Set up Invoice Types

Security Note: You need the Allow the user to maintain invoice types security right in the Marketing user group security rights group for this activity.

Activity Steps

1. Open the Invoice Types screen.
2. To create a custom invoice type, right-click in the Invoice Types field group and select New from the menu.
3. Complete the following fields for each invoice type.
   • Name
   • Maximum Iterations—Number of invoices that can be raised on the despatch order for the invoice type. If a number is not defined, an unlimited number of invoices for the type of invoice can be generated. Example: The first original, a second with amendments, a third with amendments, and so on. This setting can be overridden in sales and purchase contracts. Example: When creating quotation pricing headers for quotation pricing, if the Maximum Iterations is 2 for a Final invoice, the first Final quotation pricing type generated is given the Default quotation pricing iteration. The second Final quotation pricing type is given 1 as its quotation pricing iteration. No more than these two invoices can be generated.
   • Payments Due—Whether payment terms are determined for invoices of this type and requested from the customer on the invoice.
   • Default Revision—Whether when creating an invoice, the Amendment option is enabled. However, the amendment functionality has not been fully implemented. This checkbox should be left with its default value (that is, checked).
   • Allow Accruals—Whether when creating an invoice, the Accrual option is enabled, allowing accrual invoices to be created. Accrual invoices are essentially the same as normal invoices, but the invoice created is a draft, or dummy one. The invoice data is still posted to the company accounts, but they are posted to the accrual set of accounts, not the actual accounts. If invoices are created as non-accrual, the invoice iteration is updated if the previous invoice was also not an accrual invoice. Default: Checked.
   • Allow In Quotation Pricings—Whether when specifying product or analyte pricing for sales or purchase contracts, the invoice type is included in the drop-down list of invoice types available, allowing it to be used when entering quotation pricing. Only uncheck this option if the invoice type is to never include quotation pricing. This would be the case for certain invoices that only contain contract charges, service charges, and so on. Default: Checked.
   • Allow Overrides—Whether when an invoice of this type is being generated, it is possible for the weights and assay values, as entered in the logistics process or in the contract fulfilment process, to be altered during invoicing.
   • Allow Price Override—Whether when an invoice of this type is being generated, it is possible for the quotation pricing to be overridden for selected despatch orders. In some cases, the price should not be overridden for some invoice types.
   • Generate Journals On Lock—Whether journals are automatically created when an invoice of the Invoice Type is locked. This setting can be overridden in sales, purchase, service and freight contracts.
   • Not Require Journals—Whether to not require journals for the contractual invoice type. Default: Unchecked (that is, journals are required). This setting can be overridden in sales, purchase, service and freight contracts.
   • Enforce Printing Control—Whether to enforce invoice printing control. When printing control is enforced, the system controls the printing of the original and draft invoices, with a counter to manage how many invoices have been printed. If the original invoice has been printed, it cannot be unlocked. If invoices are to be printed, reviewed and subsequently changed, do not enforce printing control. Default: Unchecked.
   • Is Not Commercial Invoice—Whether invoices of this invoice type are not commercial invoices. If checked, invoices of this invoice type are not commercial invoices and will be ignored where the Pricing Method in a QP is Same As Previous Invoice. If unchecked, invoices of this invoice type are commercial invoices. Default: Unchecked.
   • Reverse Journals On Next Invoice—Whether to generate full reversal journal entries on the next invoice created after this invoice type. If checked, full reversal journal entries are generated for the next invoice. This setting overrides the Journal Reversal Method on an individual invoice. If unchecked, journals are generated for the next invoice based on the Journal Reversal Method of the first invoice: Incremental or Full Reversal. Example: Reverse Journals On Next Invoice is checked for the prepayment invoice type, and a prepayment invoice with journal entries is created. Whether the next invoice is a provisional or final invoice does not matter. The journal entries are fully reversed for the next invoice. Default: Unchecked.
4. Select the template to be used to generate a printable invoice for each of the following invoice types. Select from the report templates located in the Invoice Template Path. This path is specified in the MineMarket Service Config screen on the MineMarket Server.
   • Sales Template
   • Purchase Template
   • Service Template
   • Freight Template
   • Credit/Debit Note Template
   • Demurrage Template
5. Select the default Service Charges Invoice Line Effect. Select from:
   • Show On Invoice (default)—The value of the service charge displays on the invoice but it does not affect the invoice value.
   • Hide On Invoice—The value of the service charge does not display on the invoice and does not affect the invoice value.
   • Affect Invoice Value—The value of the service charge displays on the invoice and affects the invoice value.
6. Select whether to Use For Split Accruals if required. If checked, this invoice type is used for the 'split accrual' invoice that MineMarket creates to reverse the journals of any existing invoices(s) of the original despatch order, and to create journals for the amounts allocated to the split despatch orders. See Despatch Order Splitting. Only applicable to custom invoice types that allow accruals and do not have payment due. Only one invoice type can be used for split accruals. The order of this invoice type in the hierarchy is disregarded. Default: Unchecked.
7. To reorder the hierarchy of invoice types, right-click an invoice type row and select Move Up or Move Down as required.
8. Click Save.