The following describes the accounting transactions created when you match a supplier’s invoice in DC1 Financials with a purchase order in DC1 Distribution. The accounting transaction that the system creates when the purchase order was received in DC1 Distribution is described first, then which accounting transaction the system creates when the matching is completed in DC1 Financials.
Note: This information refers to Match a preliminary invoice in DC1 Financials.
Prerequisites DIS
The following items are received on a purchase order in DC1 Distribution:
| Quantity item code MICRO | 10 pcs |
| Quantity item code MINOR | 20 pcs |
| Purchase price MICRO | 1300.00 SEK |
| Purchase price MINOR | 75.00 SEK |
| VAT handling percentage both items | 0% |
Created transactions
The following transactions are created in the Bookkeeping transaction file (SROBTR) when the purchase order is received to stock in DC1 Distribution. Note: The account numbers in the table below are only examples. They have been outlined to make it easier to explain the calculations in the matching routine.
| Transaction type | Description | Amount Debit |
Amount Credit |
Account number in DC1 Financials |
|---|---|---|---|---|
| 901 | Stock value | 13000.00 | C10000 | |
| 930 | Reception from supplier | 13000.00 | E21800 | |
| 901 | Stock value | 1500.00 | C10000 | |
| 930 | Reception from supplier | 1500.00 | E21800 |
Note: For a description of the calculation of the transactions above, see Overview of accounting transactions during goods reception.
Prerequisites FIN
The invoice from the supplier in this example only contains item MICRO. The amounts on the invoice are:
| Item code MICRO | 1300.00 * 10 = 13000.00 |
| Supplier invoice total | 13000.00 |
When a preliminary invoice is matched with a purchase order (or order lines), the G/L postings entry for A/P documents panel is accessed if the G/L postings panel field in the Document type table for the used document type is set to YES, or if the matched amount did not balance. If the G/L postings panel field is set to NO, then the postings created will be displayed on the printouts generated when the batch is closed or interrupted with list. See Match a preliminary invoice in DC1 Financials for instructions.
Note: These transactions are not created in the Bookkeeping transaction file (SROBTR). If you interrupt the batch, the transactions are updated in the G/L transactions work file (SROTRAC). When you close the batch, the transactions are updated in the G/L transaction file (SROPST) and G/L transaction log file (SROLOGGL).
Calculation
Based on the prerequisites for this example, the first transaction is the amount updated in the Accounts Payable. This is the invoice total. The account number is retrieved from either:
- the document type used in the Document type table, if the Control account field is completed. If not the account number is retrieved from:
- the pseudo account for Supplier control (XCCREaa) in the Pseudo account file in DC1 Financials
The second transaction is the VAT amount. If no VAT was posted, then the amount will be zero. A pseudo account is defined in the VAT handling code table. In the Pseudo account table in DC1 Financials, this pseudo account is used to retrieve the account number. Note: There is no control of the VAT handling code on the purchase order line.
Note: If VAT is entered on G/L level, which is defined in the G/L control file, the system uses another method to create the posting and retrieve the account number for the VAT amount.
The third transaction is the transaction type “Reception from supplier”. The account number is retrieved according to the accounting of transaction type 930 in the Inventory transaction type table in DC1 Distribution. When the purchase order was received in DC1 Distribution, this account was credited with the same amount debited in this matching. See Prerequisites DIS above. This means that if all purchase orders received are matched with supplier invoices, then the amount on the account of transaction type 930 should be zero.
| Reception from supplier: Purchase net price * Received quantity (retrieved from the purchase order) |
In this example the figures are:
Reception from supplier – 1300.00 * 10 = 13000.00
Note: You cannot see the transaction type code (930) on any printout or on any panel in the system. On the printouts and on panels, only the corresponding account number is displayed.
The last two transactions are the Purchase account (810) and the Invoiced purchase (814). These two accounts are debited and credited and posted to internal accounts for statistical purposes.
If these transactions are not needed, then you can change the set-up so that transaction type 810 and 814 are posted to the same main account. If this account is summarised, then a zero posting will be made, instead of one credit and one debit with the same amount.
Note: You cannot see the transaction type codes (810/814) on any printout or on any panels in the system. On the printouts and on panels, only the corresponding account number is displayed.
Purchase accounts: Net price in DC1 Financials * invoiced quantity
Invoiced purchase: Net price in DC1 Financials * invoiced quantity
You can change the Net price in DC1 Financials and the Invoiced quantity when the matching is performed. See (Accounting) Manually match invoices with quantity differences.
Related topics
- Overview of accounting transactions during supplier invoice matching
- (Accounting) Manually match invoices with price differences
- (Accounting) Manually match invoices with quantity differences
- (Accounting) Manually match invoices with exchange rate differences
- About matching A/P invoices and purchase orders manually
- Overview of accounting transactions during goods reception