--- title: "Electronic Invoices - Electronic Supplier Invoices" canonical: "https://kb.myframeworks.com.au/space/PROSTIXV48DOC/31099922/Electronic%20Invoices%20-%20Electronic%20Supplier%20Invoices" format: markdown --- This procedure explains how to import supplier invoices ( via the Electronic Trade Module) as flat files, find and select those invoices for processing within Creditors Invoice Approval, and set the default values for claim fields. Part of the Electronic Trade Module within ProStix provides the ability to import supplier invoices as flat files, then take those invoices through the Creditors Invoice Approval process. This Electronic Creditors Invoice Approval (hereinafter referred to as ECIA) identifies stock receipt/invoice variances on a product-by-product basis, with the opportunity to raise detailed credit claims for those variances. Creditor's Invoice files can be imported manually, or as part of a scheduled import. Once imported, Creditor's Invoice files need to be selected and processed. For further information, refer to the following processes: Importing Supplier Invoice Files To import one or more invoice files from a supplier , perform the following: 1. F rom the ProStix Main Menu select ' Electronic Trade Module ', then ' Supplier Interface ', then ' Import Creditor Invoices '. 2. From the ' Electronic Supplier Invoice Import ' screen, enter the applicable information. Refer to the ' Electronic Supplier Invoice Import Field Descriptions ' collapsible link for a screenshot and an explanation of some of these options. 3. After all the above have been entered, you are prompted with the spooler box to select where you would like the Import Status Report to be printed. About the Import Status Report The Import Status Report is a listing all of the information that has been imported in a readable fashion, which can also serve as a printed copy of the supplier's invoice. This report should be checked for errors. Depending on the condition of the creditor's data, an error message may flash to the screen, however the data may still be imported. For Example, if a user re-imports a file, an import failure warning is issued and the Status Report is produced. You are referred to the Input Document Tracking Log for details on why the import failed. If a duplicate invoice is imported, you still receive a status report with a comment in the header noting that this is a duplicate invoice. Only one invoice is imported per invoice number, unless the invoice date is different and the previous invoice with that number has been posted to the creditor's file. Note : This is a generic report and three lines of information print for each product. The first line includes the product code, the barcode, UOM, etc, while the second and third lines print two lines of the product description. You are then prompted to import another file. Selecting Invoices to be Processed All imported invoices, whether they were manually imported or imported as part of a schedule are listed within the 'Electronic Supplier Invoice' area of 'Creditors Invoice Approval' awaiting final processing. To select invoices to be processed, perform the following: 1. From the ProStix Main Menu select ' Purchasing & Receipting ' then ' Creditors Invoice Approval ', select the required company. 2. S elect (New Batch) , then the period to post, then select ' Electronic Supplier Invoice '. 2. You are initially presented with 1 of 3 different views of the outstanding invoices to be processed. This initial view is determined by a system Code/Character ' InvEciaVw ' - ' Default View for ECIA Browser '. The valid values for this code/character are ' Supplier ', ' Branch ' or ' Company '. Available Function Keys Finding Invoices At any point in time, there could be a large list of unprocessed Electronic Invoices. Searching for a particular invoice based on invoice number or purchase order number can be time consuming. To quickly find a particular invoice, from any of the 3 available views of invoices, select (Find). This brings up the 'Find Invoice' box where you can enter an invoice number or reference number. Type in the number you are looking for, then the list of invoices (if multiple matches were found), or a single invoice is displayed regardless of supplier or branch. Setting Default Values for Claim Fields Some businesses do not have a policy of automatically raising claims for creditors invoice exceptions, therefore the system can be set to default to either 'yes' or 'no' for the raising of claims for exception lines. This system default can be overridden at supplier level. The system level default is determined from the value of the System Tailoring Flag ' InvPayClai' - 'Default claim flag for ECIA exceptions '. While you may choose to set a system level default, trading terms with some suppliers may contradict your system level default. Because of this, it is possible to set an Overriding value for a particular supplier within the 'E-Trade' options in 'Supplier Maintenance' . Expense Invoices If no purchase order or stock receipts can be identified or found, you can process the invoice as an expense invoice. If any expense invoices are received by way of Electronic means they can still be processed within a CIA batch. If the imported invoice does not quote a valid purchase order number or the quoted purchase order number does not have any receipts. When viewing the invoice exceptions, each line must be set as claim = no . When exiting via or , the following message is displayed: 'Cannot Process Invoice. Invoice values still exist that don't have an order or don't have a receipt recorded. Please indicate how you wish to proceed.' Yo u are prompted with the following options: Note : Expense invoices and stock invoices cannot be mixed within the one batch.