Invoicing - Process Flow
This document provides a visual and descriptive overview of the process flows in the Invoicing module.
Complete Invoicing Process
The complete Invoicing process consists of the following steps:
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ │ │ │ │ │ │ │
│ Source Entry │─────▶│ Collection │─────▶│ Journal Post │─────▶│ Invoice Creation│
│ Creation │ │ Process │ │ Process │ │ │
│ │ │ │ │ │ │ │
└─────────────────┘ └─────────────────┘ └─────────────────┘ └─────────────────┘
│
│
▼
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ │ │ │ │ │ │ │
│ Partner │◀─────│ Invoice Post │◀─────│ Invoice Review │◀─────│ Sales Invoice │
│ Synchronization │ │ Process │ │ │ │ Creation │
│ │ │ │ │ │ │ │
└─────────────────┘ └─────────────────┘ └─────────────────┘ └─────────────────┘
Detailed Process Steps
1. Source Entry Creation
- Billable transactions are created in source modules (WMS, TMS, FMS, Customs)
- Source entries are marked for collection into Invoicing
- Source entry validation ensures completeness for invoicing
2. Collection Process
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ │ │ │ │ │
│ Automatic │─────▶│ Entry Filtering│─────▶│ Journal Line │
│ Collection │ │ & Selection │ │ Creation │
│ │ │ │ │ │
└─────────────────┘ └─────────────────┘ └─────────────────┘
│ │
│ │
▼ ▼
┌─────────────────┐ ┌─────────────────┐
│ │ │ │
│ Manual │ │ Central Inv. │
│ Collection │ │ Journal │
│ │ │ │
└─────────────────┘ └─────────────────┘
- Either automatic (scheduled) or manual collection process can be initiated
- System filters entries based on collection criteria
- Collected entries are transferred to the Invoicing Journal
- Each entry maintains its source reference for traceability
3. Journal Post Process
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ │ │ │ │ │
│ Journal Review │─────▶│Journal Validation│─────▶│ Journal Post │
│ & Editing │ │ │ │ │
│ │ │ │ │ │
└─────────────────┘ └─────────────────┘ └─────────────────┘
│
│
▼
┌─────────────────┐
│ │
│ Central Inv. │
│ Ledger Entries │
│ │
└─────────────────┘
- Journal entries are reviewed and can be edited if needed
- Validation checks ensure all required information is present
- Journal posting creates ledger entries
- Source documents are updated with posting status
4. Invoice Creation Process
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ │ │ │ │ │
│ Entry Selection │─────▶│ Entry Grouping │─────▶│ Sales Header │
│ for Invoicing │ │ │ │ Creation │
│ │ │ │ │ │
└─────────────────┘ └─────────────────┘ └─────────────────┘
│
│
▼
┌─────────────────┐
│ │
│ Sales Line │
│ Creation │
│ │
└─────────────────┘
- Ledger entries are selected for invoicing
- System groups entries based on defined criteria
- Sales headers are created for each group
- Sales lines are created based on ledger entries
- Document connections are established
5. Invoice Review and Posting
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ │ │ │ │ │
│ Invoice Review │─────▶│ Invoice Validation│───▶│ Invoice Post │
│ & Editing │ │ │ │ │
│ │ │ │ │ │
└─────────────────┘ └─────────────────┘ └─────────────────┘
│
│
▼
┌─────────────────┐
│ │
│ Posted Invoice │
│ │
│ │
└─────────────────┘
- Draft invoices can be reviewed and modified
- Invoice validation ensures compliance with business rules
- Posting creates final invoice documents
- Ledger entries are updated with invoice information
6. Partner Synchronization (Optional)
┌─────────────────┐ ┌─────────────────┐ ┌─────────────────┐
│ │ │ │ │ │
│ Sync Trigger │─────▶│ Message Creation│─────▶│ Partner Delivery│
│ │ │ │ │ │
│ │ │ │ │ │
└─────────────────┘ └─────────────────┘ └─────────────────┘
│
│
▼
┌─────────────────┐
│ │
│ Partner Process │
│ │
│ │
└─────────────────┘
- If multi-company setup is used, synchronization is triggered
- System creates messages with invoice information
- Messages are delivered to partner companies
- Partner companies process the synchronized data
Decision Points in the Process
Collection Decision
- When to collect: Scheduled or manual collection
- What to collect: Which sources and criteria to include
Journal Processing Decision
- Edit or post: Review and potentially edit entries or post directly
- Validation level: Basic or extended validation checks
- Batch processing: Individual or batch posting
Invoice Creation Decision
- Grouping criteria: How to group entries into invoices
- Timing: Immediate or scheduled invoice creation
- Selection: All eligible entries or specific selection
Process Variations
Standard Process
The most common flow follows the complete process as outlined above.
Express Process
For simpler scenarios, the process can be streamlined:
- Automatic collection
- Immediate journal posting (no review)
- Automatic invoice creation
- Invoice posting
Partner-Centric Process
For multi-company setups:
- Collection in operational companies
- Journal posting in operational companies
- Synchronization to central company
- Consolidated invoice creation in central company
- Invoice distribution from central company
Next Steps
For detailed instructions on each process step, refer to: