{"id":23187,"date":"2021-08-30T14:24:08","date_gmt":"2021-08-30T14:24:08","guid":{"rendered":"http:\/\/www.greytrix.com\/blogs\/sagex3\/?p=23187"},"modified":"2021-08-30T14:46:17","modified_gmt":"2021-08-30T14:46:17","slug":"data-flow-from-purchase-invoice-screen-to-journal-entry-on-via-ap-ar-payment-posting-using-automatic-journal","status":"publish","type":"post","link":"https:\/\/www.greytrix.com\/blogs\/sagex3\/2021\/08\/30\/data-flow-from-purchase-invoice-screen-to-journal-entry-on-via-ap-ar-payment-posting-using-automatic-journal\/","title":{"rendered":"Data flow from Purchase invoice screen to Journal entry on via AP\/AR Payment Posting using Automatic Journal"},"content":{"rendered":"\n

In our last blog, we see how to flow date from payment screen to Journal entry using auto journal. In this, we\u2019ll see how we can flow data from Purchase invoice to journal entry while posting payment. The \u201cSupplier doc. no.\u201d field present on Management tab in Purchase invoice screen for the invoice entries linked in Payment screen is flowed to \u201cReference\u201d field under Reference tab on Journal Entry screen. All this will be done with the use of Automatic Journals, which creates the Journal data based on Posting of a Payment.<\/p>\n\n\n\n

First, to navigate on the following screens below are the steps:<\/p>\n\n\n\n

Payment\/Receipt screen: All > A\/P-A\/R accounting > Payment\/Receipt entry
Purchase invoice screen: All > Purchasing > Invoices
Journal Entry: All > Financials > Journal Entry
Automatic Journals: All > Setup > Automatic Journals<\/p>\n\n\n\n

For the purpose of making things a bit more clear visually, below are the screenshots fields locations on their respective screens:<\/p>\n\n\n\n

New Stuff:<\/strong> Project snapshots in Project management<\/a><\/p>\n\n\n\n

\"[Linked<\/a><\/center>\n
[Linked invoice no. on Payment]<\/center><\/font>\n\n\n\n
\"[Supplier<\/a><\/center>\n
[Supplier doc no. field on Purchase invoice]<\/center><\/font>\n\n\n\n
\"[Reference<\/a><\/center>\n
[Reference field on Journal Entry]<\/center><\/font>\n\n\n\n

Now once we\u2019re familiar with the screens, we\u2019ll first find out the Automatic journal code used for the posted Payment. Follow the below mentioned steps:<\/p>\n\n\n\n

Step 1:<\/strong> Check on the respective payment entry whether it’s posted or not. You can do that by checking the POST button (on the right top side on version 12 Sage X3) being enabled or hidden. If it’s hidden the Payment is posted and it\u2019s Journal entry is already created, if not then please post it first.<\/p>\n\n\n\n

Step 2:<\/strong> Jump onto its respective Journal entry screen via Accounting document button as shown below.<\/p>\n\n\n\n

\"[Accounting<\/a><\/center>\n
[Accounting document on Payment Invoice]<\/center><\/font>\n\n\n\n

Step 3:<\/strong> Once on the Journal Entry screen, scroll below to find the Source tab in that look for Source field which\u2019ll show \u201cAutomatic generation\u201d and next to it will be Source transaction field showing \u201cPRINC\u201d. This is the Automatic Journal code we\u2019re looking for.<\/p>\n\n\n\n

\"[Automatic<\/a><\/center>\n
[Automatic Journals code on Journal Entry]<\/center><\/font>\n\n\n\n

Now that we\u2019ve noted the Automatic Journal code, next steps involve us flowing the data.<\/p>\n\n\n\n

Step 4:<\/strong> Now in a new tab, open Automatic Journal and on the left-list search for PRINC. Scroll below to the formula section on screen and check below for the Journal Reference field as shown:<\/p>\n\n\n\n

\"[Journal<\/a><\/center>\n
[Journal reference field on Automatic Journals]<\/center><\/font>\n\n\n\n

Step 5:<\/strong> The Supplier doc. no. field data is stored in PINVOICE table as \u201cSource Document\u201d from where the data will be flowing to the Reference field on the Journal Entry screen.
Now we\u2019ve to use that field data from Purchase invoice screen so below we need to check where in PINVOICE table it is storing:<\/p>\n\n\n\n

\"[PINVOICE<\/a><\/center>\n
[PINVOICE table in Table dictionary]<\/center><\/font>\n\n\n\n

Step 6:<\/strong> Now for the Supplier doc. no. on Purchase invoice (linked on Payment screen in lines) screen, we\u2019ll have to create a Specific script for a function. The Script name we used here is SPESUPDOCNO, below is the function:<\/p>\n\n\n\n

