Order Reference Options for eInvoicing - V12.20P2

Description

Enhancements have been made to provide greater flexibility as to what type of reference number is to be provided in an eInvoice to allow a debtor’s receiving system to automatically match the eInvoice to a specific job placement order or reference on their end.

A new field labelled Populate Order Reference From has been added to the Billing > Debtor > Debtor Entry > Invoice Details > Delivery Details screen and is available when the selected delivery method is eInvoicing, as is shown in the example below.

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The options that are available in the Populate Order Reference From field are described in the table below.

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.

The existing Buyer Reference field, which is highlighted in the example below, has also been renamed Default Buyer Reference, because it is now only used as a default if a purchase order number or purchase order group number cannot be determined (for more information, see Determination of Purchase Order, Purchase Order Group & Project Code and Using Project Codes as an Order Reference below).

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Determination of 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.

Using 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.

Benefits

This enhancement provides greater flexibility as to how an order reference is to be populated in an eInvoice so as to meet a debtor’s requirement as to what type of order reference the debtor’s receiving system requires in order to automate the processing of an eInvoice.

Configuration

By default, no option is selected in the Populate Order Reference From field on the Billing > Debtor > Debtor Entry > Invoice Details > Delivery Details screen. When no option is selected, the system will default to populating the value that is keyed in the Default Buyer Reference field as the Buyer Reference on all eInvoices that are delivered to the debtor.

One or more options can be selected in the Populate Order Reference From field at any time depending on whether the debtor requires a purchase order number, a specific buyer reference number and/or a project code to be supplied when they receive an eInvoice.