This section includes the information that is valid for the whole Material or Service in the line and that does not vary depending on the line transactions. The fields and functions of the Header Info section are as follows:
Slip/Invoice No: The tracking number of the slip. Alphanumeric characters can be used to enter the number. The slips are sorted by their numbers. This field is mandatory.
Date: Indicates the date of the transaction. This field is mandatory.
Time: Indicates the time in which the transaction is recorded.
Document No: The number of the transaction document. The string is 8 characters long. Alphanumeric characters can be used to enter the number. More than one slip may have the same document number.
Arrangement Date: The arrangement date of the invoice. The arrangement date info is used for BA and BS Forms. This date is taken into consideration when the user selects "According to Form Arrangement Date" option at BA and BS Forms data import filter line.
AR/AP Code: The AR/AP code of the transaction.
AR/AP Title: The AR/AP title of the transaction.
Payments: The payment plan code to be applied to the slip bottom. If a payment plan is specified in the AR/AP for the AR/AP transaction, it is transferred into this field as default. The default value can be changed if a different payment plan will be used.
If a trading group of which connection tracking is active is selected in a slip or invoice, the payment plan which is selected for the relevant trading group in Trading Group - Payment Plan Connection window located in Administration module will be displayed as default in this field. It can be changed when required.
Trading Group: The trading group code of the slip or invoice. The trading groups are listed and a selection is made.
In case that slip and invoice transactions entered over Sales and Distribution module are required to be tracked for connection operations, a trading group of which connection tracking is active must be selected for the relevant slip or invoice. While saving the slips, total debt and credit transactions of the selected trading group are checked. If you have a balance due after calculation, the application warns with "Connection limit has been exceeded," message, and it won't save the slip. This control is valid only for the trading groups with active connection tracking.
Group Company Transaction: It is used to specify that transaction is a group company transaction in case that Financial Consolidation feature is used. If AR/AP which is selected in slip or invoice is related to a group company, this field is checked automatically.
Division: A unit that is connected to the headquarters of a company or organization, and that manages its own commercial transactions independently. This field is used to associate the transaction with one of the defined divisions of the company.
Department: Activities or activity groups within an organization which are independent from each other in terms of organization and accounting. This field is used to associate the transaction with one of the defined departments of the company.
Plant: This field is used to associate the transaction with one of the defined plants of the company.
Warehouse: The locations that are used to store the company's goods or used for other purposes (such as scrap or production) are called Warehouses. Warehouses are specified in connection with the Company or Division definitions. This field is used to display the warehouse in which the transaction is performed.
Separate warehouse information can be entered for the transaction in the slip bottom or line. In this way, the transactions of the same AR/AP with different warehouses can be recorded on a single slip. To do so, "Yes" option must be checked on Enable Warehouse Info Update on Slip Lines line of the Sales and Distribution Parameters located under the Definitions menu of the Administration module.
In the LOGO application, the Division/Plant/Warehouse Consistency Control line of the Material Management Parameters located under the Definitions menu of the Administration module is used to specify whether or not the division, plant and warehouse check will be performed. If the division/plant/warehouse check is performed in the LOGO application, the relevant warehouse code is displayed on the field when the division is specified. If the division works with multiple warehouses, the relevant warehouse is selected on the Warehouse field. If the check is not performed, all defined warehouses are listed and a selection is made.
Aux. Code: A code field of 10 characters used to group the slips. This field is not mandatory; it can also be used to process information not contained on the slip. The Aux. Code is typically used to group the Slips by company specific criteria.
Authorization Code: This field can contain up to 10 alphanumeric characters, and is used to define authorizations on a per record basis. This field is not mandatory.
In the LOGO application, each user may be authorized to access different records depending on the job definitions. Planning must be the first step in order to define authorizations by record. First the records that the users or user groups can access are specified. Then separate authorization codes are assigned to records accessible by each authorization group. The records are encrypted according to the information provided in this field so that only the users who log in with the specified authorization code can access and process the records.
