You enter necessary information for e-Invoice and e-Archive invoices in this window. e-Archive Document Detail, Exemption Info and Cash Register Info is entered under this tab.
e-Invoice | This field indicates whether the invoice is an e-invoice. This field becomes active and is checked automatically when you select an e-invoice user AR/AP in invoice form. You uncheck the option if e-invoice will not be used. |
e-Archive | This checkbox determines whether the sales invoice is an e-archive invoice. An invoice that is not an e-invoice is checked as e-Archive automatically. |
Online Sales Invoice | This checkbox is used to indicate that e-archive invoices are generated through online sales operation. If the organization unit is not an e-Archive User and the invoice AR/AP is not an e-Invoice User, e-Archive option is checked automatically. |
Scenario | The type of invoice that will be sent with e-invoice is determined in Scenario field. The options are Base Invoice, Commercial Invoice, Accompanied Goods Invoice, Export and Public. The scenario that is selected under Business Info tab > e-Invoice Info in AR/AP record is transferred to the field. When an AR/AP with the public scenario is selected on the invoice, the scenario field of the invoice is updated as Public and it cannot be changed. The value is retrieved from the scenario defined in the AR/AP, and it cannot be selected manually. |
Return Type | The return type field is active when the e-invoice scenario is Accompanied Goods Invoice. The options are Select, Tax Free and Vat Off. |
Paper | This checkbox is active only when e-invoice scenario is Accompanied Goods Invoice. It determines the method of issuing the invoice. If unchecked, it will indicate that invoice Accompanied Goods Invoice type will be electronic. |
e-Invoice/e-Archive Type | The type of e-invoice / e-archive is specified in this field. "Select" option is used for normal e-invoice and e-archive invoices. These are normal invoices without any changes. |
e-Archive Document Detail
e-Archive document detail information is entered using the options under e-Service Details tab in invoices of e-Archive billing type. This section is active only if the relevant organizational unit in the slip is e-Archive user.
Some of the fields in this window are mandatory. For instance, if you leave Sending Method field as "Unspecified", system assumes that e-Archive information is not saved, meaning that dispatch cannot be saved.
Sending Method: The options are Not Specified, Paper and Electronic. This field is mandatory for invoices of which e-Archive / e-Archive (Online Sales) option is checked. It is obligatory to send e-Archive invoices to taxpayers in paper. As for non-taxpayers, electronic invoice is sent optionally. Sending Method, which is specified in AR/AP records that are set as e-Archive user, is shown in this field by default; it can be changed if necessary.
Installation Number: Installation, service or line numbers allocated on behalf of the customers by their taxpayers who issue invoices based on phone, GSM, electricity, water, gas, internet, television subscription etc. are entered in this field.
Online Sales Address: This field is mandatory for e-Archive (Online Sales) invoices. Online sales address that is entered in System Administration > Org. Unit definition is shown in this field by default.
Payment Type: Payment types are defined in System Administration. The options are Credit Card, EFT-Money Order, Pay at the Door, Paying Agent and Other options. Payment Type is mandatory for e-Archive (Online Sales) invoices.
Paying Agent: The related agent is specified when Payment Type is selected as Paying Agent.
Payment Date: Payment Date is mandatory for e-Archive (Online Sales) invoices. The default value is the current date.
Exemption Info
VAT Exemption Code: Exemption code is mandatory for e-Invoice and e-Archive invoices of Special Assessment or Exception type of which VAT amount is 0 (zero). Otherwise, system warns user. VAT exemption reason can be entered manually for other e-Invoices of any type except for Exception and Special Assessment types.
Reason for VAT Exemption: This field is mandatory for e-Invoices of which VAT amount is 0 (zero).
Additional Tax Exemption Code: This is a code field used to track the reason for exemption in e-Invoice and e-Archive invoices that are subject to additional tax exemption. If additional tax code is specified in definition form of the material that is selected in transaction line of e-Invoice / e-Archive of Exception type, and additional tax amount is zero in invoice line, it is mandatory to specify Additional Tax Exemption Code.
Additional Tax Exemption Reason: It is used to track the reason for exemption in e-Invoice and e-Archive invoices that are subject to additional tax exemption. If additional tax code is specified in definition form of the material that is selected in transaction line of e-Invoice / e-Archive of Exception type, and additional tax amount is zero in invoice line, it is mandatory to specify Additional Tax Exemption Reason.
