7 Numbering and Printing Legal Documents for Chile

This chapter contains the following topics:

7.1 Understanding Legal Documents Processing for Chile

After you enter invoices in the JD Edwards EnterpriseOne Accounts Receivable system, you create and print batches of legal documents that conform to legal requirements for Chile. For example, you create invoices that do not exceed one page.

The process of generating legal documents for invoices that are entered in the JD Edwards EnterpriseOne Accounts Receivable system includes these tasks:

  1. Create legal document print batches.

  2. Assign legal numbers to invoices in print batches.

  3. Print legal documents in print batches.

When you create legal document print batches, you manually select invoices in the JD Edwards EnterpriseOne Accounts Receivable system for which you want to assign legal numbers, and the system assigns a batch number to the group of invoices. Then, you select print batches for which you want to assign legal numbers, and the system assigns legal numbers based on the legal document type next numbers setup and legal document type relationship. Finally, you select print batches for which legal numbers are assigned, and the system prints invoices based on the print layout setup.

7.2 Prerequisites

Before completing the tasks in this chapter:

  • Verify legal company setup.

  • Verify legal document type setup.

  • Verify legal document type relationship setup.

  • Verify legal next numbers setup.

  • Verify print layout setup.

  • Set up versions of the Print Legal Documents program (R76H3B30) to specify which version the Lot of Printing Review program uses to print invoices in print batches.

  • Post invoices for which legal document print batches are generated.

See Setting Up the System for Legal Requirements for Chile.

7.3 Working With Legal Documents for Chile

This section provides an overview of legal document print batch features and discusses how to set processing options for Lot of Printing Review.

7.3.1 Understanding Legal Document Print Batch Features

To create and print legal documents, use the Lot of Printing Review program (P76H3B50). The Lot of Printing Review program enables you to:

  • Create, modify and delete legal document print batches for invoices that are entered in the JD Edwards EnterpriseOne Accounts Receivable system.

  • Verify legal number availability.

    This feature enables you to verify availability of legal numbers prior to assigning legal numbers to print batches. This feature assists in preventing issues during the numbering process.

  • Number and renumber legal documents.

    After legal numbers are assigned to invoices in print batches, you can renumber legal numbers.

  • Print legal documents.

    The system submits the version of the Print Legal Documents program that you specify for the legal company, legal document type, and emission serial.

  • Inquire on legal documents that are associated with invoices.

    This feature enables you to review invoices that are in print batches.

  • Review batch audit information.

    This feature enables you to review information about print batches, including the user ID of the person who last modified the batch, the date and time when the batch was last modified, and so on.

Note:

The Lot of Printing Review program is used in both the JD Edwards EnterpriseOne Accounts Receivable and JD Edwards EnterpriseOne Sales Order Management systems. However, the process of manually creating legal document print batches using the Lot of Printing Review program is necessary only for invoices that are entered in the JD Edwards EnterpriseOne Accounts Receivable system. When the Print Invoices program (R42565) in the JD Edwards EnterpriseOne Sales Order Management system is submitted, the system automatically creates legal document print batches.

See "Invoicing" in the JD Edwards EnterpriseOne Applications Sales Order Management Implementation Guide.

Information for legal document print batches is stored in these tables:

  • Lot of Printing - Header (F76H3B50)

  • Lot of Printing - Detail (F76H3B51)

7.3.1.1 Legal Number Availability

After you create legal document print batches, you can verify the legal number availability before you assign legal numbers to invoices in print batches. The legal number availability feature performs these validations:

  • Verifies that the range of next numbers, as defined in the sequence of legal next numbers, contain enough numbers to assign legal numbers to all invoices in the print batch.

    For example, if there are 30 invoices in a print batch and only 20 numbers are available in the sequence of legal next numbers, the system issues an error.

  • Verifies that the sequence of legal numbers that the system assigns to invoices in print batches are active.

  • Verifies that the sequence of legal numbers that the system assigns to invoices in print batches are not in use by another user.

7.3.1.2 Batch and Document Status

When you create and process print batches, the system assigns a batch status to identify the current status:

  • O: Open

    The print batch has been created, but legal numbers have not been assigned to the batch. The system also assigns this status to print batches for which legal numbers have been renumbered.

  • U: Use

    Legal numbers are in the process of being assigned to the print batch.

