Internal Purchase Self Billed Invoice Applet

Purpose and Overview

The Internal Purchase Self Billed Invoice Applet streamlines end-to-end self-billed invoice processing, from draft capture and source-document knock-off to posting, payment tracking, and compliance follow-up.

Key Features Overview

Who Benefits from This Applet?

AP Clerks and Invoice Processors:

• Create and finalize self-billed invoices in a guided tab flow
• Pull or reconcile lines from upstream documents using KO options
• Monitor status from draft to final without switching modules

Finance Reviewers and Controllers:

• Validate posting status, ARAP figures, and document totals
• Enforce FINAL, DISCARD, and VOID rules with audit traceability
• Review linked documents and posting checkpoints before close

Procurement and Operations Teams:

• Verify supplier, branch, and item-level details before posting
• Preserve quantity and source-document traceability at line level
• Reduce mismatch risk between procurement and finance records

System Admins and Applet Owners:

• Configure default branch/location/company and tab order
• Control feature visibility, field behavior, and printable setup
• Manage permissions and role-based access in one settings area

What Problems Does This Solve?

The Manual Processing Problem:

Without a dedicated workflow, teams usually rely on spreadsheets, email threads, and repeated key-in. That creates:

• Inconsistent supplier and invoice data
• Weak line-to-source traceability
• Posting delays caused by missing validations
• Hard-to-track settlement and outstanding balances
• Limited visibility of import and submission progress

The Applet Solution:

• Structured invoice lifecycle - Create, Save, Final, Discard, and Void with clear controls
• KO-driven data integrity - Link lines to GRN, PO, PR, and Supplier DO sources
• Operational visibility - Track posting status, ARAP figures, and document references
• Import acceleration - Use file import templates and monitor processing results
• Configurable governance - Apply settings, permission, and personalization controls

Key Features Overview

Key Concepts

Understanding the Self-Billed Invoice Framework

Lifecycle Status Model

Quick Start Guide

Get up and running with these role-specific flows.

For AP Clerks: Create and Finalize Your First Invoice

Goal: Create a valid self-billed invoice and move it to FINAL.

1. Open Internal Purchase Self Billed Invoice from the sidebar.
2. Click Create from listing.
3. In Main Details, set transaction date, branch/location, purchaser, and currency.
4. In Account, select supplier and confirm billing and shipping information.
5. In Line Items, add lines manually or via KO source lists.
6. Review Delivery Details, ARAP, and Payment if required.
7. Click Save first, then click Final after validation.
8. Re-open the document and confirm Posting Status and Status are correct.

For Finance Reviewers: Validate Posting and Amount Integrity

Goal: Confirm the document is accounting-ready.

1. Open a target invoice from listing filters.
2. Check Posting Status, Status, and key references.
3. Review line-level values, quantities, and tax-impacting fields.
4. Validate ARAP figures and payment totals.
5. Open Posting, TraceDocument, and Doc Link tabs for control checks.
6. If correction is needed, use Discard for drafts or Void for eligible finals.

For System Admins: Configure a Safe Baseline

Goal: Prepare a controlled production setup.

1. Go to Settings > Default Selection and set default branch/location/company.
2. Configure Settings > Application Settings for field visibility and feature behavior.
3. Set print behavior in Settings > Printable Format Settings.
4. Configure KO toggles in Settings > Knock Off Settings if enabled in your tenant menu.
5. Review Feature Visibility, Webhook, and permission listings.
6. Set user-level overrides in Personalization > Default Selection.

Invoice Lifecycle Management

Listing and Search Controls

The listing supports day-to-day AP operations with:

• Status and posting status visibility per document
• Multi-column filtering for references, supplier, branch, and amounts
• Bulk operations such as Final, Discard, Void, and printing (permission dependent)
• ARAP-related columns for settlement and balance visibility

Create and Edit Workspace

The edit workspace is tab-driven and includes:

• Main Details
• E-Invoice
• Account
• Line Items
• Delivery Details
• ARAP
• Payment
• Department Hdr
• Posting
• TraceDocument
• Contra
• Doc Link
• Attachment
• Export

Action Rules

• Save requires valid core details and line conditions.
• Final is constrained by status and validation logic.
• Discard applies to eligible draft records.
• Void applies to eligible finalized records with control checks.

Knock-Off (KO) Linking

KO supports controlled line sourcing from:

• Purchase GRN
• Purchase Order
• Purchase Requisition
• Supplier Delivery Order

This reduces manual keying and improves source-document traceability.

Line Item Control

Line workflows provide:

• Item search and detailed line editing
• Serial scan/import and serial validation behaviors
• Batch and bin handling
• Costing and pricing detail sections
• Issue-link support (details, planning, comments, activity, worklog)

File Import Workbench

Use file import for bulk document loading:

1. Open File Import.
2. Choose delimiter (COMMA or PIPE).
3. Download the sample template.
4. Upload file and submit.
5. Review process status and error message columns.

E-Invoice Workflow

The E-Invoice tab supports:

• Submission setup
• Queue/progress stages
• Communication history
• Cancellation handling

Typical progress stages include pending queue states and submitted state tracking.

Configuration & Settings

Application Settings (Settings > Application Settings)

Use this for field-level and behavior-level controls such as visibility toggles, action controls, and tab display settings.

Default Selection (Settings > Default Selection)

Set system defaults for:

• Branch
• Location
• Company
• Detail tab ordering

Printable Format Settings (Settings > Printable Format Settings)

Manage print templates and default printable behavior for document output.

Knock Off Settings (Settings > Knock Off Settings)

Configure KO by/for source-document behavior for GRN, PO, PR, and Supplier DO flows.

Feature Visibility, Webhook, and Permissions (Settings)

Govern applet access with:

• Feature Visibility
• Webhook configuration
• Client-side permission listing
• Permission wizard, set, user, team, and role pages
• Role pricing scheme link listing

Audit & Traceability

The applet supports audit readiness through:

• Listing-level status and posting checkpoints
• Posting tab visibility and document references
• TraceDocument and Doc Link relationship views
• Retained lifecycle history for Final, Void, and Discard flows

Personalization

Default Preferences

Users can set personal defaults under Personalization > Default Selection for faster day-to-day processing.

FAQ

Q: Why is the Create button missing in listing?
A: Create visibility is permission-driven. Check role permissions and feature visibility settings first.

Q: Why can I save but cannot click Final?
A: Final depends on status and validation rules, including line-level checks and serial-related validation constraints.

Q: Why is Void not available for my finalized document?
A: Void availability is governed by status eligibility, policy restrictions, and linked document conditions.

Q: Where do I troubleshoot failed file imports?
A: Open File Import listing and review the Process Status and Error Message columns for each uploaded file.

Q: Can I change tab order for the edit screen?
A: Yes. Configure tab order in Settings > Default Selection, then save to apply the new sequence.

Q: Where are localization labels maintained for this applet?
A: Most UI labels are defined in applet code (menu-items.ts, search model label objects, and component panel arrays). The repo only includes a shared i18n template, not dedicated per-language applet packs.