete/Undelete.

    ➣ The attachment has now been marked for deletion, with the column To Be Deleted displaying the icon sphere_loschkennzeichen_icon.jpg.

    beschriftung_sphere_beleg_anhange_loschen.jpg

    Notice

    At this point, the attachment will not yet have been deleted. You can deselect the deletion action by clicking Delete/Undelete again.

  3. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The attachment has now been deleted.

Adding a message

  1. In the Message area, click sphere_erstellen_icon.jpg Add.

    ➣ The message field will open.

    sphere_iv_monitor_nachricht_hinzufugen.png

  2. Enter text in the message field.

    The text will be displayed to all other agents of the invoice.

  3. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The message will now be added.

Manually defining an agent for approval

When an invoice enters a workflow, the agent for the "Approve" workflow task is automatically determined and the invoice is assigned. If you see that a particular invoice requires a different agent for a specific workflow task, you can manually select the agent in the Invoice Monitor.

  1. Select Additional data → Manually set approval agent and enter the ID of the user, or use input help to select a user.

    Notice

    The user ID is the user's email address. Always enter the email address in lower case.

    beschriftung_sphere_iv_monitor_manueller_bearbeiter_prufung.png

  2. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The user has now been defined as the agent for invoice approval.

Manually defining an agent for release

When an invoice enters a workflow, the agent for the "Release" workflow task is automatically determined and the invoice is assigned. If you see that a particular invoice requires a different agent for a specific workflow task, you can manually select the agent in the Invoice Monitor.

  1. Select Additional data → Manually set release agent and enter the ID of the user, or use input help to select a user.

    Notice

    The user ID is the user's email address. Always enter the email address in lower case.

    beschriftung_sphere_iv_monitor_manueller_bearbeiter_freigabe.png

  2. Click sphere_entwurf_aktivieren_icon.jpg Activate draft.

    ➤ The user has now been defined as the agent for releasing the invoice.

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