Purchase Orders that are integrated in Jiwa with LinkSoft Supplier Reference Numbers are hyphenated by -1. It is understandable if a Purchase Order has 2 different Tax Codes and needs to be separated into 2 lines; however, this happens for all Purchases that are received.

This causes issues when uploading them to the FRCS portal for the VAT that the organization is claiming. 

Steps to Reproduce

1. Create a Purchase order in Linksoft and Approve this. All items should have one Posting Account Code and one Tax Code (VATING) in our case.
2. Receive this Purchase with Supplier Reference as INV0023.
3. Once this is integrated into Jiwa, the Invoice number in Jiwa would become INV0023-1. This should be posted as INV0023.

Reason: Non-Inventory Creditors such as TFL, Energy Fiji Limited, Vodafone, Digicel, Fiji National University, and many others are invoiced directly in Jiwa. When taking out Jiwa's Creditor Transaction Listing Report, the User has to look for the hyphenated invoice numbers and correct it before uploading on the FRCS Portal.

Hi Vineet

Can you elaborate more on the statement "This causes issues when uploading them to the FRCS portal for the VAT that the organization is claiming. "

1. What is the issue?  Is the upload failing due to special character "-"? 
2. Can you provide specific details in your requirement so this issue can be addressed correctly?
3. Can you attach the error message you are getting when uploading to FRCS?

Bula Sanjay

At the end of every month, all companies are required to upload the invoices on which they are claiming VAT with the Suppliers' Tin Numbers. Figure 1.1 below shows the layout of the Excel file.

At present, the Supplier Invoices numbers that are integrated to Jiwa from Linksoft are all hyphenated with '-1' as shown below in Figure 1.1 column Supplier Invoice No. There are no error messages, but this data needs to be cleaned before upload for VAT claims purposes.

Figure 1.1 FRCS Invoice Upload Template with Sample data. Link Invoice numbers are all hyphenated with '-1' as shown below

Requirement

 Please do not add -1 at the end of the Supplier Invoice numbers during integration.

 Thanks
Vineet Ram
222 0085

Hi Vineet, can you confirm the steps below:

1. When you POST a Purchase Receipt in LinkSOFT (Menu: Inventory ~> Purchase Receive) The "Supplier Reference value entered is transferred through the integration as "SupplierReference" + "-1"
2. This can be see on menu "Integration ~> Ap Invoice" under "Invoice Lines ~> Invoice No" field

Questions:

1. What view are you using to extract Comment 4 figure 1.1?
2. From a LinkSOFT perspective, we dont need the Supplier Invoice Number to be unique as we do this check on Receive Entry. Do you have an issue if I remove this extension?
   

1. The change will be available in version: 15.90

2. The following changes were made (Include Database object names, Program classes, and any other relevant information):

1. When creating AP invoices, the Supplier Reference Number (Invoice Number) needs to be UNIQUE in FMIS, therefore we add an extension "-N" for each line grouping by Tax Code. When "N" = 1, we suppress this extension to make it easier for Tax Reporting Uploads. See Figure 1 below.

3. Affected Areas:

1. FMIS Integration for Supplier Invoices

4. The issue was caused by:

1. Most Supplier Invoices have a single tax code, so we can use the Supplier invoice as it is. For those with multiple tax codes, we must show the "-N" extension (to keep the number unique) to ensure the invoice can be posted in FMIS.

5. Other Relevant Notes: 
6. Next Step (Review and System Test (Developer) -> UAT (Quality) -> Documentation): UAT

Figure 1 - Suppress "-1" on Invoice Numbers