Posting outgoing invoice

When posting an outgoing invoice you can select the voucher number for the invoice lines (voucher lines).

The lines will - initially - be given a voucher number with reference to the voucher number series defined in the Invoice series column in Company information table. You can also choose to give all voucher lines the same voucher number as the d/c ledger line by checking the GL trans. per invoice (Recommended) in the Accounting processing field in the Company information table.

Factoring

In order to use factoring you must select a customer in the Factoring customer field and assign an ID in the Factoring ID field in the Company information table.

Factoring companies also often require specific CID numbers. In this case you can define the CID in the Factoring CID-def. field in the Company information table. This field defines how the CID codes are to be created when factoring. The CID macro will use the definition that has been set up if the option Factoring/CID-code definition in the Invoices/credit notes print dialog has been selected.

By referring to the CID factoring chars field, the macro functions available are displayed in the dialog.

The factoring company needs to be established as a customer in the Associate table. The following fields are mandatory:

  • Cust. no.
  • Name
  • Bank no.
  • Postal giro
Note:
If you want to invoice a customer via factoring, you must enter the factoring company for each customer in the Factoring no. field in the Associate table.

If the Factoring no. is filled in, then all orders for the customer are distributed via factoring.

Note:
For customers who are usually invoiced via factoring, you must make sure that you remove the factoring number if an order should not be distributed via the factoring company.

When you enter an order, the Factoring no. field in the Order table is completed automatically if the customer is set up for factoring. The field is completed when you complete the Invoice customer no. field. You can override this value if you want to.

When printing an invoice/credit note, you must select Factoring in the Print dialog to print the factoring orders. Only orders with a factoring number entered, and which are ready for invoicing, will be printed.

If you don't select Factoring, only the orders where the Factoring no. field is empty will be printed.

In general, a different invoice form is used for invoices which will be paid via factoring. It's usually stated on the invoice that it has been transferred to the factoring company, and that payments will be made to that company.

More than one factoring company

You can use several factoring companies or require different CID codes depending on the customer. If you sell to customers in other countries for which you have also created bank accounts, you must follow the CID code rules in that country.

If you use several factoring companies, you have to do the setup in the Factoring company table. The following fields are mandatory:

  • Factoring customer
  • Factoring ID
  • CID ref. no. digits
  • Factoring CID-def.

  • CID code process

  • Name

If you don't complete the fields, the values in the corresponding fields in the Company information table are used.

When you print invoices for factoring, only orders for which a Factoring no. has been specified in Factoring/CID-code definition under Settings in the Send dialog will be processed. If this check box is not selected, orders with a specified Factoring no. will be skipped.

You select the factoring company from the list in the Factoring company field. The default value is None.

Factoring transactions to text file file

Note:
You must have access to the Open customer entry table to be able to run this routine.

When invoicing factoring customers you can export the information to an ASCII file. Go to the Open customer entry table and select the Factoring processing. Enter the following information in the dialog:

  • Factoring company/CID-def.
  • Import file
  • Factoring file

Select Generate new factoring file for run number:

The Fact. company no./CID-def. field contains the default factoring company that you registered in the Company information table.

The Import file and Factoring file fields contain the file names that you entered in the Factoring company table. Select the Generate new factoring file from run no option if you require a new factoring file generated for an old run number. You can call up the run number from the drop-down list below the check box.

You can include fields from the following tables in the import file produced when generating a factoring file:

  • Open customer entry
  • Order
  • Product transaction
  • Associate
  • Currency
  • Payment term
  • Company information
Entries that you send to the factoring company are selected via select/find/highlighting rows. The selection is only valid if:
  • The Cust. no. of the open entry is the same as the one in the Factoring customer field in the Company information table or corresponding field in the Factoring company table.
  • The Factoring performed option in the Trans. status field is not selected.

Business NXT will automatically check the latter option once the routine has been completed.

Note:
Contact your partner to customise the data that is exported to the factoring routine, or read how to define an imp file format during import and export.

Useful fields for factoring in the Open customer entry and Customer transaction tables:

  • Trans. status - The option Factoring performed is selected after the processing has been executed.
  • Factoring run no. - this field displays the run number allocated after the factoring routine.