Sales invoice

EDI customers may require a Sales invoice for a sales order.

Note: Sales invoices can also be sent for a sales order not created via EDI.

The following subsections will describe how to view, process and send Sales invoices to applicable Customer Trading partners.
Viewing the Staging table records will also be discussed.
The created sales invoice record(s) can be viewed for a sales order, by selecting the History button on the EDI tab on the Action Pane of the Sales order page.

Prerequisites

The following setup is prerequisites for the sales invoice

1. Create Template for the document.
2. Create Setting profile for the document.
3. Create Outbound filenames for the document.
4. If the customer trading partner doesn’t exist, create the new trading partner.
   If the invoice account differs to the customer account, setup the Invoice account as EDI trading partner for the Sales invoice document.
5. Add and enable the sales invoice to the Customer trading partner and select the applicable:
   • Template
   • Setting profile
   • File name setup

Processing

Post sales invoice

When the document Sales invoice is enabled for the EDI customer, the post sales invoice page field Send to EDI will be set to Yes. The Sales invoice Document setting profile provides the option to exclude credits notes from creating a sales invoice staging record by setting Don’t send credit note to Yes.

View staging table records

To view the Sales invoice staging records, go to EDI > Documents > Customer documents > Sales invoice. Use this page to review staging and process EDI Sales invoice documents to an Outbound file.

List page

The following EDI fields are available on the list page.

Field	Description
EDI number	EDI Staging table record id. Select EDI number or the Details button on the Action Pane, to view the details for the selected record. The number sequence is determined by EDI number on the EDI parameters.
Company	Legal entity of the document.
Company GLN	The company’s global location number is shown here.
Staging to target status	The current status of the staging record. Options include: • Not Started – The staging record has been created but no outbound file has yet been generated. • Error – The staging record has been processed, but no outbound file has been created. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and added to the outbound file queue. • Canceled – The record has been manually canceled and will be excluded from processing.
Trading partner account	Customer account assigned to the staging record.
Trading partner GLN	The Customer’s global location number is shown here.
Tax invoice	Tax invoice number
Customer requisition	Sales order’s Customer requisition
Customer reference	Sales order’s Customer reference
Created Date and Time	The date and time the selected record was created in the staging table.
Received	Indicates if the Functional acknowledgement inbound has been received from the trading partner for the outbound document record.

Buttons

The following buttons are available on the Customer advanced shipping notice Action Pane, tab Advanced shipping notice.

Button	Description
Create selected files	Creates the outbound file for selected records where Staging to target status is set to Not started.
Create files	Creates the outbound file for all records where Staging to target status is set to Not started.
Outbound files	View the outbound file record created by the selected staging record.
Trading partner	View the trading partner details in the Trading partners page.
Invoice journal	View the tax invoice for the staging record.
Show log	If there are logs created within the Process to outbound step it is possible to review them at any time using this button. Shows only the current version.
Reset Status	You can reset the the Staging to target status to Not started. This can be used to reprocess the selected record/s. Documents can only be processed if Staging to target status is set to Not started.
Edit reset status recurrence	If the underlying issue was resolved after all the reset attempts have been completed the user can use this button to edit the recurrence field/s. This will: • Update Reset status profile to blank • Update the Reset status date/time to next time reset will run • Reset status attempts set to Zero and • Recurrence text updated with changed recurrence details
Reset template	Reset the template used to create the outbound file. Only enabled where the Staging to target status is set to Not started.
Cancel	Select Cancel to update the Staging to target status to Canceled. Button is enabled when the Staging to target status is not set to Completed.

The following buttons are available on the Sales invoice’s Action Pane, tab Acknowledgement. The Acknowledgement tab is available on all outgoing documents staging pages and enables the user to view the Functional acknowledgement inbound that has been received and processed for the outbound document.

Button	Description
Acknowledgement	Use this button to view the Functional acknowledgement inbound record received and processed for the outbound document.

Header fields

The following EDI Header staging fields are available on the header page.

