UPDATE

NOTE

UPDATE
NOTE

ediAccountant
12 November 2012
New Module - Government Compliance Invoice Number

Summary
Use the new Admin > Account > Compliance Sequences module to create Compliance Invoice
Books.
These books are used to define and allocate government controlled compliance transaction
numbers that will subsequently be allocated against selected invoice and credit note transactions.
For printing purposes, each book can be assigned a specific document layout (template).
This module is currently available for use in Peru and Indonesia. The module is available when
Compliance Sub Type allocation behavior (eg. TXI, TCR) has been enabled for a login country.
These features will be enabled in other countries over time as need dictates.

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Description
A Compliance Sequences Module has been introduced. The module is currently enabled for Peru
and Indonesia Login companies.
When enabled for the Login Companys country, the new module is used to create, maintain and
monitor Compliance Invoice Book number series for allocation against Invoice and Credit Note
transactions assigned a related Compliance Sub Type classification.
These books are used by ediEnterprise to automatically assign government mandated compliance
numbers and print government mandated compliance documents when an invoice or credit note
transaction is identified as requiring a special compliance number. This module is used in
conjunction with Login Country specific Compliance Sub Type allocation features (eg. TXI in
Indonesia; TXI, TCR, TCD, DSB in Peru)
The module is introduced from version: 1.4.4699.0
This document is divided into the following sections:

Compliance Sequences Module

Short overview of the modules Actions, Filter and Column Display options

Compliance Invoice Books

An explanation of the Details, Number Series, Template and Printing setups that can be
configured when creating individual Compliance Invoice Books

Registry
Explanation of two new registry items:
Accounting > Government Compliance Invoice Document > Compliance Document
Number Allocation
and Accounting > Government Compliance Invoice Document > Allow Partial Allocation of
Compliance Sequence Number

Voiding and Reprinting Compliance Invoice Book Numbers

Voiding and reprinting features are explained.

Examples of Configured Compliance Sequence Being Used

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Compliance Sequences Module

Use the Admin > Account > Compliance Sequences module to create, maintain and monitor
Compliance Invoice Book number series.
Module Actions
Actions supported in the module include:
View an existing book
Create a New book
Edit an existing book
Create a new book by Copying an existing book
Deactivate and an existing book
Export grid results to Excel through the Data Transfer > Export to Excel grid option

Module Grid Filter Options

Grid filters within the Compliance Sequences module can limit results to Compliance Invoice
Books with the selected Active Status; Code; Description; Sub Type; Allocation / Printing Branch;
Is Expired status.

Module Grid Display Columns

Columns available for display within
the grid of each Compliance Invoice
Book returned include:
Sub Type; Book Code;
Allocation / Printing Branch;
Book Description; Series
Prefix;
Start Number;
End Number;
Next Number available for
allocation;
Book Template;
Dedicated Printer;
Is Expired Status;
Is Active Status;
Maximum Number of Charge Lines Allowed in the Document;
Document Roll Up behavior when transaction exceeds number of supported display rows.
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Compliance Invoice Books

Each Compliance Invoice Book is configurable in four main sections:

Compliance Book Details

Number Series
Compliance Document Template (if required)
Compliance Printing Print Queue (when printing to pre-printed pre-numbered paper stock)

NOTE:
Books are defined by Sub Type + Branch
Books cannot overlap. Prefix + Number Series must be unique.
The compliance book used in specific allocation event is the active book for the users
current login branch.

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Compliance Book Details

The Compliance Book Details section of the form identifies the compliance sub category the
number series will be used for and the branch that will use the book.
Example

Sub Type
Each book can only be used against INV or CRD transactions with the nominated
Compliance Sub Type.

Code
This is a three character code of your choice, used to assist you in the internal
management and identification of different Compliance Books over time.

Description
This is a free text field allowing you to describe the purpose of the book.
Use this to assist you in the internal management of your compliance books.

Allocation / Printing Branch

Each book belongs to, and is used by, a single branch within your login company.
The branch nominated on a compliance book identifies that this specific compliance
number series will be used allocation is made when logged in to this branch.

Is Active
Identifies when a book is the current, active book for the relevant Sub Type & Branch.

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Note: A Branch can only have one active book per sub type at any one time.
You can prepare multiple books for future use for each Branch + Sub Type by adding the book
details and flagging the book as inactive until the currently active book is fully used / expired.

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Number Series
The configuration of the Number Series section of each Compliance Invoice Book ultimately
determines the Government Compliance Number that will be recorded against an INV or CRD
transaction when the book is used.
Example

Series Prefix 1
This is a static (unchanging) prefix that will always be assigned as part of the compliance
number. The Series Prefix

Max Number Digits

This defines the length of the incrementing element of the number series.
It will pad out both the Start Number and End Number with leading zeros to ensure the
transaction number series matches the nominated number.

