Invoices for Accounts Payable

You must enter details of the supplier invoice.

Follow these steps:

1. Enter this information for each supplier invoice:
   1. At invoice header, enter the document fiscal classification:

      Refer to Document Fiscal Classification for a list of values that you can select from.

      Important: You must enter invoice description. If you don’t enter any description, your invoice is rejected. If you entered your invoices from Suppliers Portal, ensure that there’s a value in the Description field at header of the portal invoice. You can also query the invoice from Payables and add or update the description.
   2. Regional Information: Online VAT Reporting for Spain

      Associating this context to a transaction makes this transaction reportable through Online VAT submission.

   3. Transaction Status: R (Ready).
      Note: A NULL value is also considered as ‘Ready’ (for submission) for a new transaction.
2. Enter Special Regime for your Invoice (Required):

   Special Regime is a LOV field. You can select one of the seeded values or a custom value you have added to your system. You can also refer to Global Descriptive Flexfields section.

3. Optionally, enter the values in these GDFs:
   • Third Party Invoice (No is default).

     Enter ‘Yes’ if applies: In this case, the 'EmitidaPorTerceros' tag is populated with ‘S’ value.

     Intra - EU Declared Key ‘R’ (Sender) or ‘D’ (Declarer) depending on the application.

     Intra - EU Subtype (Null by default, selecting ‘A’ or ‘B’ classifies the transaction for Special Intra-EU Transactions Register).

     Important: If you enter values in both Intra - EU Declared Key and Intra - EU Subtype, the transaction is selected for Special Intra-EU Transactions Register.
   • Invoice Recording Date: If you enter a date in this field, it overrides the invoice accounting date value printed in the XML message. If there’s no value in the field, the invoice accounting date is printed for your Payables invoices.
   • Document Type Override: If you must change the invoice type of your invoice for any reason, you must select the appropriate value in this field. The field lists the same values that are listed in the document fiscal classification. If there’s a value in this field, the XML message prints this value for the corresponding invoice.
   • Last Document Number of Summary Invoice: This field is meaningful when the document type ID is F4. Enter the first invoice number of the summary invoice in the Invoice Number field and the last invoice number in this field.
   • Date Transaction Performed (If a different date will be entered).
   • Reporting Period: Enter a period if you must change the period calculated from the invoice date or accounting date based on the value you have assigned through the lookup. You can enter any calendar periods from this list: 01,02,03,04,05,06,07,08,09,10,11,12. You can also refer to Period Tag Options section.
     Important: Don’t change Regional Information (GDF Context) value after it’s set as ‘Online VAT Reporting for Spain’. If you change the context value, you can’t report this transaction through online register processes.
4. Validate and account the invoice.