As per the standard functionality of Sage X3, if the user is entering same Supplier Document No in new Purchase Invoice entry which is already entered or used in the existing invoice entry then user gets a warning message popup that “Reference entered on Invoice(Invoice No)” as shown in the below screenshot. But after clicking on “Ok or Cancel” it allows user to create Invoice with the same document number. That means it is just a warning message and it depends on the user if he wants to continue with the same document no or different document no.
Recently one of our client came up with the requirement in which he wanted to restrict purchase invoice creation if the combination of Supplier Document No, Suppler Invoice Date and Amount i.e. (Invoice-tax) is repeated for the same Supplier. For this purpose, we did a customization in such a way that it will not allow you to create new Purchase Invoice entry if combination of the mentioned three fields is already used for some other invoice for the same supplier.
For Example – In the below screenshot you can see in Invoice No – 1012011INVBS0047, for Supplier – V00010, Supplier Document No is SD001, Date is 11/26/20 and Amount is 1100.
Now, when you try to create new invoice for the same supplier “V00010” with the same Supplier Document No – “SD001”, Date – “11/26/20” and Amount 1100 then it will give you an error that “Supplier Document Number, Supplier Inv Date and Amount already exist for Invoice No: 1012011INVBS0047” as shown in the below screenshot.
It will not allow you to create invoice with the same combination. At least one of those three fields should be different. This customization will work only for the same supplier. If supplier is different and this combination is repeated then Invoice will be created without any error.
Hence with the help of this customization, Purchase Invoice creation will be restricted if the combination of Supplier Document No, Supplier Invoice Date and Amount (Invoice-tax) is repeated for the same Supplier.