Order Reference Options for eInvoicing

To allow a debtor’s receiving system to automatically match an eInvoice to a specific job placement order or reference on their end, a reference number must be provided in the eInvoice.

Depending on how a debtor needs to match an eInvoice to an order, the following options can be selected in the Populate Order Reference From field on the Billing > Debtor > Debtor Entry > Invoice Details > Delivery Details screen:

Multiple options can be selected in the Populate Order Reference From field if the debtor requires more than one type of reference number to be provided in an eInvoice. For example, if the debtor requires purchase order number and a buyer reference to be supplied, select the Purchase Order Number and the Purchase Order Group Number options.

A Default Buyer Reference field on the Billing > Debtor > Debtor Entry > Invoice Details > Delivery Details screen also captures a mandatory, default reference number/ID that is only used if a purchase order number or purchase order group number cannot be determined (for more information, see Derving the Purchase Order, Purchase Order Group & Project Code and Using Project Codes as an Order Reference below).

Deriving the Purchase Order, Purchase Order Group & Project Code

When an invoice or credit note is generated in FastTrack360, each item on the document can be linked to a different purchase order, purchase order group or project code or there may be no purchase order, purchase order group or project code assigned at all.

The system will reference the first item on an invoice/credit note to determine if a purchase order number, purchase order group number and/or project code is assigned, depending on which options are selected in the Populate Order Reference From field. If one or more of these reference numbers can be determined based on the first invoice item, then those reference numbers are populated in the relevant eInvoice fields.

If no value can be determined based on the first invoice item, the system will instead populate the buyer reference in the eInvoice with the value that has been keyed in the Default Buyer Reference field.

For example, if the Purchase Order Number and Purchase Order Group Number options are selected and the first item on an invoice is assigned to a purchase order and a purchase order group, the corresponding numbers are populated as the Order Reference and Buyer Reference in the eInvoice respectively. If the invoice item is assigned to a purchase order but not a purchase order group, the Order Reference is populated with the relevant purchase order number but the Buyer Reference is not populated. If the invoice item is not linked to a purchase order nor a purchase order group, the Order Reference is not populated and the Buyer Reference is populated with the value that has been keyed in the Default Buyer Reference field.

Project Codes as an Order Reference

eInvoicing imposes the following conditions regarding the order reference that is supplied when an invoice or credit note is delivered to a debtor:

• it is mandatory to supply at least a purchase order number or a buyer reference number

• project codes can only be supplied for invoices but not for credit notes.

Because of these conditions, if a debtor requires a project code to be supplied they must also accept a purchase order number or a debtor-defined buyer reference (i.e. Purchase Order Group Number) as an order reference. Therefore, it is recommended that the Project Code option is only used in conjunction with the Purchase Order Number and/or Purchase Order Group Number option. Otherwise, the value that has been keyed in the Default Buyer Reference field will be populated in the eInvoice as the buyer reference to satisfy the mandatory condition of supplying a buyer reference or a purchase order number as a minimum.