Cash Register Info
It is used to save cash register information of invoices issued by Cash Register.
Cash Register Slip: It is checked if the invoice is issued by cash register.
Substitutes Dispatch/Receipt: It is checked when cash register document is used in place of the dispatch/receipt.
Cash Register Serial Number / Z Number / Info Slip Number / Info Slip Date / Info Slip Type fields provide information required by companies making sales by cash register. Info Slip Type field options are Advance, Meal Ticket, e-Invoice, e-Invoice Dispatch/Receipt, e-Archive, e-Archive Dispatch/Receipt, Invoice, Parking Lot, Invoice Collection, Invoice Collection on Commission.
Substitutes Dispatch/Receipt: This field is checked for the invoice to be used as a dispatch/receipt. When the AR/AP is selected for the invoice, the default is taken from Finance Management-AR/AP - e-Service tab.
"It is possible for the electronic invoices to be used as the dispatch without the need for any other permission if the "Substitutes Dispatch/Receipt" expression is written on the hard copy of the electronic invoice, where the arrangement date and time is specified as hour and minute, and it is signed by an authority. However, this practice is applicable if the electronic invoices are arranged at the time of delivery of the goods." RA
Tourist Information
Tourist
The e-Invoice scenario is the field, where the tourist information is specified, in the accompanied goods invoice type of e-Invoices. The tourist ID information, passport information, address information, bank account information, leave information and VAT amount to be returned fields are displayed in this field.
The name and surname, nationality, country, tourist passport number and tourist passport issue date fields are mandatory.
Type of VAT Return to Tourists;
When the "Tax Free" option is selected, you can enter the information to the VAT Amount to Be Returned field in e-Invoice&e-Archive Details>Customer Info.
When the "VAT Off" option is selected, you cannot enter the information to the VAT Amount to Be Returned and Leave Info fields in e-Invoice&e-Archive Details>Customer Info.
The "Title", "TR IDNumber", "Tax No" fields and ”Contact Information“ fields are the fields where the information cannot be entered when selecting the Tourist.
Legal Entity
When the invoice type is selected as e-Archive, the Legal Entity field is checked.
When the Retail AR/AP field is checked on the e-Service Information tab of the AR/AP card, which is selected in the invoice, it is mandatory to enter information in the fields of TR ID Number, Tax No, Tax Office, and Contact Information fields. The Retail AR/AP option usually allows making sales without the need to open multiple AR/AP card in the one-off shopping. The organization defines a single AR/AP for the customers and can select all sales via this AR/AP by checking the Retail AR/AP option. This applies only to the e-Archive type of invoices.
The "Passport Info", "Bank Account Info", "Leave Info" and " VAT to Be Returned" fields are the fields where the information cannot be entered when selecting the Legal Entity.
SSO/Public Information
Additional Invoice Type: It specifies the medical service group of the invoice. It is required to specify the Additional Invoice Type fields in SSO e-Invoices. It displays the Pharmacy, Hospital, Optics, Medical, Subscription, Goods/Service and Other options.
Taxpayer Code and Name: It is the facility code and name of the taxpayer that provides medical service defined in the company. It is required to enter information in Taxpayer Code and Taxpayer Field in the SSO invoice when one of the Pharmacy, Hospital, Optics or Medical options is selected in the Additional Invoice Type field.
If there is no defined facility code of the taxpayer that provides medical service, the Taxpayer Code should be specified as "0000". If there is no defined name of the taxpayer, the name of the taxpayer that provides medical service on the license should be entered.
The SSO Info entered in the e-Service tab in System Administrator Unit Definitions is transferred to the related fields as default. It can be updated.
File No: It is the document reference number that is received through MEDULA system when the transactions related to the e-Invoices belonging to the Medical Service Server is closed through MEDULA at the end of the month. The value of the field is specified as "0000" when the numbers cannot be generated in the MEDULA system.
This file number is used as Subscriber Number for the subscription invoices; Expense Reference Number for the goods and service purchase invoice; and Expense Unit Number for none.
Expense Reference Number is the number given through the MOSİP (Finance Management Systems Automation Project) system where the finance transactions of the company are performed. It should be provided from the expense unit to pay. Expense Unit Number is the number belonging to the expense unit in the central and branch organizations of the company.