  • N: Numbered

    Legal numbers are assigned to invoices in the print batch. To print legal documents in a print batch, the print batch must be at this status.

  • P: In Process

    The print batch is being updated. For example, legal documents in the print batch are being printed.

  • C: Closed

    Legal documents are printed for the batch.

The system also assigns document statuses to invoices in print batches:

  • A: Open

    The invoice has not been processed. The print batch status is O.

  • N: Numbered

    The invoice has been assigned a legal number. The print batch status is N.

  • P: Processed

    The invoice has been printed. The print batch status is C.

  • R: Renumbered

    The invoice legal number has been renumbered. The print batch status is O.

  • E: Error

    The invoice has an error.

7.3.2 Forms Used to Work with Legal Documents

Form Name Form ID Navigation Usage
Lot Review W76H3B50A Accounts Receivable (G76H03B), Lot of Printing Review Review print batches.
Edit Lot W76H3B50B On the Lot Review form, click Add.

On the Lot Review form, locate and select the print batch for which you want to review or renumber the associated invoices, and then click Select.

Create, review and renumber invoices associated with print batches.
Select Invoices W76H3B50H On the Edit Lot form, complete the Legal Company, Legal Document Type, Emission Serial, and Mode (F) (currency mode) fields and then select Selecciôn de Fact. (select invoices) from the Form menu. Select invoices for which legal document print batches are created.
Check Disponibility N/A On the Lot Review form, locate and select the print batch for which you want to verify legal number availability, and then select Check Disponibility from the Row menu. Verify legal number availability prior to assigning legal numbers to invoices in print batches.
Send Lot to Print W76H3B50D On the Lot Review form, locate and select the print batch for which you want to assign legal numbers, and then select Generate Legal Num (Generate Legal Numbers) from the Row menu. Assign legal numbers to invoices in print batches.
Print Invoices W76H3B50J On the Lot Review form, locate and select the print batch for which you want to print legal documents, and then select Print Invoices from the Row menu. Print legal documents.
Audit Information W76H3B50E On the Lot Review form, locate and select the print batch for which you want to review audit information, and then select Audit Information from the Row menu. Review audit information pertaining to a print batch, such as the user ID of the person who last modified the print batch and on what date.

7.3.3 Setting Processing Options for Lot of Printing Review (P76H3B50)

Processing options enable you to specify the default processing for programs and reports.

7.3.3.1 General

Reason Code

Specify the code from the Cancellation Codes (76H/CC) UDC table that the system assigns to legal numbers that are voided.

Transaction Originator

Specify the types of invoices to display on the Lot Review form. You can review invoices that are generated in the JD Edwards EnterpriseOne Accounts Payable, JD Edwards EnterpriseOne Accounts Receivable, JD Edwards EnterpriseOne Sales Order Management systems; or for all three systems. Values are:

Blank: Display invoices from the JD Edwards EnterpriseOne Accounts Payable, JD Edwards EnterpriseOne Accounts Receivable, and JD Edwards EnterpriseOne Sales Order Management systems.

AP: Display only invoices generated in the JD Edwards EnterpriseOne Accounts Payable system.

AR: Display invoices that are generated in the JD Edwards EnterpriseOne Accounts Receivable system.

SOP: Display invoices that are generated in the JD Edwards EnterpriseOne Sales Order Management system.

7.3.3.2 SOP

1. Status Code - From and 2. Status Code - Thru

Specify the range of Activity/Status Codes (UDC 40/AT) for which the system displays invoices on the Lot Review form.

3. Based on Status

Specify whether the system selects invoices according to the last status or the next status. Values are:

1: Last status

2: Next status

4. Override Next Status Code

Specify the next standard step in the processing cycle for this order type. You set up the steps for the processing cycle on the Order Activity Rules form.

5. Prevent Next Status Update

Specify whether the system allows updates to the Next Status field. Values are:

Blank: Allow updates.

1: Prevent updates.

Note:

It is recommended that you specify a value of 1 in this processing option. Otherwise, each time an invoice is renumbered the system updates the sales order status.

7.3.3.3 A/R

Print Invoices

Specify whether the system automatically prints invoices after assigning legal numbers to print batches. Values are:

Blank: The system does not automatically print invoices.

1: The system automatically prints invoices after assigning legal numbers.