Salesperson Code: The code of the salesperson performing the sales transaction. This field is used to link the sales transaction to the salesperson. Only the sales transaction information can be entered into this field.
Prepayment: This field is available only in Sales Order Slips. The sales order slips can be recorded as "prepayment" or not. When "prepayment" is checked, the payment transactions are automatically generated according to the selected payment plans when the slip is recorded.
Project Code: The project code of the slip. Defined projects are listed, and the appropriate definition is selected.
In the LOGO application, the reports are generated as project-based by specifying the project information for all transactions in Administration and the integration to G/L accounts can be made by projects. A transaction which is recorded by G/L accounts can be connected to more than one overhead pools. For example, multiple purchases can be made for various departments of the company. In such cases, you can record how these purchases will be shown for overhead pools by project definitions. Projects are defined by Project Codes option on General Ledger section.
Dispatch Type: This field is used to specify how to issue a dispatch. It offers the following options:
- Printed Dispacth
- e-Dispatch
Printed Dispatch, can be issued if the AR/AP selected for the dispatch is not e-Dispatch user.
e-Dispatch, this option is automatically displayed if the AR/AP selected for the dispatch is e-Dispatch user. If the AR/AP is not e-Dispatch user, printed dispatch is displayed as the default option and cannot be updated.
If the AR/AP is e-Dispatch user,
- Manual dispatch can be added,
- F9-Transfer order in the Dispatch,
- F9-Transfer order transaction in the Dispatch
- F9- Transfer contract in the Dispatch operations can be made.
Lot No: The field where the lot number belonging to slip bottom is displayed. In the case of supplier-based tracking, the lot number assigned to the slip bottom is displayed on this field. The supplier-based tracking is determined by the sales parameters in the Administration program section.
Bank Account Code: This field is located in the Service Purchase/Sales Invoice(Bank) issued for the bank transactions of Finance module. It is the account code of the bank where the service invoice is issued. The bank account code is valid for all lines of the invoice. Bank account cards are accessed by F10 key.
Bank Transaction Number: This field is located in the Service Purchase Invoice(Bank) issued for the bank transactions of Finance module. It is the number of the bank transaction on the service invoice. This information is valid for all lines in the invoice. The transaction number is automatically generated when a new service invoice is opened.
Invoice Type: How to issue an invoice is specified on this field. Options according to the selection made in the AR/AP and division area may vary. The options are as follows:
- Printed Invoice
- e-Invoice
- e-Archive Invoice
- e-Archive Internet Invoice
Printed Invoice: If the AR/AP selected for the invoice(excluding the service purchase invoices) is not e-invoice user, the printed invoice may be issued.
e-Invoice: This option is displayed if the AR/AP selected for the invoice is e-invoice user regardless of that the company / division is e-invoice and e-archive user. e-Invoice user (except for the service purchase invoices) cannot issue printed invoice.
e-Archive: This option is displayed if the Company / Division is e-Invoice and e-Archive user and if the AR/AP selected for the invoice is not e-invoice user.
e-Archive Internet: This option is displayed if the Company / Division is e-Invoice and e-Archive user and if the AR/AP selected for the invoice is not e-invoice user and if it is a private company.
Exchange Rate Difference: The field used to record exchange rate differences as invoices. This field is only located on service invoices and is used for manually issued exchange rate difference invoices.
Calculation of Stoppage in Invoices
The "Calculate Stoppage" field on the Trading Group card selected on the invoice must be marked to apply the stoppage discount on the purchase slips and invoices. When this field is marked, the VAT amount in the invoice is calculated before the discount. When the "Stoppage Discount" field is marked on the selected discount card, the amounts of the stoppage discount are accounted under different G/L accounts.
Risk Information for AR/AP in Order Slip
When an AR/AP account is selected in the purchase and sales order slips, the risk and balance information of the related AR/AP account is listed in a tooltip which opens when the AR/AP account code and title field are pointed. When the risk limit is exceeded, the user will be able to see this information through the related tooltip.