The information entered in other fields is given in the following table in relation to the selected additional invoice type:
Additional Invoice Type | Taxpayer Code | Taxpayer Name | File No | Period |
Pharmacy | Pharmacy Registration Number | Pharmacy Name | Record No | - |
Hospital | Health Facility Code | Health Facility Name | Closing No | - |
Optics | Optician Code | Optician Name | Medula Document No | - |
Medical | Store Code | Store Name | Medula Document No | - |
Subscription | - | - | Subscriber No | - |
Goods/Service | - | - | Expense Service No | - |
Other | - | - | - | - |
Period Info: It is required to specify the start and end dates of the invoice period for all invoices in SSO type.
Account Info
The account code is the bank account used in Public e-Invoices. This field is used to enter the bank account for which the organizational unit will perform the payment/collection. The default is specified through the "Bank Account to Be Used in Public e-Invoices" field under the e-Service / Defaults / e-Invoice e-Archive Operations menu, but the AR/AP with the public scenario should have been selected on the invoice in order to display the information in the field. If no default is defined, the Bank Accounts list is accessed through this field to select from the accounts with IBAN information.
Totals
The total and exchange rate information of invoice totals in reporting currency is entered through the Totals section.
The Totals section consists of the following fields.
- Reporting Currency
- Transaction Type
- Code Entr
Reporting Currency: This option is used to record the total and exchange rate information of the slip totals in reporting currency. The amount calculated processing the value read from the Daily Exchange Rates table and the slip total is automatically inserted into the Total field. If a different exchange rate will be applied to the transaction, the reporting currency exchange rate can be changed.
Exchange Rate Difference: This checkbox is available in Service Sales Invoices only. It is used to add exchange rate difference service invoices manually. When checked, user is informed that "Service Invoice will be changed as Exchange Rate Difference Invoice". When unchecked, system gives "Exchange Rate Diff. Invoice will be changed as Service Invoice," message. This box is also checked by default in exchange rate difference invoices that are generated automatically. The currency type for which exchange rate difference is calculated is selected in Transaction Currency field.
After checking this box, "Payment Plan" field is deactivated not to generate payment / collection transactions. It is also deactivated in Payment / Collection Transactions tab in order not to generate collection slip. Service lines are calculated as VAT inclusive.
Transaction Currency This field is used to record dispatch transaction currency information. The transaction currency is entered on the type field or selected from the currency types list. Transaction currency total amount information calculated by processing the exchange rate for the local currency on the daily exchange rate table and the invoice total amount is displayed automatically. If the transaction will be recorded with a different currency, a new currency value is entered or selected from the Daily Exchange Rates table.
Code Entry: The Code Entry field is used if the transactions processed on the slip lines will be recorded with a barcode reader. The Quantity field is used to specify the number of materials to be entered. The Barcode field is used to enter the barcode of the material.
The Customer Supplier Code option is used to record the code with which the material is tracked the Customer/Supplier.
Barcode Info
The application supports the use of barcode in material input and output transactions. If barcode info is being used, material code will not be necessary. Material selection is made by the barcode reader.
If information of the relevant materials processed on slip lines will be recorded by barcode reader, Barcode option located under the Code Entry tab is used.
After the quantity is specified and the barcode is read, the code and description of the relevant material are transferred to the Code and Description fields. The quantity changes after each barcode entry for the same material.
Customer/Supplier Code Entry
Materials processed on the slip/invoice lines can also be selected by the Customer or Supplier code. By using this code in slip/invoice lines, users can easily access to the relevant material record. The material's customer/supplier code is entered by using the Customers/Suppliers option in the Attached Records menu of Materials browser.
In order to save transaction using Customer/Supplier Code in sales slips and invoices, you can use Customer / Supplier Code option located under the Code Entry tab. The quantity field is used to specify the transaction quantity, and the code field is used to enter the Customer/Supplier code. The code and description of the relevant material are transferred to the slip lines.
Vendor Code
Materials which are processed in line can be selected using Vendor Code. User can easily access to the relevant material definition by using this vendor code in slip/invoice lines. Material's vendor code is entered using Vendor Code option located in General Info tab of Material definition card.
In order to save transaction using Vendor Code in Sales slip and invoices, you can use Vendor Code option located under the Code Entry tab. The code, description of the material having this Vendor Code is transferred to the slip/invoice lines.
Dispatches
This option is used to track dispatches of transactions in invoice lines.