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How to create your first intercompany invoice

Modified on Thu, 17 Nov 2022 at 03:05 PM

This article will show you how to create and submit a new intercompany invoice. 

Opening a new intercompany invoice

Validation Errors

After validation

Row data in Intercompany Invoices


Opening a new intercompany invoice

1. On the top left-hand side of the screen, you will see an Actions tab. Click on the down arrow.

  

2. Select New document from the drop-down list.

This will open a blank document. To create your new intercompany invoice, you need to work through the options from the left-hand panel.

3. First, select your company from the Company Code drop-down list.

4. Choose the intercompany invoice type from the Document template drop-down list.

5. Complete the required data depending on your selected document template. Fields marked with an * are mandatory. These will be set up as per your company policy.

6. Click on the plus signs in the middle panel to add any required comments and/or attachments.

7. Select the company you wish to raise your invoice for from the dropdown menu.

8. Click Validate to check if all required data is filled out correctly.


Validation Errors

 If you have not completed a mandatory field, the relevant line will be highlighted.

If there is missing or invalid data, you will be given more information across the top of the screen in a yellow bar.

Complete the fields as requested and press Validate again.

After validation

Once the validation has been completed successfully, you can perform a number of other actions on the document.

These actions include:

  • Save as draft. Only the creator can see and edit a draft and it is unavailable to other users in the system.
  • Save to create an intercompany invoice. This generates a unique reference number for the document.
  • Click Submit to send the intercompany invoice to other users.


Row data in Intercompany Invoices.

Rows can be auto-filled in intercompany invoices with the associated journal posting.

After successful validation, a second row of data has been added which includes the customer number.


Aico can be configured to automatically fill the posting lines required to account for the intercompany transaction.


Once submitted, Aico submits the AR for approval, and also simultaneously creates the AP side of the transaction. Depending on your configured approval process, once approved, both the AR and AP documents will be posted simultaneously. 

Since Aico can control both sides, it will store matchable characteristics such as a reference or assignment field on both the AR and AP documents. This allows you to identify and eliminate the matching process at the end of each month. 

Info: The visibility of both the AR and AP documents is subject to your authorisation rights, and it is unlikely that you will have the right to see both sides.

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