## (CZE) Working with Invoices and Other Legal Documents for the Czech Republic

This chapter provides overviews of invoices for the Czech Republic and how to account for prepayments and discusses how to:

- Enter credit and debit notes.

- Print invoices.

- Review legal documents.

### Understanding Invoices for the Czech Republic

When working with sales and purchase transactions in the Czech Republic, you might need to produce several types of invoices. The JD Edwards EnterpriseOne software for the Czech Republic enables you to work with these types of invoices:

- Czech-specific invoices for goods and services.

  You can print Czech-specific invoices from the JD Edwards EnterpriseOne Sales Order Management system and the JD Edwards EnterpriseOne Accounts Receivable system.

- Invoices to account for prepayments.

- Invoices for value-added tax (VAT).

When you run the Print Invoices program (R42565) or the Print Legal Documents from A/R program (R7430030), the system calls the Print Legal Document program (R7430040) to print information on the invoice that is required for the Czech Republic. The invoice for the Czech Republic includes:

- Identifying number.

- Name, address, and VAT registration number of the company that generates the invoice.

- Date of issue of the invoice, or the date that the goods or services were supplied, if different.

- Date of taxable fulfillment (service tax date).

- Payment due date.

- Bank account information including:

  - Name

  - Address

  - Postal code

  - Bank account number

  - IBAN (International Bank Account Number)

  - SWIFT (Society for Worldwide Interbank Financial Telecommunications) number

- Customer's name and address.

- Description identifying the goods or services that are supplied including:

  - Quantity of goods or extent of the services.

  - VAT amount and rate.

    Only one VAT rate is applied to a specific item or to one line of the invoice.

  - Amount due, excluding VAT.

  - Total amount, including VAT.

- Unit price.

- Rate of any cash discount offered.

- Total amount of VAT charged.

- Gross total amount payable, excluding VAT.

- Total payable amount.

#### Prerequisites

Before you complete the tasks in this chapter:

- Verify that numbering for legal documents is set up.

  See (CZE, HUN, POL, and RUS) Setting Up Legal Numbering for Legal Documents.

- Verify that user-defined codes (UDCs) for legal documents are set up.

### Understanding How to Account for Prepayments

Customers might make prepayments for goods and services. If the time difference between the prepayment and the invoice date for the goods or service exceeds a month (fiscal period), then you must issue these documents to the customer:

- Prepayment invoice

- VAT accounting invoice

- Final invoice

Prepayment Invoice

The prepayment invoice is not considered a legal document. You do not post this invoice. No VAT information appears on this invoice. You send this invoice to your customer when a prepayment is due and not yet paid.

Enter the prepayment invoice in the JD Edwards EnterpriseOne Accounts Receivable system. When you enter information for this invoice:

- Enter the gross amount of the payment.

- Do not indicate any taxable amount.

- Use a tax/rate area that does not include taxes.

VAT Accounting Invoice

You generate a VAT accounting invoice to show the VAT amount on goods or services. You generate this invoice from the JD Edwards EnterpriseOne Accounts Receivable system after you receive the prepayment from your customer. When you generate this invoice:

- Include a line for the VAT payable.

  This line shows the VAT amount as both the gross amount and the tax amount. Assign a tax rate/area to this invoice that is set up for VAT. You also assign a tax explanation code that you set up to account for VAT.

- Include a line for a reversing entry for the VAT payable.

  This line shows the amount of the VAT payable as a negative gross amount, and shows 0 (zero) as the tax amount. Assign to this line a tax rate/area that does not calculate taxes.

- Reference the prepayment invoice.

Final Invoice

You generate the final invoice when the goods or services are supplied to the customer. You can generate this invoice from the JD Edwards EnterpriseOne Accounts Receivable system or the JD Edwards EnterpriseOne Sales Order Management system.

When you generate the final invoice:

- Include a line that shows the total gross amount, taxable amount, and tax amount.

- Include a line that shows a reversing entry for the prepayment amount, with appropriate negative amounts for the gross amount, taxable amount, and tax amount.

The system shows the total invoice amount as the difference between the line that includes the total amounts and the line that shows the reversing entry.

### Entering Credit and Debit Notes

This section provides an overview of credit and debit notes and discusses how to:

- Run the PO - Sales Order Entry program.

- Set processing options for PO - Sales Order Entry (P7424210).

- Run the PO - Invoice Entry program.

- Set processing options for PO - Invoice Entry (P7433B11).

- Enter additional information for invoices.

- Add related invoices.