Field	Description	Source D365 field
Identification FastTab
Identification
EDI number	EDI Staging table record id	EDI parameters > Number sequences > EDI number
Company	Legal entity of the document
Company GLN	The company’s global location number is shown here
Template Id	The EDI template that will be used to create the outbound file	Trading partner > Template assigned to document type
Staging to target status	The current status of the staging record. Options include: • Not Started – The staging record has been created but no outbound file has yet been generated. • Error – The staging record has been processed, but no outbound file has been created. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and added to the outbound file queue. • Canceled – The record has been manually canceled and will be excluded from processing.
Reset status
Reset status profile	Reset status profile assigned to the file/document. This will default from EDI shared parameters or can be overridden on Trading partner’s incoming and outgoing documents. The profile can also be changed to another profile which will also reset the Reset status attempts to 0 and reset the Reset status date/time
Reset status date/time	Next date/time automatic reset status will run
Reset status attempts	Number of reset attempts already processed. The reset attempts will stop once this number reaches the End after as per assigned Reset status profile’s Recurrence
Recurrence	Recurrence text. Contains standard details of Recurrence, for example: • Interval (recurrence pattern) • How many times the period will run (End after) • From date/time the recurrence will start
Overview
Customer requisition	Customers purchase order number to be populated in the Customer requisition field of the sales order header	Sales Order > General > Customer requisition
Customer reference	Customers purchase order number to be populated in the Customer reference field of the sales order header	Sales Order > General > Customer reference
Details
Delivery terms	Customer delivery terms	Sales Order > Delivery > Delivery terms
Terms of payment	Terms of payment	Sales Order > Price and discount > Payment
Description	Terms of payment (Description)	Sales Order > Price and discount > Payment (Description)
Carrier	Carrier assigned to the packing slip	Consignments > Carrier
Bill of lading ID	Sales invoice’s Bill of lading	Sales invoice > Bill of lading
Customer GLN	The Global location number for this customer	Sales Order > EDI > Customer GLN
Status
Group control number	Group control number for the outbound document. To be used to match inbound functional acknowledgement, where applicable.
Received	Indicates if the Functional acknowledgement inbound has been received from the trading partner for the outbound document record.
General FastTab
Delivery address
Delivery name	Address for delivery	Sales Order > Delivery Address Information
City	Delivery address - City
Country/region	Delivery address - Country/region
ISO	Delivery address - Country/region ISO
County	Delivery address - County
District	Delivery address - District
Post box	Delivery address - Post box
State	Delivery address - State
Street	Delivery address - Street
Street number	Delivery address - Street number
ZIP/postal code	Delivery address - Zip/postal code
Building complement	Delivery address - Building complement
Store code	Delivery address - Store code
Warehouse	Address for warehouse	Sales Order > Warehouse Information
State	Warehouse address - State
Street	Warehouse address - Street
Street number	Warehouse address - Street number
ZIP/postal code	Warehouse address - ZIP/postal code
Building complement	Warehouse address - Building complement
City	Warehouse address - City
Country/region	Warehouse address - Country/region
ISO	Warehouse address - Country/region ISO
County	Warehouse address - County
District	Warehouse address - District
Post box	Warehouse address - Post box
Invoice	Invoice details
Invoice	D365 Invoice number	Invoice > Invoice Number
Name	Tax invoice account name	Invoice > Invoice Account Name
Invoice contact name	Invoice account’s primary contact name	Customer > Contact information
Invoice phone number	Invoice account’s primary contact phone	Customer > Contact information
Tax exempt number	Invoice account’s tax exempt number	Invoice > Invoice Account’s VATNum
Our account number	Our account number in the customers system
Date	Invoice date	Invoice journal > Date
Due	Invoice Due Date	Invoice journal > Due Date
Total charges	Total charges from the invoice	Invoice journal > Total charges
Invoice amount excluding tax	Invoice amount excluding tax	Invoice journal amount > Price excl. tax
Invoice tax amount	Invoice total tax amount	Invoice journal amount > Sales tax
Invoice amount including tax	Invoice amount including tax	Invoice Journal Amount > Price incl. tax
Tax rate	Calculated invoice tax rate	Invoice tax amount / Invoice amount excluding tax *100
Discount percentage	Invoice discount percentage
Invoice address	Invoice address for customer	Invoice journal > Invoice account > Address information
Building complement	Invoice address - Building complement
City	Invoice address - City
Country/region	Invoice address - Country/region
ISO	Invoice address - ISO
County	Invoice address - County
District	Invoice address - District
Post box	Invoice address - Post box
State	Invoice address - State
Street	Invoice address - Street
Street number	Invoice address - Street number
ZIP/postal code	Invoice address - ZIP/postal code
Company
Company name	Company name
Company address	Address for company	Invoice journal > Company > Address information
Street number	Company address - Street number
Building complement	Company address - Building complement
City	Company address - City
Country/region	Company address - Country/region
County	Company address - County
District	Company address - District
Post box	Company address - Post box
State	Company address - State
Street	Company address - Street
ZIP/postal code	Company address - ZIP/postal code

Line fields

The following EDI Line staging fields are available on the lines page.

