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External supplier invoice


Userlevel 2
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We use multiple companies in IFS and sometimes we see that an invoice lands in the wrong company what gives a error message. That is a good thing because you do not want an invoice for company A in the administration of company B. Unfortunately I have not found the option yet to change the company code within the screen of external supplier invoices. Is it possible to change companies within this screen? Or do you have to push through to the wrong company and then within the wrong company and then ‘cancel and create’ into the correct company?

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Best answer by Thanushi Jayaweera 9 May 2021, 20:48

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Userlevel 6
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Hi,

 

If you are using external supplier invoice assistant to load the invoice, you can change the company from below screen.

 

Kind Regards,

Kalpa.

Userlevel 5
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Hi,

Could you please clarify whether you upload invoices through External Supplier Invoice Assistant or  using Filerep1 in folder?

Thanks & regards,

Amalith

Userlevel 2
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Thank you for both responses.

Please excuse me for not using the proper IT lingo.

Unfortunately we do not use the ‘External Supplier Invoice Assistant’. Invoices are being send as a message by a scanning program and ‘appear’ in ‘External Supplier Invoices’ and ‘Multi-company External Supplier Invoices’. Because we have not been working with multiple companies in IFS for a long time this is new to me. Would it be possible to change companies in the screen underneath? We do have the possibility to change companies in our scanning program but people make mistakes and than I would like to be able to change companies in IFS before the invoice is created.

 

Best regards,

 

Jasper

Userlevel 6
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Hi Jasper,

If you are loading the file using ‘External Supplier Invoice Assistant’ window, then it will automatically select the company which you have selected (using ‘change global company’) at the time of loading the file.

Eg: as per below screenshot, the company ‘SUGNCOM’ gets selected by default.

However, you can change the company using LOV option at any time to the correct company.

Also, if you are loading the file using ‘In’ folder, then it would get loaded into the company defined in relevant input file.

Additionally, can you share the error your are facing? 

Best Regards

Sugandi 

Userlevel 7
Badge +9

Hi @JTSPIE ,

Once the external supplier invoice is loaded from an external system against a specific company in IFS application, I don’t think there is an option to change the company of the invoice to a different one from the application itself. 

You can try to delete the invoice from External supplier Invoices window and reload it to the correct company.

 

Best Regards,

Sachin

Userlevel 6
Badge +8

Hi Jasper,

This window isn’t a company specific window such as other windows in the application. Therefore, you aren’t having the option to update the company using this window, once information is loaded. 

Best Regards

Sugandi 

Userlevel 4
Badge +5

At least thru the External Supplier Invoice Assistant, you can load an invoice file into multiple companies in one load file id by indicating the company in the Header (H) row in the template and in the file.

You then get message that two Load Ids have been created that split the file properly between the two companies - in the below one in company 11 and one in company 13

I would imagine you should be able to do this in the method you are using also?

Userlevel 7
Badge +14

Hi @JTSPIE ,

 

As mentioned above, you have the option to change the company when the file is loaded into the system. This is done when you are loading the file through the External Supplier Invoice Assistant and you can change the value of the Loading Company to the Company you wish to change it to. At this point however, the invoice is not yet created hence you have the option to do this.

 

But as you have mentioned that you do not use the External Supplier Invoice Assistant and the files are being loaded via an External System the invoices are created already and you do not have the option to change the company of the supplier invoices. Even-though you are using multi company processes the external supplier invoices window is company specific.

 

Therefore, you have the below options to handle this requirement.

  1. You can delete the invoice from this window and then reload the correct company.
  2. You can explain your requirement to IFS Consultancy and then get a customization to handle this sort of specific scenarios.
  3. You can use the External Supplier Invoice Assistant window to load the file in the future, so that before the invoice is created the assistant will show you the loaded company as in the screen captures above and it will be a validation of the company as you mentioned that mistakes like that are often done.

 

Hope this helps you :relaxed:

Best Regards,
Thanushi