Invoicing Elements Customization for Purchase

In Sage X3, user can apply invoicing elements in Sales and Purchase Transactions. However, for a specific client, their approach differs from the standard procedure. According to their business process, the system should enforce a rule where users cannot create a transaction without including additional costs. Notably, these additional cost values are not intended for the same supplier; instead, they should be applied to a different supplier. But this contrasts with the standard process, where applying elements typically directs them to the same account, a behaviour that the client wishes to modify.

So that in order to match the required impact, we are customizing the invoicing elements for Purchase transactions in Sage X3 where we will handle this issue by applying reversing invoicing elements in Goods Receipts Note (GRN) Transaction.

We will see how this functionality will work in Sage X3 for Goods Receipts Note (GRN):

We have to add “Reverse Applicable” checkbox in setup screen of Invoicing Elements for Purchase.

If “Reverse Applicable” checkbox is checked then user will get option to select “Reversing Invoicing Element”. So we have to add one more field “Reversing Invoicing Element” in setup screen. And this field will get enabled only if “Reverse Applicable check box is checked.”

In “Reversing Invoicing Element” field, finder should be available to select Invoicing element. After clicking on finder, invoicing elements which are already created for Purchase will be displayed for selection.

Path: Setup -> Purchasing -> Invoicing Elements

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[Fig 1. Invoicing elements setup for Purchase]

Also, while modifying the invoicing elements, we have to add a validation for “Reversing Invoicing Element” field that user cannot select same invoicing element in “Reversing Invoicing Element” field which he/she is modifying.

Also if in any invoicing element, reverse applicable checkbox is checked then that element will not be displayed in the finder list of Reversing Invoicing element field for the other remaining elements.

After the setup, we have to add a validation on GRN Screen for invoicing elements.

Path: Purchasing -> Goods Receipts Note -> Goods Receipts Note

[Fig 2. Invoicing elements in GRN]

If while creating GRN, we have selected an invoicing element for which Reverse Applicable checkbox is checked then 2 lines for invoicing element should be added. 1 for the selected element and 1 more line for the invoicing element which we have already added in the setup screen in “Reversing Invoicing Element” field.

There should be 2 conditions required to be added in GRN:

1. 2 lines should be mandatory for reverse applicable invoicing elements in GRN otherwise it should not allow user to create the entry. It will generate below error for the 1st condition:

[Fig 3. Reversal element error]

2. Also the Amount added for both the line’s invoicing elements should be equal to each other, else it should not allow user to create the entry. It will generate below error for the 2nd condition:

[Fig 4. Amount mismatching error]

3. Suppose 1 invoicing element E1 is already linked with other invoicing element E4 in Reversing Invoicing Element field. Now 2nd invoicing element E2 can also link same E4 element with it. Many to 1 is valid in this case.

[Fig 5. Many To One]

4. But if E2 element is already linked with any other element such as E1 or E3 in Reversing Invoicing Element field then that linked element E2 cannot have option of Reverse applicable checkbox. It will disable the reversal fields if E2 is already linked with other element. Refer below screenshot for the 4th condition:

[Fig 6. Disabled reversal fields]

5. Now if E1 and E2 elements are linked with the same element E4 and in GRN we have added both the elements E1 and E2 then 3rd line should be entered for E4 element and to match the amount of E4 with other 2 elements, sum of the amounts of E1 and E2 should be entered. It will generate below error for the 5th condition:

[Fig 7. Amount Mismatching error for multiple elements]

So user has to enter sum of E1 and E2 for E4 element to create the entry.

As shown in the above screenshot, Amount of E1 is ‘-20’ and E2 is ‘10’. So, [(-20) – (10)] = 10. We have entered 10 Amount for E4 element to satisfy the 5th condition applied.

In this way we can handle the invoicing elements scenario as per client’s process.