\"[GETSUPPDOC<\/a><\/center>\n
[GETSUPPDOC function]<\/center><\/font>\n\n\n\n

This function is used to retrieve the Supplier doc. no. data stored in PINVOICE table based on the Invoice number present on the Payment screen.<\/p>\n\n\n\n

Step 7:<\/strong> Since we need to flow this data on the Journal Entry reference field, we\u2019ll again go over to the Automatic Journals module with PRINC code. There on scrolling below we can find the Journal Reference field in the formulas section and write the instruction to call the function as shown:<\/p>\n\n\n\n

\"[Calling<\/a><\/center>\n
[Calling function in Journal Reference field]<\/center><\/font>\n\n\n\n

Here we\u2019re passing the Payment no. as a parameter in the function which\u2019ll retrieve the Supplier doc. no. data from the respective invoice no. linked on this Payment.
Note: Before making any change on the Automatic Journal formula field, keep a backup of the existing value present on the fields in case of mistake.<\/p>\n\n\n\n

Step 8: <\/strong>Once the changes are done Save the Automatic Journal and perform a restart of the application, this is necessary to take effect.<\/p>\n\n\n\n

Step 9:<\/strong> After restart, open the Payment screen and first cancel the previously posted entry using the Accounting cancellation option below the Accounting document as shown in Step 2. Give some time and then repost the Payment, and jump to the Journal Entry screen to see if the data is flowing properly.<\/p>\n\n\n\n

\"[Supplier<\/a><\/center>\n
[Supplier doc no. field on Purchase invoice]<\/center><\/font>\n\n\n\n
\"[Data<\/a><\/center>
[Data flowed over to Reference field on Journal Entry from Purchase Invoice]<\/center><\/font>\n\n\n\n

In this way, we can make use of the Automatic Journals module to flow data without making changes in Specific scripts.<\/p>\n\n\n\n

About Us<\/strong><\/h2>\n\n\n\n

Greytrix \u2013 a globally recognized and one of the oldest Sage Development Partners is a one-stop solution provider for Sage ERP and Sage CRM organizational needs. Being acknowledged and rewarded for multi-man years of experience and expertise, we bring complete end-to-end assistance for your technical consultations, product customizations, data migration, system integrations, third-party add-on development, and implementation competence.<\/p>\n\n\n\n

Greytrix has some unique integration solutions developed for Sage CRM<\/a> with Sage ERPs namely Sage X3<\/a>, Sage Intacct<\/a>, Sage 100<\/a>, Sage 500<\/a>, and Sage 300<\/a>. We also offer best-in-class Sage ERP and Sage CRM customization and development services to Business Partners, End Users, and Sage PSG worldwide. Greytrix helps in the migration of Sage CRM from Salesforce | ACT! | SalesLogix | Goldmine | Sugar CRM | Maximizer. Our Sage CRM Product Suite includes addons like  Greytrix Business Manager, Sage CRM Project Manager, Sage CRM Resource Planner, Sage CRM Contract Manager, Sage CRM Event Manager, Sage CRM Budget Planner, Gmail Integration, Sage CRM Mobile Service Signature, Sage CRM CTI Framework.<\/p>\n\n\n\n

Greytrix is a recognized Sage Champion Partner for GUMU™ Sage X3 \u2013 Sage CRM integration listed on Sage Marketplace<\/a> and Sage CRM \u2013 Sage Intacct integration listed on Sage Intacct Marketplace<\/a>. The GUMU™ Cloud framework<\/a> by Greytrix forms the backbone of cloud integrations that are managed in real-time for the processing and execution of application programs at the click of a button.<\/p>\n\n\n\n

For more information on our integration solutions, please contact us at sage@greytrix.com<\/a>. We will be glad to assist you.<\/p>\n\n\n\n

<\/p>\n","protected":false},"excerpt":{"rendered":"

In our last blog, we see how to flow date from payment screen to Journal entry using auto journal. In this, we\u2019ll see how we can flow data from Purchase invoice to journal entry while posting payment. The \u201cSupplier doc. no.\u201d field present on Management tab in Purchase invoice screen for the invoice entries linked\u2026 Read More »<\/a><\/span><\/p>\n","protected":false},"author":2,"featured_media":0,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[5,8,2796],"tags":[176,3374,1123,1564,1620,1865],"class_list":["post-23187","post","type-post","status-publish","format-standard","hentry","category-features","category-sage-erp-x3","category-technical","tag-automatic-journal","tag-data-flow","tag-journal-entry","tag-purchase-invoice","tag-receipts","tag-sage-x3-erp"],"_links":{"self":[{"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/posts\/23187","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/comments?post=23187"}],"version-history":[{"count":9,"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/posts\/23187\/revisions"}],"predecessor-version":[{"id":23309,"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/posts\/23187\/revisions\/23309"}],"wp:attachment":[{"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/media?parent=23187"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/categories?post=23187"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/www.greytrix.com\/blogs\/sagex3\/wp-json\/wp\/v2\/tags?post=23187"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}