Start Number
The first number of the incrementing element of the particular compliance invoice book.

End Number
The last number of the incrementing element of the particular book.

Next Number
This clearly identifies the Next Number in the series that will be allocated.

Voiding Sequence Number Tool

Used to increment the Next Number and to record that one or more numbers in the range
were not used.

Expiry Date
When a books series has been fully allocated, this date will reflect the date when the last
number in the series was allocated.
This date can also be used to record the date at which the book can no longer be used,
even though the number series is not fully exhausted.

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Compliance Document
Optionally, a book can be assigned a Document Template.
The Template determines the layout of the Compliance Document that will be printed.
Example

Template
Select the Compliance Document Layout you require.
Note: A template is optional. It is only required when you want to a specific compliance
document in addition to the regular ediEnterprise sales invoice document.
Note: If required, customized templates can be created and maintained through the
Documents menu at the top of the Compliance Invoice Book form.

Maximum Charge Lines and Document Printing Style

Note: These settings are not yet fully implemented.
Currently, the Document Printing Style controls whether or not a dedicated printer must be
configured against the book.
A separate update note will be released when the full intended behavior of these settings is
implemented.
When implemented, these settings will be used to allow you to define additional behavior,
particularly relevant when you customize your Compliance Document Template.

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Compliance Printing
A Print Queue must be nominated when you have both an assigned Template and the Document
Printing Style is SRA or SSM.
The SRA and SSM printing styles identify that the document must print to single page, preprinted
paper stock.
When a Printing Queue is defined, the compliance document will be printed to the nominated print
queue as numbers are allocated.

Hint
Leave the Template section empty when the books only function is to assign a compliance
number to the transaction.
A book is only assigned a Template when you want to print a separate and additional compliance
document from within ediEnterprise.

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Registry Configuration
Two registry configurations have been introduced.

Accounting > Government Compliance Invoice Document > Compliance Document

Number Allocation (default = when
Printing)

Accounting > Government Compliance

Invoice Document > Allow Partial Allocation of Compliance Sequence Number (default =
No)

Note: A third registry item will be enabled shortly. The Accounting > Government Compliance
Invoice Document > Default Maximum number of Charges to Print per Compliance Document
registry item is not yet implemented. A separate update note will be issued when this is enabled.

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Registry: Compliance Document Number Allocation

This registry item is used to determine when ediEnterprise will automatically assign a Government
Compliance Invoice number against transactions with a Compliance Sub Type. It is configurable
at the Company Level.
The allocation options are

PRN Defer Compliance Number Allocation until the point at which you Print the
secondary Compliance Document.
This is the Default setting.

PST Assign the Compliance Number when first Posting a Transaction.

Hint
Use PRN when you will print to pre-printed pre-numbered paper. Numbers will be
allocated and assigned at the time you decide to print the compliance document itself.
We recommend using the PRN setting when first using, configuring and becoming
familiar with the behaviors of the feature. Once you are comfortable with the behaviors and
the way the system works, you can then change this registry to PST when you are ready to
work with the fully automated behaviors.
PST is only recommended when you are printing to plain paper.

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Registry: Allow Partial Allocation of Compliance Sequence Number

When allocating numbers to multiple transactions at once, this registry item defines how
ediEnterprise will behave when there are not enough numbers remaining in the relevant
compliance invoice book/s to successfully assign each selected transaction an appropriate
Government Compliance Number. This registry item is configurable at the Company Level.

By default, ediEnterprise will not make any allocation.

The user will be shown a message and allowed to change the set of transactions they have
decided to assign compliance numbers.

Alternatively, when this registry item is overridden and set to Yes, numbers will be assigned
where possible until the relevant books have been exhausted.
An appropriate message will display to the user advising them that some transactions were
not assigned a number.

Note:
This registry item is most relevant when the Compliance Document Number Allocation style is
PRN Defer Compliance Numbering until Printing Compliance Document is used.

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Registry: Default Maximum Number of Charges to Print per Compliance Document

Note: This registry is not yet fully implemented. A further update note will be issued when this
particular feature is implemented.

Its function will be configurable at company level. It will be used by the Compliance Sequences
module to default a standard number of rows per Compliance Document in a login company. It will
be relevant when compliance documents must be one page documents.

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Voiding behaviors
Voiding the Next Few Numbers in a Book Example
Scenario:
The next number to be allocated from the book below is CUZ10000027
The paper stock for numbers 10000027 and 10000028 has, however, been torn.
You want to record that those numbers are not used.
Voiding
Use the Voiding Sequence No. button to increment the Next Number to 10000029 and
record that numbers 10000027 and 10000028 have been voided.
A VCS event will be recorded against the book. The reference recorded against the event
will clearly identify the range of numbers voided.

