Add AR Invoice

Use this service to import Accounts Receivable Customer Invoices information.

WSDL: AddARInvoice.jws

Method: AddARInvoice

Enhanced Authentication

Underlying File Maintenance

Prior to importing Customer Invoices information, the following file maintenance areas must be completed:

  • System Administration > Installation > Accounts Receivable

  • System Administration > Installation > General Ledger > G/L Master File Maintenance

  • System Administration > Installation > General Ledger > Value Added Tax Code Maintenance

  • System Administration > Installation > Accounts Receivable > Customers

  • System Administration > Installation > Accounts Receivable > Contracts

  • System Administration > Installation > Accounts Receivable > Terms Code File Maintenance

  • System Administration > Installation > Accounts Receivable > Sales Tax Code Maintenance

  • System Administration > Installation > Job Cost > Jobs

  • System Administration > Installation > Accounts Receivable > Salesperson Code Maintenance

  • System Administration > Installation > Multi-Currency > Currency Codes

  • System Administration > Installation > Enterprise Management > Cost Center Maintenance

Assumptions and Dependencies

  • The import file contains one detail line per header record.

  • The General Ledger date and Invoice date must be within the Accounts Receivable processing date. Based on the Accounts Receivable Installation option, the General Ledger date and Invoice date may need to be in the same GL period.

  • The import requires that Line_Extension, Sales_Tax_Amount, and Retention_Amount contain a positive number. If a negative retention is needed, then the Transaction_Type needs to be defined as a C(redit Memo) to provide a negative retention number.

  • The import allows the user to import retention-only records which will require the Line_Extension and Retention_Amount to have the same defined value.

  • Sales tax code and Invoice date will be used to define the percentage for the header. Sales tax codes must be set up; if the rates are different than the rates defined in the Historical table, Spectrum will use the closest date.

  • When creating a new contract request invoice, the Customer_PO field defaults from the Contract Defaults page. This field can be edited.

  • Value Added Tax (VAT)

    • GL Installation option that allows the user to add functionality to use Value Added Tax logic.

      • If selected then the Invoice header contains additional fields appear for the VAT code and amount and the Sales Tax field name changes to PST and the Retention name changes to Holdback.

      • The VAT is calculated on the total Invoice amount.

    • If selected then the VAT_Code and Total_VAT_Amt can be defined on the Invoice header.

    • VAT_Code default hierarchy

      • The Job Classification File Maintenance provides an option to override the default VAT on the Customer invoice. If defined, then use this code.

      • If the Job Classification is not selected, then default from the GL Installation screen, otherwise use the defined code contained in the service.

    • Total_VAT_Amt can be either calculated based on the defined VAT_Code or overwritten by the defined value in the layout.

  • This web service supports the Multi-Currency module.

  • Cost center information will only be allowed if the Company is set to a 'Yes' status.

The transaction data being submitted using this web service are stored within the Customer Invoice Entry screen; the data must manually be updated within Spectrum.

Field Descriptions

Use the table below for reference when using this service.

Note: The Authorization_ID and GUID elements are not shown on the Spectrum Excel Office Add-in templates for data entry points.

Excel

Element Name

Description

Req

Type

Max

Format

Validation

Authorization_ID

Authorization ID to access the server

YES

Text

20

Data Exchange Installation Screen

GUID

Unique reference number created by programming

Text

36

** See GUID definition

B

Company_Code

Company Code

YES

Text

3

Valid Company in Spectrum

C

GL_Date

General Ledger Date

YES

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2011)

Within AR processing date range.

D

Batch_Code

Batch Code

YES

Text

10

E

Customer_Code

Customer Code

YES

Text

10

Customer File Maintenance

F

Job_Number

Job Number / AR Contract

Text

10

Job File Maintenance and Contract File Maintenance

G

Invoice_Or_Transaction

Invoice Number

YES

Text

10

Unique invoice number - no duplicates

H

Transaction_Type

(I)nvoice or (C)redit Memo

YES

Text

1

(I)nvoice or (C)redit memo only

I

Invoice_Date

Invoice Date

YES

Date

10

Enter as: MM/DD/CCYY (for example, 01/05/2011)

Within AR processing date range. AR Installation option forces Invoice date to match the GL period.

J

Terms_Code

Payment Terms Code

Text

1

Defaults from the Customer Master if left blank.

Terms Code File Maintenance

K

Salesperson_Code

Salesperson Code

Text

3

Defaults from the Contract then the Customer Master if left blank.

Salesperson Code Maintenance

L

Sales_Tax_Code

Invoice Sales Tax Code

Text

15

Defaults from the Contract, then the Job's Tax Class code and then the Customer Master if left blank. If set to 'No Default' then field is required.

Sales Tax Code Maintenance

M

Taxable_Flag

Invoice Taxable?

Text

1

(Y)es or (N)o only. Defaults from the Contract, then the Customer if left blank. If set to 'No Default' then field is required.

N

Retention_Percent

Retention (Holdback) %

Numeric

6

Example: Enter 10.5% as 10.5. Positive Amounts only.

If Retention invoice only then % = 100 and the entry is required. If Retention % is blank then default the % from the contract master.

O

Print_Job_Address_Flag

Print Job Address?

Text

1

(Y)es or (N)o only.

If left blank it will default to Y.

P

Remarks

Invoice Remarks

Text

65

Q

Customer_PO

Customer PO #

Text

25

See Assumptions and Dependencies

R

AR_GL_Account

A/R G/L Code

Text

12

AR G/L Account code must be a non-direct cost account. Defaults from the Installation Screen if left blank. No dashes.

G/L Master File Maintenance

S

Detail_Description

Line Item Description

Text

30

T

Line_Extension

Line Item Extension

YES

Numeric

13

Positive Amounts only.

Total Invoice Amount including retention portion.(If record is the retention only value then Line_Extension field and Rentention_Amount field will be the same value).

U

GL_Account

Line Item G/L Code

Text

12

G/L Account code must be a non-direct cost account. Defaults from GL installation screen or Job Contract. If defined as 'No Default' then it will be required. No dashes.

G/L Master File Maintenance

V

Sales_Tax_Amount

Invoice Tax Amount

Numeric

13

Positive Amounts only.

W

Retention_Amount

Invoice Retention (Holdback)

Numeric

13

Positive Amounts only.

Retention Amount only. (If record is the retention only value then Line_Extension field and Rentention_Amount field will be the same value).

X

VAT_Code

VAT Code

Text

10

Defaults from Job Classification File Maintenance, or the GL Installation option if defined. Can override both default locations.

Value Added Tax Maintenance

Y

Total_VAT_Amount

VAT tax amount

Numeric

12

Positive Amounts only. If defined then overrides calculated value.

Z

Asset_Cost_Center

Asset Cost Center

Text

10

Will tie to the AR_GL_Account field. Defaults from the Contract if left blank. If set to 'No Default' then field is required.

Cost Center Maintenance; Customer Cost Center; Job Contract Cost Center and AR_GL_Account Cost Center, Sales Tax Code GL Account CC

AA

Income_Cost_Center

Income Cost Center

Text

10

Will tie to the GL_Account field.

Cost Center Maint, Customer CC, G/L Account Cost Center