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Store Invoices in Petrosoft Enterprise

About Store Invoices

When creating a store invoice in C-Store Office, the station manager enters information at the item level, specifying maximum details for store purchases. Owing to integration between SAP Business One and C-Store Office, all information about created store invoices is automatically transferred to SAP Business One, keeping the two systems in sync.

You can use SAP Business One to work with data of store invoices created in C-Store Office. Processing store invoices with SAP Business One gives you the following advantages:

Working with Store Invoices in C-Store Office

Before starting to work with store invoices in SAP Business One, make sure that the following activities have been performed in C-Store Office:

For more information on how to manage store invoices in C-Store Office, see Store Invoices.

Working with Store Invoices in SAP Business One

Creating Store Invoices

When the station manager creates a store invoice in C-Store Office, the following documents are automatically created in SAP Business One and mapped to the store invoice:

# Invoice Type
 Resulting Document(s)
in SAP Business One
1. Positive Total Cost value for all invoice lines (Case Quantity is entered as positive), non-cash payment method. A/P invoice
2. Positive Total Cost value for all invoice lines (Case Quantity is entered as positive), cash payment method. - A/P invoice
- Outgoing payment for the invoice
3. Negative Total Cost value for all invoice lines (Case Quantity is entered as positive). A/P credit memo
4. Positive and negative Total Cost values for different invoice lines (Case Quantity is entered as positive), non-cash payment method. - A/P invoice for invoice line(s) with positive Total Cost value(s)
- A/P credit memo for invoice line(s) with negative Total Cost value(s)
5. Positive and negative Total Cost values for different invoice lines (Case Quantity is entered as positive), cash payment method. - A/P invoice for invoice line(s) with positive Total Cost value(s) and outgoing payment for the invoice
- A/P credit memo for invoice line(s) with negative Total Cost value(s)

For more information about viewing the documents, see Navigating to Documents in SAP Business One.

Deleting Store Invoices

When the station manager deletes a store invoice in C-Store Office, the following documents are created and/or the following updates are made to the existing documents in SAP Business One:

# Invoice Type
 Resulting Document(s)
in SAP Business One
1. A/P invoice A/P credit memo for A/P invoice cancellation.
2. A/P credit memo A/P invoice for A/P credit memo cancellation.
3. Outgoing payment Outgoing payment cancellation.

For more information about viewing the documents, see Navigating to Documents in SAP Business One.

Navigating to Documents in SAP Business One

After the station manager creates, updates or deletes a store invoice in C-Store Office, you can view and work with the invoice data using the following documents in SAP Business One:

Viewing A/P Invoices

To view the created A/P invoice in SAP Business One, follow the next steps:

  1. In the main menu of the SAP Business One main page, go to Purchasing A/P > A/P Invoice.
    Result: The A/P Invoice form opens.
  2. In the A/P Invoice form, activate the search mode by pressing CTRL+F on your keyboard.
  3. In the A/P Invoice form, enter the search criteria. For example, the Invoice Number or Vendor Ref. No.
  4. At the bottom of the A/P Invoice form, click the Find button.
    Result: The invoice matching the search criteria opens in the A/P Invoice form.

Alternatively, you can navigate to the last record by clicking the Last Data Record button in the main menu.

Viewing Outgoing Payments

To view the created outgoing payment in SAP Business One, follow the next steps:

  1. In the main menu of the SAP Business One main page, go to Banking > Outgoing Payments > Outgoing Payments.
    Result: The Outgoing Payments form opens.
  2. In the Outgoing Payments form, activate the search mode by pressing CTRL+F on your keyboard.
  3. In the Outgoing Payments form, enter the search criteria. For example, the Vendor Ref. No.
  4. At the bottom of the Outgoing Payments form, click the Find button.
    Result: The Outgoing Payment record matching the search criteria opens in the Outgoing Payments form.

Alternatively, you can navigate to the last record by clicking the Last Data Record button in the main menu.

Viewing A/P Credit Memos

To view the created A/P credit memo in SAP Business One, follow the next steps:

  1. In the main menu of the SAP Business One main page, go to Purchasing A/P > A/P Credit Memo.
    Result: The A/P Credit Memo form opens.
  2. In the A/P Credit Memo form, activate the search mode by pressing CTRL+F on your keyboard.
  3. In the A/P Credit Memo form, enter the search criteria. For example, the Vendor Ref. No.
  4. At the bottom of the A/P Credit Memo form, click the Find button.
    Result: The A/P Credit Memo record matching the search criteria opens in the A/P Credit Memo form.

Alternatively, you can navigate to the last record by clicking the Last Data Record button in the main menu.

If a credit memo has been created for the invoice cancellation or reverse use case, corresponding linked documents will be shown in the document form, and links between invoices and outgoing payments will be available. To navigate to the linked documents and view them, use Relationship Map. To open the Relationship Map form, right-click anywhere in the A/P Invoice form and select Relationship Map.

Checking Outgoing Payment Cancellation

To ensure that payments are cancelled, follow the next steps:

  1. Navigate to the outgoing payment as described in Viewing Outgoing Payments.
  2. Open the necessary outgoing payment document.
  3. In the payment document form, check the Journal Remarks field. The field must contain the Canceled value.

 

Last updated: Tuesday, November 6, 2018
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