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Voiding All Remaining Numbers in a Book Example

Scenario:
The Book is no longer to be used.
All remaining numbers in the book are to be voided.
Voiding
Use the Voiding Sequence No. button to increment the Next Number to 10000029 and
record that numbers 10000027 and 10000028 have been voided.
A VCS event will be recorded against the book. The reference recorded against the event
will clearly identify the range of numbers voided.
The Books Expiry date will be set.

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Voiding a Number that has Already Been Assigned to a Transaction

If needed, a transaction can be assigned a new number and the currently assigned number
voided.
Scenario:
A transaction was assigned a number and printed to the correct paper stock.
The paper however was subsequently damaged.
The allocated number needs to be voided, and the transaction needs to be reprinted using
a new compliance number.
Voiding, Reallocating and Printing
Find the transaction in either the Accounts > Receivables > Print Invoices module or in the
AR Invoices tab of the relevant Job / Consol.
Highlight the transaction and select Print Govt Tax Invoice
Appropriate Questions will ask you if you want to reprint the compliance document and if
you want to assign a new compliance number. Answer YES to both reprint and reallocate.

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SELECTING YES will void the currently assigned number and assign a new Government
Compliance Number against the transaction from an appropriate book.

The voided numbers details will be recorded against the relevant book.

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How to Reprint Without Voiding an Already Assigned Number

Scenario:
A transaction was assigned a number and printed to the wrong paper because someone
had put the wrong paper in the printer.
The correct paper stock is now in the printer.
The transaction just needs to be reprinted.
The Government Compliance Number does not need to be voided or reallocated.
Reprinting without Reallocation
Find the transaction in either the Accounts > Receivables > Print Invoices module or in the
AR Invoices tab of the relevant Job / Consol.
Highlight the transaction and select Print Govt Tax Invoice
Appropriate Questions will ask you if you want to reprint the compliance document and if
you want to assign a new compliance number.
Answer YES to Reprint the Compliance Document
Answer NO to retain the already assigned Government Compliance Number.

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Examples of Configured Compliance Sequence Being Used

Allocation when Printing Through the Print Invoices Module
Scenario:
Accounts Receivable Invoices and Credit Notes have been posted throughout the day by
various people across in different departments and branches.
As these transactions were posted, Compliance Sub Type allocations were recorded
against those transactions requiring an additional Government Compliance Number.
A staff member is responsible for allocating and printing compliance invoice documents
once a day.
They choose to do this allocation through the Accounts > Receivables > Print Invoices
module.
Three active Compliance Sequences are currently configured in this login company:

At the time of Allocation, the user is logged into the CUZ login branch.

Allocation
The filter options available in the Accounts > Receivables > Print Invoices module can be
used to identify all INV and CRD transactions not yet allocated a Government Compliance
Number

Use the Shift and / or Ctl keys to select the transactions for allocation, then choose the
Print > Print Govt Tax Invoice menu option.

Government Compliance Numbers will be assigned and the relevant document printed
using the appropriate Compliance Invoice Book configured for the Users Current Login
Branch.

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REMEMBER:
Compliance Invoices Books for the Current Login Branch are always used when allocating
Compliance Numbers. The warning message above will display before allocation when the
transactions selected for allocation have a Transaction Header Branch Code that is not the
same as the Current Login Branch code. Selecting YES will allocate numbers from the
relevant Invoice Book configured for the current login branch. Choosing No will abort the
allocation, allowing the user to revisit the set of transactions chosen for allocation.

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Allocation through the Jobs AR Invoices Tab

Scenario:
Accounts Receivable Invoices and Credit Notes have been posted throughout the day by
various people across in different departments and branches.
As these transactions were posted, Compliance Sub Type allocations were recorded
against those transactions requiring an additional Government Compliance Number.
A staff member is responsible for allocating and printing compliance invoice documents
once a day.
They choose to do this allocation through the Accounts > Receivables > Print Invoices
module.
Three active Compliance Sequences are currently configured in this login company:

At the time of Allocation, the user is logged into the CUZ login branch.
This means that all allocations in this allocation event will be drawn from CUZ compliance
books.

Allocation
The filter options available in the Accounts > Receivables > Print Invoices module can be
used to identify all INV and CRD transactions not yet allocated a Government Compliance
Number

Use the Shift and / or Ctrl keys to select the transactions for allocation, then choose the
Print > Print Govt Tax Invoice menu option.

Government Compliance Numbers will be assigned and the relevant document printed
using the appropriate Compliance Invoice Book configured for the Users Current Login
Branch.

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Contact Information
If you have a question on this update note, contact us: within ediEnterprise, go to Help > eRequest / Incident
If you would like more information on this module, please access our Functional Guides: within ediEnterprise, go to
Help > ediEnterprise Online > Learning Center
CargoWise Reference: 20121112b / WI00035744

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