Field	Description	Source D365 field
Line number	The line within the D365 Invoice. Where the invoice is for multiple sales orders, this field would contain the line number per sales order, for example 1, 2, 1, 2.	Invoice journal line > Line number
Line number document	The sequential D365 Invoice line number. Where the invoice is for multiple sales orders, this field would contain sequential line number, for example 1, 2, 3, 4 Ensure Assign sequential line number when posting customer invoice lines in Accounts receivable parameters (Tab ‘Updates’, FastTab ‘Optimize batch and posting processing’) is set to Yes.	Invoice journal line > Line creation sequence number
Item number	The D365 item id	Invoice journal line > Item Number
Name	The D365 item name	Invoice journal line > Item Name
Lot ID	Lot Id / InventTransId for the invoice line	Inventory transaction > InventTransId
Bar code	The GTIN or barcode	Sales line > EDI > EDI item number
External item number	The external item number	Sales line > General > External
Unit price	Discouned unit price for the item	Sales line > Unit price (discounted)
Sales unit price	Unit price before discounts for the item	Sales line > Unit Price
Unit discount	Unit discount for the item	Sales line > Unit discount
Unit discount percent	Unit discount percentage for the item	Sales line > Unit discount percent
Unit tax rate	Tax unit rate included for the order line	Tax unit rate for the Tax & Item tax groups
Sales tax amount	Tax line amount included for the order line	Tax amount for the Tax & Item tax groups
Unit Price incl. tax	Discounted unit price including tax	Sales line > Unit price incl. tax (discounted)
Sales unit price include tax	Unit price before discounts including tax	Sales Line > Unit Price incl. tax
Unit	Unit of measure	Sales line > Unit
Quantity	Invoice quantity	Invoice journal line > Quantity
Ordered quantity	Sales order line’s quantity	Sales line > Quantity
Backorder quantity	Ordered quantity minus Invoiced quantity
Line amount excluding tax	Line amount excluding tax	Sales line amount > Line amount excl. tax
Line amount including tax	Line amount including tax	Invoice journal line > Line amount incl. tax
Delivery name		Sales line > Delivery Address Information
Store code	Store code for the sales line	Sales line > Store code
Customer reference	Customers purchase order number as per Customer reference field in the sales order line
Customer requisition	Customers purchase order number as per Customer requisition field of the sales order line
Purchase order date	The purchase order date from the EDI order is shown here	Sales order > Original order date
Delivery note	Delivery note for the Sales invoice is shown here. If invoice processed with Update set to Delivery note and only for one Delivery note.
Document date	Document date for the Delivery note
Consignment note number	Delivery note’s Consignment note number
Sales order	Sales order number for the invoice
Configuration	Product dimension - Configuration	Sales line > Product dimension
Colour	Product dimension - Colour	Sales line > Product dimension
Size	Product dimension - Size	Sales line > Product dimension
Style	Product dimension - Style	Sales line > Product dimension
Version	Product dimension - Version	Sales line > Product dimension
Customer account	Sales order’s customer account	Sales header > Customer account
Customer contact name	Sales order’s customer contact	Sales header > Contact
Customer phone number	Sales order’s telephone	Sales header > Telephone
Building complement	Delivery address from sales line	Sales line > Delivery address
Street number	Delivery address from sales line	Sales line > Delivery address
Street	Delivery address from sales line	Sales line > Delivery address
County	Delivery address from sales line	Sales line > Delivery address
District	Delivery address from sales line	Sales line > Delivery address
City	Delivery address from sales line	Sales line > Delivery address
State	Delivery address from sales line	Sales line > Delivery address
Post box	Delivery address from sales line	Sales line > Delivery address
ZIP/postal code	Delivery address from sales line	Sales line > Delivery address
Store code	Delivery address from sales line	Sales line > Delivery address
Country/region	Delivery address from sales line	Sales line > Delivery address
ISO	Delivery address from sales line	Sales line > Delivery address
Sales responsible	Sales responsible for the sales order	Sales header > Sales responsible
Sales taker	Sales taker for the sales order	Sales header > Sales taker