Automatic Quantity and Amount Distribution for Multiple Account Assignment
Automatic Quantity and Amount Distribution for Multiple Account Assignment
Use
On the Multiple Account Assignment screen in Logistics Invoice Verification, you can enter differing amounts and quantities, for example if you want to enter partial invoices for a purchase order. There is no longer any need for manual entry and calculation of amounts. This helps avoid errors entering invoices with copying errors.
The Total Amount and Total Quantity fields are ready for input. When you make an entry for the total amount and the total quantity, and then choose Check (Enter) or Back (Transfer), this triggers automatic distribution to the relevant account assignment objects using the distribution schema.
If you change amounts and quantities in the account assignment items, the system adds the total amounts and quantities after you choose Check (Enter). Newly-entered total amounts and quantities are overwritten by the calculated amounts and quantities – the system issues a customizable message.
The automatically calculated values are used as default values. You can change these any time until you save the invoice.
If roundings occur, these are added to the items with the largest quantity or the largest amount.
Features
Selecting and Settling Account Assignment Items
The system takes account of all selected account assignment items when you choose Check, Back, or Enter. If the account assignment items are not selected and contain amounts, the system automatically selects them and takes them also into account. When you choose X (Cancel), the changes you make to the account assignments are not saved. The system goes back to the screen for processing the item list.
You must select account assignment items that only contain quantities manually to ensure that the system considers them during invoicing.
If you deselect previously selected account assignment lines, the amounts and quantities are deleted.
If no goods receipt has yet been posted for a purchase order, the system does not propose the account assignments as selected.
Example
Changing the Total Amount
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
10 |
1 |
|
2. Account assignment |
20 |
2 |
|
Total |
30 à 60 |
3 |
You change the total amount to 60 and choose Enter. The system calculates the new amounts for the account assignment lines in accordance with the proposed quantities. The quantities do not change.
|
New Calculated Values |
Amount |
Quantity |
|
1. Account assignment |
20 |
1 |
|
2. Account assignment |
40 |
2 |
|
Total |
60 |
3 |
Changing the Total Quantity
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
10 |
1 |
|
2. Account assignment |
20 |
2 |
|
Total |
30 |
3 à 6 |
You change the total quantity to 6 and choose Enter. The system calculates the new quantities in accordance with the quantities already proposed. The amounts do not change.
|
New Calculated Values |
Amount |
Quantity |
|
1. Account assignment |
10 |
2 |
|
2. Account assignment |
20 |
4 |
|
Total |
30 |
6 |
You are not allowed to enter zero for the total quantity and the account assignment quantity. The system issues an error message.
Changing the Total Quantity and the Account Assignment Quantity
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
10 |
1 à 2 |
|
2. Account assignment |
20 |
2 |
|
Total |
30 |
3 à 6 |
You change the total quantity to 6 and the account assignment quantity of the first item to 2. The system calculates the total quantity from the newly-entered quantities in the account assignment items, and overwrites the total quantity entered. The system issues a customizable error message The system calculates total quantity from quantities in the account assignment items. You can switch this message off if required.
The amounts are not changed in relation to the quantities.
|
New Calculated Values |
Amount |
Quantity |
|
1. Account assignment |
15 |
2 |
|
2. Account assignment |
15 |
2 |
|
Total |
30 |
4 |
Changing the Total Amount and the Total Quantity
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
10 |
1 |
|
2. Account assignment |
20 |
2 |
|
Total |
30 à 90 |
3 à 6 |
You change the total amount to 90 and the total quantity to 6. The system calculates the new quantities in relation to the proposed quantities, and distributes the newly-entered total amount in relation to the quantities.
|
New Calculated Values |
Value |
Quantity |
|
1. Account assignment |
30 |
2 |
|
2. Account assignment |
60 |
4 |
|
Total |
90 |
6 |
Changing the Total Amount and Account Assignment Amount By Adding an Unplanned Account Assignment
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
10 |
1 |
|
2. Account assignment |
20 |
2 |
|
3. Account assignment |
à 3 |
|
|
Total |
30 à 90 |
3 |
You change the total amount to 90 and add an unplanned account assignment with quantity 3. The system calculates the newly entered total amount in relation to the newly entered account assignment quantities. This means that you must select the unplanned account assignment and reenter the total amount, otherwise the system does not distribute or calculate any amounts.
|
New Calculated Values |
Amount |
Quantity |
|
1. Account assignment |
15 |
1 |
|
2. Account assignment |
30 |
2 |
|
3. Account assignment |
45 |
3 |
|
Total |
90 |
6 |
Subsequent Debits/Credits
The system only proposes quantities on the multiple account assignment screen.
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
1 |
|
|
2. Account assignment |
2 |
|
|
Total |
à 30 |
3 à 6 |
For subsequent debits against an invoice, the system proposes only the quantities. The account assignment items are selected as a default. All fields are ready for input. You can enter the total amount. The system distributes this amount in relation to the quantities.
|
New Calculated Values |
Amount |
Quantity |
|
1. Account assignment |
10 |
2 |
|
2. Account assignment |
20 |
4 |
|
Total |
30 |
6 |
Invoice for Service Purchase Order or Blanket Purchase Order
The system only proposes the amounts on the multiple account assignment screen.
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
100 |
|
|
2. Account assignment |
200 |
|
|
3. Account assignment |
700 |
|
|
Total |
1000 à 500 |
The account assignment items only display the default values for the amount, but no quantities. This is the case for invoices against external service POs and blanket purchase orders. You can enter the partial invoice total amount. The system then distributes the new amounts to the account assignment items, in relation to the values already proposed. The quantity fields remain empty and are not ready for input.
|
New Calculated Values |
Amount |
Quantity |
|
1. Account assignment |
50 |
|
|
2. Account assignment |
100 |
|
|
3. Account assignment |
350 |
|
|
Total |
500 |
Invoice Receipt Before Goods Receipt
The system does not propose anything on the multiple account assignment screen.
|
Default Values |
Amount |
Quantity |
|
1. Account assignment |
||
|
2. Account assignment |
||
|
3. Account assignment |
||
|
Total |
à 100 |
à 30 |
The system does not propose any values for quantities and amounts on the multiple account assignment screen. The invoice receipt is entered before the goods receipt. You can enter a total amount and a total quantity. The system distributes these evenly across the selected account assignment items. Rounding differences are added to the first item.
|
New Calculated Values |
Amount |
Quantity |
|
1. Account assignment |
33.34 |
10 |
|
2. Account assignment |
33.33 |
10 |
|
3. Account assignment |
33.33 |
10 |
|
Total |
100 |
30 |