#### Understanding Credit and Debit Notes

You can use a credit note (credit memo) to reduce the VAT that is charged and reclaimed on goods or services sold. You can reduce the value of the goods or service only if an order is canceled or returned, or if a contractual price reduction occurs. You can use a debit note (debit memo) to increase the value of the goods or service if a price increase occurs, or if based on agreed contractual terms, the final payment is higher than the price that was quoted on the original VAT invoice. The amount of VAT credited or debited must be separately itemized on the credit or debit note. You must associate the original VAT invoice to the credit or debit note.

Additional Processing Options for Sales Order Entry (P4210)

If you enter credit and debit notes from the JD Edwards EnterpriseOne Sales Order Management system, you use the PO - Sales Order Entry program (P7424210) to set additional processing options. The system uses these processing options to enable or disable an option to enter related invoices to credit notes or debit notes.

You must set up corresponding versions for the Sales Order Entry program (P4210) and the PO - Sales Order Entry program.

Additional Processing Options for Standard Invoice Entry (P03B11)

If you enter credit and debit notes from the JD Edwards EnterpriseOne Accounts Receivable system, you use the PO - Invoice Entry program (P7433B11) to set additional processing options. The system uses these processing options to enable or disable an option to enter related invoices to credit notes or debit notes.

You must set up corresponding versions for the Standard Invoice Entry program and the PO - Invoice Entry program.

#### Forms Used to Work with Debit and Credit Notes

Form Name | FormID | Navigation | Usage
Work With Customer Ledger Inquiry | W03B2002A | Customer Invoice Entry (G03B11), Standard Invoice Entry | Select or review invoices from the Accounts Receivable system.
Standard Invoice Entry | W03B11A | On the Work With Customer Ledger Inquiry form, click Add. | Enter invoices.
Invoice Related Information | W7430011A | After completing the Company and Address Number fields on the Standard Invoice Entry form, select Regional Info from the Form menu. | Enter additional information for Czech Republic invoices.
Invoices Related to DN/CN | W7430015A | On the Invoice Related Information form, select Invoice Related on the Form menu. | Enter one or more legal documents related to a credit or debit memo.

#### Running the PO - Sales Order Entry Program

Select Sales Legal Document Processing (G70LD42), PO - Sales Order Entry.

When you launch this program, you add or select a version. When you select a version, the system displays the processing options.

#### Setting Processing Options for PO - Sales Order Entry (P7424210)

You use the standard Sales Order Entry program (P4210) to generate sales orders. Before you generate sales orders, you set the processing options for the PO - Sales Order Entry program (P7424210). This program exists solely to contain processing options. The system uses the processing options that you set for the PO - Sales Order Entry program as additional parameters for the Sales Order Entry program.

Related Invoices

Although processing options are set up during JD Edwards EnterpriseOne implementation, you can change processing options each time you run a program.

1. Related Invoices | Specify whether the system enables the entry of related invoices for a debit or credit note. Values are: Blank: Disallow the entry of related invoices. 1: Enable the entry of related invoices for a debit or credit note.
2. Multiple Related Invoices | Specify whether the system enables the entry of multiple related invoices for a credit or debit note. Complete this processing option if you entered 1 in the Related Invoices processing option. Values are: Blank: Enable the entry of only one related invoice. 1: Enable the entry of multiple related invoices for a credit or debit note.
3. Require Entry of Related Invoices | Specify whether the system displays an error or warning message when no related invoice is entered. Values are: Blank: Display a warning message when no related invoice is entered. The warning message enables the user to continue without entering a related invoice. 1: Display an error message and do not allow the user to continue until a related invoice is entered.
4. Allow Different Address Number | Specify whether the system allows the entry of a related invoice that has a different address book number from the credit or debit note. Values are: Blank: Display an error message if the user enters a related invoice with a different address book number. 1: Allow the entry of a related invoice that has a different address book number from the credit or debit note.

#### Running the PO - Invoice Entry Program

Select A/R Legal Document Processing (G70LD03B), PO - Invoice Entry.

When you launch this program, you add or select a version. When you select a version, the system displays the processing options.

#### Setting Processing Options for PO - Invoice Entry (P7433B11)

These processing options are used by the Standard Invoice Entry program (P03B11) to enable or disable an option to enter related invoices to credit notes or debit notes.

General

1. Shipment Mandatory Date | Enter 1 to require entry of the shipping date. Leave this option blank or enter 0 to allow, but not require, the entry of the shipping date.

