Incoming invoices

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Enter your incoming invoices in this table. This not only allows you to manage your expenses transparently. The amounts are settled according to your settings in eTASK.operating cost accounting, for example. Incoming invoices also form the basis for a range of other activities. The invoice receipt workflow, for example, is an integral part of eTASK.cost recording and can be started once the incoming invoice has been entered. Another example: Use eTASK.payment transactions to process your approved payments automatically and reliably.

Workflow Incoming Invoice

This info area contains all workflow data relating to the current data record.

IncommingInvoiceNew Control

An input screen for entering a new incoming invoice opens. If the input mask is closed without any data having been transferred, the input mask closes, including the web form opened in the background

Incoming invoice

This group contains characteristics for incoming invoices from suppliers or service providers. Information such as invoice number, amount, supplier and terms of payment are recorded.

Property	Description
Processor	Here you will find the contact details of the processor.
year	Enter the year in which the invoice is settled in the operating costs statement
Document number	Display of the voucher number for internal billing. This document number is generated automatically and used throughout the system to uniquely identify the invoice. It is also inserted into the scanned invoice document at the top left of each page.
Society	Selection of the company to which the invoice is to be allocated.
Release on	Display of the date on which the invoice was released for payment.

Invoice document (click here)

A preview of the assigned PDF file is stored here. This means it can be viewed without downloading it.

Amounts

The invoice amounts can be specified in this info area.

Property	Description
Cash discount (gross) [€]	Display of the gross amount of the cash discount in euros.
Ʃ Reductions and transfers (gross) [€]	Display of the gross total of all reductions and rebookings in euros.
Input tax [€]	Display of the VAT amount in euros.
Net [€]	Display of the net invoice amount in euros.
Gross [€]	Display of the gross invoice amount in euros.

Invoice information

Detailed information on the invoice can be stored in this info area.

Property	Description
Bank details of the creditor	Select the bank that manages the account to which the amount is to be posted. After selecting the bank, the bank details of the creditor are automatically obtained and displayed.
Advance payments made	Advance payments made
Payment amount [€]	Payment amount if different from gross amount.
Total gross amount [€]	Enter the gross amount of the invoice. This is a control field for checking whether the sum of the gross amounts of the partial services matches the gross invoice amount. The check is carried out when the invoice is released. If there are discrepancies, a correction must be made to the partial service amounts.
Terms of payment	Terms of payment
Comments on the invoice	Entry of comments or notes on the invoice process.
Invoice number	Enter the vendor's invoice number.
Invoice date	Enter the creation date of the invoice.
creditor	Selection of the creditor
subject	Enter the subject of the invoice. If no subject is entered, the vendor's company name is used as the subject.
Payment by direct debit	Indicates whether the invoice amount is collected by the vendor by direct debit.

Payment information

This group includes all relevant information on the payment processing of an incoming invoice. This includes details such as terms of payment, payment dates, bank details and payment methods.

Property	Description
Amount open [€]	Amount open [€]
Balanced with cash discount	Specifies whether the payment is made with a cash discount deduction. If this checkbox is activated, both the amount with and without cash discount are taken into account in the automatic payment allocation. This checkbox is automatically activated if the "Always deduct cash discount" checkbox is activated in the vendor's data record. However, it is not overwritten if the setting is changed manually. This setting is checked during automatic payment allocation and adjusted if necessary depending on the amount actually paid. Depending on this setting, the invoice amount is settled in eTASK.operating cost accounting (with or without discount).
Bank account of the company	If the bank account is not defined, the default account of the company is used for the transfer.
Payment stop	When the "payment stop" is activated, the incoming invoice is blocked for the payment run.
Balanced on	Display of the date on which the invoice was cleared.
Balanced [€]	Display of the total amounts paid to date, reductions and transfers.

Dates

Further information on the dates can be found in the respective information areas.

Property	Description
date of receipt	Enter the date on which the invoice was received.
Exported on	Display of the date on which the export to DATEV took place.
Booking date	When the service was provided
Permanent debt calculation	Indication of whether it is a permanent debt invoice (original or template).
Payment date	Selection of the date by which the invoice must be paid.
Created from recurring debt invoice (document number):	Display of the document number of the recurring debt invoice from which this invoice was created.

Cash discount

The cash discount amounts are shown here. The cash discount can be defined individually for each partial service.

Property	Description
VSt. [€]	Display of the VAT amount in euros.
Discount deduction up to	Enter the payment date up to which the discount is granted.
Net [€]	Display of the net amount of the cash discount.
Cash discount rate [%] (default)	Enter the cash discount rate in percent.

Partial services/invoice items

Invoice items of the invoice can be created and assigned here.

Invoice allocation

This group includes features for assigning and linking incoming invoices to other relevant business objects or processes. It enables invoices to be posted and tracked correctly in the system.

Property	Description
Invoice for the contract	Selection of the contract to which the invoice was assigned.
Invoice for the order	Selection of the order to which the invoice has been assigned. If the invoice has been assigned to an order and it is a single or final invoice, the order can be completed.

