Invoicing Fuel Card Transactions

The procedure for creating refueling transactions is described in Tankovací kartytag.

Setup for an invoicing job

Invoice Print Report

The print report for the posted invoice is generated according to the settings in the Invoice Printout Setup table.

Invoice text, dimensions, number sequences and permission to reinvoice to customer without posting purchase

This setting can be done in Contract with Service Settings.

In the General tab, you can set

• Allow reinvoice to customer without posting purchase

  • If set to "Allow reinvoice to customer without posting purchase" = Yes, fuel card transactions can be reinvoiced to the customer even before the purchase invoice is posted.

On the Numbering tab, the Number Series for reinvoicing fuel card records is set into the Fuel Sales Invoice Numbers field.

In the Mass Invoicing tab, the following settings are set:

• Text to invoice by selecting the standard text code in the Fuel Standard Text Code field

• Mass Invoicing Dimension Code. This dimension code is used for all mass invoicing, not just for fuel.

A more detailed description in the Nastavení Business tag.

Posting Setup

Posting settings for individual sales invoice lines are set in Invoice Interface Mapping in relation to Country Code and Item Code in the Standard Sales Code field.

This code is downloaded to the Fuel Card Transactions table when importing transactions, and then when re-invoicing, the G/L account number is filled in from the Standard Sales Code to the sales invoice line.

A specialty is the Service Fee on Fuel Card transactions. It is not listed in the import file, but it is calculated. Both the calculation and the settings are described in Nastavení fakturačního interface.

Settings on the customer card

On the customer card, you can set the following:

• The payment terms code

  • setup system uses the system when issuing sellable invoices for the Due Date field

  • , which is a standard field

• Fuel and Service Billing Method The

  • user sets up the required invoicing for fuel card transactions.

  • It can be: per customer/per business location/per contract/per customer and calculation type/ per framework agreement

  • Depending on the setup, the system will create mass sales invoices from fuel card and service allowance transactions.

Mass Invoicing of Fuel Cards (API Mass Invoicing Fuel Cards (4026755))

Mass invoicing of fuel cards can be run with the per customer filter and with the fuel card transaction period filter:

• Date From

  • : User enters the beginning of the period from which transactions will be included in the report/invoice.

• Date To

  • : User enters the end of the period from which transactions will be included in the report/invoice.

• Posting Date

  • The user enters the posting date for the sales invoice

• VAT Date

  • User enters VAT date for sales invoice

• Print

  • is checked by the user if the system should also print invoices with attachments when creating an invoice (only the PDF attachment is printed)

• Card Type Option

  • , default value is Customer, other options Custom and Both. The parameter determines which transaction lines are to be invoiced according to the Fuel Card Type.

Creating an Invoice

The system goes through "Fuel Card Transactions" and filters by Transaction Data a Card Types individual transactions falling within the invoiced period:

The next filter is flag "Invoiced" = NO

The next filter is, flag "Error" = NO

If it's not in Service Contract Settings allowed re-invoicing of fuel without posting purchase, so the next filter for the customer invoice is filled in "Posted Purchase Invoice No.“

Based on the Customer Number, the system will determine the Customer's Billing Method.

• Per Customer – One invoice for all customer contracts.

• Per cost center – as many invoices as there are customer cost centers

• Per contract – as many invoices as there are leasing contracts

• Collectively per customer and calculation type (Open / Closed) – maximum of two invoices per customer

• Collectively for the framework agreement – one invoice for the customer's master agreement

Next, it will scroll through the "Fuel Card One-Off Charge" table and filter similarly to fuel card transactions:

• Invoice = Yes

• Invoice Method = Invoice for Fuel

• Invoice Issued = No

• Fee accrual date – must match the specified period

The system creates a sales invoice, which it fulfills as follows:

• The system creates an unposted invoice header in which the following is performed:

  • customer No.

  • value in the Invoice Print Type field: Fuel

  • value in the Contract Code field: Mass in the invoice header

  • The posting date is filled from the dialog window from the Posting Date field

  • VAT Date = Fills from the dialog box from the VAT Date field

  • Due Date = Posting Date + Payment Terms Code from Customer Card

  • Currency code = remains blank regardless of customer/contract currency, invoice is always in local currency

  • Penalty Code = Penalty Code from Customer Card

  • Reminder Terms Code = Reminder Terms Code from Customer Card

• Invoice lines are filled with:

  • 1 invoice line is created for 1 buffer line. And in the buffer it is grouped after the contract, the std code. sales and VAT product posting group. I.e. transactions with the same values are merged into one buffer line, with different values new buffer rows are created. Plus a new line for the charge that's entered on the fuel card card.

After posting a mass invoice (it is created for a general Contract Code), the individual invoice items will be reposted to specific contracts and the number of the posted sales invoice will be copied to the Fuel Card Transaction.

The bulk task processes only the invoice document type. It does not create a credit memo.

Fuel Card Transactions

• When an invoice is posted, the system fills in the Fuel Card Transactions table with the following fields:

  • invoices issued to A

  • Posted Sales Invoice No. fields

  • posting Date of Posted Sales Invoices

• After posting, the system displays the following system message: X successfully posted invoice and unsuccessfully Y. Do you want to open the log? Y/N

  • If the user enters YES – the Fuel Card Log will open with a filter only for the records created during the job run.

Fuel Card Mass Invoicing Log (API Fuel Card Mass Invoic. Log (4026771))

A bulk task records the success/failure of invoicing fuel card transactions.

The system enters the customer's number into the log only in the event of an error. If the system detects an error while processing an invoice for a customer, it will log which customer it was and an error message.

If successful, the system will write down the contract number, invoice number, invoice amount, date and time of creation.

If a fee is included in the customer's invoice along with fuel transactions, two items will appear in the log.

The system writes the item "for a fee" (item 13) and the item "for transactions" (item 14) separately into the log. The invoice is one, the same in both items.

A posted invoice can be credited using the standard functionality, but the records in the Fuel Card Transactions table will not be changed by the Invoiced YES field, i.e. it is not possible to reissue the invoice. You need to create new records by importing fuel card transactions.

Annex to Fuel Invoice

An attachment to a fuel invoice can be created/opened from a posted sales invoice for fuel.

when the task runs, a dialog box appears:

Option:

• Send to

  • attachment can be opened in MS Excel, MS Word, PDF,... according to standard functionality

• The print

  • attachment is open in Print Preview

• Preview and Close attachment

  • is opened on the screen