Error Processing

Enter 1 to prevent invoices from being printed if errors are issued during the legal numbering process.

Emission Serial Processing

Enter 1 to allow the creation of print batches for invoices that have different emission serial numbers.

Lot - Printing Number

Displays the number that the system assigns as the batch number to the legal document print batch.

Legal Company

Enter the legal company for which you want to create legal document print batches.

Legal Document Type

Enter the legal document type for which you want to create legal document print batches.

Emission Serial

Enter the emission serial number.

Doc Co (document company), Do Ty (document type), and Document Number

Enter the invoice information for which you want to create a legal document print batch. If you do not know the invoice information, follow the steps to select invoices and display the invoice information in these fields.

Current Leg. Number (current legal number) and Last Leg. Number (last legal number)

Displays the legal number assigned to invoices as well as a prior legal number if the invoice legal number was renumbered.

7.3.3.4 AP

Print Invoices

Specify whether the system automatically prints invoices after assigning legal numbers to print batches. Values are:

Blank: Do not automatically print batches.

1: Automatically print batches.

Error Processing

Enter 1 to prevent invoices from being printed if errors are issued during the legal numbering process.

Emission Serial Processing

Enter 1 to allow the creation of print batches for invoices that have different emission serial numbers.

7.4 Voiding Legal Numbers for Chile

This section provides an overview of legal number voids and discusses how to:

  • Void specific legal numbers.

  • Void a sequence of legal numbers.

7.4.1 Understanding Legal Number Voids

You can void legal numbers using either of these methods:

  • Void specific numbers in a sequence of legal next numbers.

  • Void an entire sequence of legal next numbers.

After you void legal next numbers, you can use the Void Invoices program (P76H3B20) to review voided legal next numbers.

When you void legal numbers, the system updates these tables:

  • Legal Document Next Number - CHI - 03B (F76H001).

  • Invoices not Printed - CHI - 03B (F76H3B20).

7.4.2 Forms Used to Void Legal Numbers

Form Name Form ID Navigation Usage
Work with Next Number W76H001A Accounts Receivable (G76H03B), Legal Numbers Set Up

Set the processing options, and then click OK.

Sales Order (G76H42), Legal Numbers Set Up

Set the processing options, and then click OK.

Review legal next numbers that are associated with legal companies and legal document types.
Edit Next Number W76H001B On the Work with Next Number form, find and select the sequence of next numbers in which you want to void specific legal next numbers and then click Select. Void specific legal numbers in a sequence of legal next numbers.
Change Status W76H001C On the Work with Next Number form, find and select the sequence of numbers that you want to void, and then select Change Status from the Row menu. Void an entire sequence of legal next numbers.

Note: The sequence of legal next numbers must have a next number status of A (Active) to be voided (closed).


7.4.3 Voiding Specific Legal Numbers

Access the Edit Next Number form.

To void specific legal numbers in a sequence of legal next numbers:

  1. On the Edit Next Number form, enter a number in the Next Legal Number field and click OK.

  2. On the Generate Invoice Not Printed form, enter a value from UDC 76H/CC in the Cancellation Code field.

  3. (Optional) Enter additional information in the Cancellation Detail field.

  4. Click OK.

7.4.4 Voiding a Sequence of Legal Numbers

Access the Work with Next Number form.

To void a sequence of legal next numbers:

  1. Find and select the sequence of legal next numbers that you want to void, and then select Change Status from the Row menu.

  2. On the Change Status form, select the Close option.

    Note:

    Only those legal next number sequences that are active can be changed to closed.
  3. On the Generate Invoice Not Printed form, complete the Cancellation Code and Cancellation Detail fields.

  4. Click OK.

Next Legal Number

Enter the next number that the system assigns to invoices. The system voids the numbers that precede the number that you enter and that are after the original number in this field. For example, if this field contains a value of 200 and you enter 250, the system voids numbers 200 through 249. You cannot enter a number in this field that is less than the existing value.

Next Legal Number - From and Next Legal Number - To

Displays the range of legal next numbers that the system voids when you change the value in the Next Legal Number field.

Cancellation Code

Enter the reason code for voiding legal next numbers. Specify a value from UDC 76H/CC.

Cancellation Detail

(Optional) Enter additional information pertaining to the void of legal next numbers.