Check for operating cost allocation

In this area, the net amounts of the invoice items that are apportionable or not apportionable are totaled. The amounts are displayed in euros.

Dunning status

The dunning status characteristics provide information on the current status of the dunning process for an incoming invoice. They show whether and at what stage an invoice is in the dunning process.

Property	Description
Reminder date	Select the date of the last reminder received for this invoice.
dunning level	Enter the dunning level for this incoming invoice here.

Reductions

Allocation of account statements

The account postings that are assigned to the invoice are displayed in this area.

Rebookings

Allocability/relevance of operating costs

WorkflowButtons

The workflow buttons can be used to control the workflow. The buttons are the same as those displayed at the top of the "Workflow" area.

Comments

This info area has an editor in which comments on the data record can be left.

In this section you can add and edit comments and annotations.

Documents

All documents related to the invoice can be uploaded here. The scanned invoice document is also stored here. The document number of the invoice is automatically inserted in the top left-hand corner of each page.

In this section you can upload, download and manage files.

invoice document

This group includes characteristics that relate to the physical or digital invoice document. This includes information such as document type, format, storage location and metadata on the invoice template.

Property	Description
invoice document	Original document for the invoice
Receive as email	Receive as email

Create periodically recurring appointments

Periodically recurring dates for this incoming invoice can be created in this area. To do this, enter the date of the next and last invoice and select a recurrence frequency (e.g. "1") and period (e.g. "month"). This area is only displayed if the incoming invoice has been marked as a "recurring invoice" in the "Dates" info area.

Dates of the planned invoices

Cancellation

This group contains characteristics relating to canceled incoming invoices. Information on the reversal process, such as date, reason and associated documents, is recorded here.

Property	Description
Reason for the cancellation	Reason for the cancellation
Cancellation booking date	Cancellation bookings are created in the booking month

Export to financial accounting system

This group contains characteristics for the export of incoming invoice data to the financial accounting system. It includes relevant attributes and control information for the correct transfer and posting of invoices.

Property	Description
Financial accounting import date	Display of the financial accounting import date
Financial accounting document number	Display of the financial accounting document number
Booking date	Here you can enter the date of the booking.
Export financial accounting	Specifies whether the invoice is to be exported to the Financial Accounting system.

Editing instructions

This group includes attributes for controlling and documenting the processing of incoming invoices. Relevant notes and status information for further processing are recorded here.

Property	Description
Test instructions	Display of the results of various check routines as part of invoice entry and processing.

Payment run

Display of the payment run to which the invoice was assigned.

manual workflow control

This group includes features for manual control and monitoring of the invoice processing process. It enables users to customize and monitor the workflow for individual incoming invoices.

Property	Description
2nd tester	Selection of the 2nd verifier in the invoice receipt workflow.
1st tester	Selection of the 1st verifier in the invoice receipt workflow.
3rd tester	Selection of the 3rd checker in the invoice receipt workflow.
Freigeber	Selection of the releaser in the invoice receipt workflow.
ticket number	Display of the ticket number

Approvals

This group includes attributes for the release processes and status of incoming invoices. It contains information on release levels, responsible persons and time stamps of the releases.

Property	Description
Recording completed	Indicates whether invoice entry has been completed. Only completed invoices can be transferred to the invoice approval workflow and payment transactions.
Free for release workflow	Specifies whether the invoice should be transferred to the invoice approval workflow. If this checkbox is activated, the invoice approval workflow for the invoice is started automatically as soon as the invoice entry has been completed.
Free for financial accounting export	Indicates whether the invoice is released for export to the external financial accounting system. The invoice is made available for export during the next export.
Free for payment run	Specifies whether the invoice should be transferred to a payment run. If this checkbox is activated, the invoice is automatically assigned to the payment run as soon as the requirements are met. See IC1937.

Payment release

The "Payment release" report is called up under "Reports" in the work bar.

Booking journal

Allocated permanent debt invoices

Under "

Procured objects

List PM_PRODUKTLIEFERUNG_EINBAUTEIL_T

Invoice reduction

You can enter a reduction in the invoice amount in the workbar under "Extras". Further information can be found in the SupportCenter under IC1456.

Paid with discount (transfer posting)

The Extras menu and the sub-items are deactivated depending on the workflow step in order to prevent acquisitions

Payment Stop / Start

A payment stop can be set up for an invoice in the workbar under "Extras". The invoice can then not be assigned to a payment run. The payment stop can be canceled at the same place. Further information on this can be found in the SupportCenter under IC2281 and IC2280.

Delete invoice

If the invoice has not yet been saved in the booking journal, it can be deleted via the workbar under "Delete invoice". This function can also be deactivated for individual companies. It is therefore possible that this function is displayed for some invoices and not for others.

Posting journal - Accounts

Distribute item to cost centers

In the workbar under "Extras", an already created partial service/invoice item can be distributed to several cost centers using a cost distribution formula. Further information can be found in the SupportCenter under IC1449.