My blog Prepayment Invoices (GESPREPI) common questions generated some additional questions about how this function works and what journals are generated. To answer those questions, let’s take a journey through the Prepayment invoice process. In this Part I blog, we will cover setup. In Part II, we will go through the Prepayment Invoice process from Sales order to payment.
We will be using the SEED folder with Company NA10 and its Site NA012 through both Part I and Part II. Remember to first do this setup in your test environment before applying the changes to your production environment.
Here are some key setup tasks:
- Set Activity code ( GESACV) PREPM to Active under Development, Data and parameters, Development setup.
- Run Dictionary Validation (VALDICO) for the PREPM Activity code. The validation function is found under Development, Dictionary, Validations, Dictionary.
- Head to Setup, General parameters, Parameter values (ADPVAL), Chapter TC / Group INV and set Parameter (Prepayment management) PREFUN to Prepayment invoices. In our example, this was done for Company NA10 only.
- We have another entry in Parameter values. This time the entry is or Chapter TRS / Group. Select value for the PREPAYC (Customer prepayment invoice) Parameter For this example, we will select DIR (Direct sales invoice). For our example, it was just updated for NA10.
- Also under Chapter TRS / Group PIM, we will set Parameter REVPRE (Prepayment reversal journal) to SIHRE (Sales invoice reversal).
- If you find that SIHRE auto journal is not available, go to the X3 folder and copy the auto journal down to the production folder.
- Why wasn’t it there? The function and the auto journal were introduced in version 2021 R3 (v12.0.27). Auto journals must be manually updated or added after an upgrade. For more details, see my blog Exploring auto journals: a post update review .
- We have some work to do in Setup, Financials, Accounts interface, Formulas per legislation (GESTFOLEG).
- From the left list, select Formula “PPI.”
- Add a formula for your legislation. In this example, we will add “PPI” Formula for Legislation Quotes are required around both the Formula values.
- If Formula is not added, you will receive an error “INVOICE#### : GTE Error in field evaluation, evalue(func SUBTFO.FC("PPI")).”
- In Setup, General parameters, Sequence number definition, Structures (GESANM), we will create a new sequence,
- Call up Sequence.
- Clear the Sequence and replace with PPI.
- Change the Formula in the first line of the Components grid to PPIN. The Component type remains Constant.
- Leave all other values as is..
- Save
- Create a prepayment invoice Entry Type under Setup, Financials, Document types (GESGTE).
- Call up CSDIR from the left list.
- Clear the Entry type and replace with PPI.
- Description = Prepayment invoice.
- Short description = PPI.
- Sequence number = PP.I
- Create.
We are ready to begin entering a prepayment invoice in Part ii of our Prepayment invoice journey!
Take care my X3 friends. Stay safe!