Invoice total transaction

When you approve an invoice, during the primary transaction, TRANSTYPE=TOTAL is written to the INVOICETRANS table.

For example, an invoice is approved for 20 bearings at $0.50 each, plus tax of $0.75:

Table 1. GL account source to approve an invoice
GL account source Debit Credit GL account source
Company RBNI account (20 x $0.50) + $0.75

= $10.75

(20 x $0.50) + $0.75

= $10.75

Company AP suspense account

A secondary transaction moves the tax portion into a tax account. We include tax in the preceding example to emphasize that the line cost for the TOTAL transaction includes tax.

If the unit cost of the item is in a foreign currency, for example, Canadian dollars, the LINECOST is in the base currency, for example, US dollars. The approval date determines the exchange rate used at invoice approval. The enter date in the INVOICE table determines the financial period.

Database fields

INVOICETRANS.GLDEBITACCT Defaults to COMPANIES.RBNIACC Defaults to COMPANYACCDEF.RBNIACC (where TYPE = type of vendor company)

INVOICETRANS.GLCREDITACCT Defaults to COMPANIES.APSUSPENSEACC Defaults to COMPANYACCDEF.APSUSPENSEACC (where TYPE = type of vendor company)

Additional transactions

The following additional transactions can occur. These potential transactions are written to the INVOICETRANS, MATRECTRANS, and SERVRECTRANS tables. All transactions are in the base currency.

Service transaction for each invoice line with no associated purchase order line

If the invoice contains a line for a service for which no purchase order line exists, an additional transaction is written to the SERVRECTRANS table. Because no associated purchase order exists, no receipt for that service exists. However, an entry to account is required for the receipt stage. Therefore, the debit account defaults as if you inserted a purchase order line (or a purchase requisition line).