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Setting Up Internal Invoicing

This chapter contains all important information regarding the setup of internal invoicing. For a customer, you can specify that the customer's sales and service documents are invoiced internally upon selection of a particular order type or posting group.

Note

No customer ledger entries are created for internal invoicing matters. The amounts are transferred to the cost account you set up.

This chapter is divided into the following sections and describes the individual steps to set up internal invoicing:

Defining Customer Posting Group for Internal Invoicing

In this section, you define the customer posting group for internal invoicing matters. To do so, proceed as follows:

Note

You cannot activate internal invoicing for a customer posting group if a customer has already been assigned.

  • Use the quick search (ALT+Q) to find the Customer Posting Groups page.
  • Create a new customer posting group or select an existing customer posting group.
  • Select the Internal Invoicing checkbox for the customer posting group.
  • The Saved notification at the top of the window indicates that the change has been applied.

You have successfully defined the customer posting group for internal invoicing and completed the first step of the setup.

Defining General Business Posting Group for Internal Invoicing

In this section, you define the general business posting group for internal invoicing matters. To do so, proceed as follows:

Note

You cannot activate internal invoicing for a general business posting group if a customer has already been assigned.

  • Use the quick search (ALT+Q) to find the Gen. Business Posting Groups page.
  • Create a new general business posting group for internal invoicing or select an existing general business posting group.
  • Select the checkbox in the Internal Invoicing column.

You have successfully defined the general business posting group for internal invoicing and completed the second step of the setup.

Defining VAT Business Posting Group for Internal Invoicing

In this section, you define the VAT business posting group for internal invoicing matters. To do so, proceed as follows:

Note

You cannot activate internal invoicing for a VAT business posting group if a general business posting group has already been assigned.

  • Use the quick search (ALT+Q) to find the VAT Business Posting Groups page.
  • Create a new VAT business posting group for internal invoicing or select an existing VAT business posting group.
  • Select the checkbox in the Internal Invoicing column.

You have successfully defined the VAT business posting group for internal invoicing and completed the third step of the setup.

Creating Internal Customer

In this section, you define an internal customer for internal invoicing matters. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Customers page.
  • Click New in the menu bar.
  • Select a template and click OK.
  • Enter all required information in the mandatory fields on the customer card.
  • Navigate to the Invoicing FastTab.
  • Activate the Internal Invoicing toggle switch under Posting Details to define the customer for internal invoicing.
  • The Set up Customer Posting Groups window opens and displays the posting groups created in the previous sections.
  • Select the relevant posting groups.
  • Confirm the entry with OK.

You have successfully created an internal customer for internal invoicing and completed the fourth step of the setup.

Defining Internal Expense Allocation Account

In this section, you define an internal expense allocation account for internal invoicing matters. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Chart of Accounts page.
  • Select an account that you want to set up for internal invoicing or click New to create a new account.
  • Activate the Internal Invoicing toggle switch in the General FastTab.

You have successfully defined an internal expense allocation account and completed the fifth step of the setup.

Setting Up Internal Invoicing in Order Types

In this section, you set up the internal invoicing in order types. To do so, proceed as follows:

  • Use the quick search (ALT+Q) to find the Order Types page.
  • Create a new order type or select an existing order type.
  • In the Internal Invoicing column, select the checkbox for the order type.
  • In the Bill-to Customer No. column, enter the customer the internal invoice should be sent to.
  • In the Internal Cost Account column, specify the account for internal invoicing.

You have successfully completed all steps for setting up internal invoicing. If you now e.g. create a sales invoice with a customer for internal invoicing and enter an order type that is linked to internal invoicing, the internal invoicing field in this document is automatically activated. That way, no customer ledger entries are created when this document is posted.