Legal Number

1. Issue Place | Specify the issue place for the legal document number.

Related Invoices

1. Related Invoices | Enter 1 to allow the entry of related invoices for a debit or credit note. Leave this processing option blank to prohibit entry of related invoices.
2. Multiple Related Invoices | Enter 1 to allow the entry of multiple related invoices for a credit or debit note. Leave this processing option blank to allow the entry of only one related invoice. Complete this processing option if you entered 1 in the Related Invoices processing option.
3. Require Entry of Related Invoices | Enter 1 to require the entry of a related invoice. If no related invoice is entered, the system displays an error message and does not allow the user to continue until a related invoice is entered. Leave this processing option blank to have the system display a warning message when no related invoice is entered. The warning message allows the user to continue without entering a related invoice.
4. Allow Different Address Number | Enter 1 to allow the entry of a related invoice with a different address book number from the credit or debit note. Leave this processing option blank to have the system display an error message if the user enters a related invoice with a different address book number.
5. Allow Different Issue Place | Enter 1 to allow the entry of a related invoice with a different issue place from the credit or debit note. Leave this processing option blank to have the system display an error message if the user enters a related invoice with a different issue place.

#### Entering Additional Information for Invoices

Access the Invoice Related Information form.

Actual Ship Date | Enter the date on which the shipment to the customer is confirmed. The system updates the Sales Order Detail table (F4211) with this date.
Approval Date | Enter the date on which the invoice was approved.

#### Adding Related Invoices

Access the Invoices Related to DN/CN form.

Legal Company | Enter the legal company to which you add related invoices. The value that you enter must exist in the F7400010 table.
Legal Document Type | Enter the legal document type of related invoices. The value that you enter must exist in the F7400002 table.
Issue Place | Enter the place of issue of the legal document to which you add related invoices. The value that you enter must exist in the F7400004 table.
Legal Number | Enter the legal number that is assigned to the invoice.
Address Number | Enter the address number of the company to which you add related invoices.

### Printing Invoices

This section provides an overview of the print process for legal documents and discusses how to:

- Print invoices from the Sales Order Management system.

- Print invoices from the Accounts Receivable system.

- Reprint invoices.

- Set processing options for PO - Print Legal Document from Sales Order (P7420565).

- Set processing options for Legal Document Print Process (R7430030).

#### Understanding the Print Process for Legal Documents

When you print legal documents for the Czech Republic, the system uses the legal numbering setup to determine the print format, attachments, and legal number to print legal documents.

You use the PO - Print Legal Documents from Sales Orders program to set up versions for each of the legal documents that you print. For example, you might set up a version for a standard invoice and set up a version for an invoice to account for VAT for a prepayment.

For each version that you set up in the PO - Print Legal Documents from Sales Orders program, you must set up a corresponding version in the Print Invoices program (R42565). For example, if you set up a version named VAT Pre in the PO - Print Legal Documents from Sales Orders program, you must set up a version named VAT Pre in the Print Invoices program. When you run the Print Invoices program, the system uses the document type that you specified in the processing options for the PO - Print Legal Documents from Sales Orders program to determine which legal document to print.

Set the processing options for the Print Invoice program as shown in this table:

Processing Option | Value for Proof Mode | Value for Final Mode
Prevent A/R Number Assignment | 1 | blank
Prevent Next Status Update | 1 | blank
Invoice Document Type | any | any

Printing Invoices from the Sales Order Management System

Run the Print Invoices program to print invoices from the Sales Order Management system. When you run the Print Invoices program, the system:

- Uses the criteria that is set up in data selection to select the sales orders to process.

- Makes the standard validations and calculations.

- Reads the processing options for the corresponding version of the PO - Print Legal Documents from Sales Orders program (P7420565).

- Launches the Print Legal Document program (R7430040) to assign the legal number and internal document number.

You can print invoices in proof or final mode. When you print in proof mode, the system does not generate a legal number and does not update tables.

Printing Invoices from the Accounts Receivable System

Run the Print Legal Documents from A/R program (R7430030) to print invoices from the JD Edwards EnterpriseOne Accounts Receivable system. When you run the Print Legal Documents from A/R program, the system:

- Reads invoices from the Customer Ledger table (F03B11) that were posted to the general ledger.

- Launches the Print Legal Document program (R7430040) to assign the legal number and internal document number.

You can print invoices in proof or final mode. When you print in proof mode, the system does not generate a legal number and does not update tables.

Reprinting Invoices

Use the Reprint Legal Document program (P7430031) to reprint selected documents. When you reprint a document, the system prints the same legal number as was used on the original legal document. When you select to reprint, the system verifies whether the record is included in the Legal Document Header table (F7430030). If the record is not in the F7430030 table, the system adds the record to the table as well as to the Legal Document Detail table (F7430032).

#### Printing Invoices from the Sales Order Management System

Select Invoice Processing (G42113), Invoice Print.

#### Printing Invoices from the Accounts Receivable System

Select A/R Legal Document Processing (G70LD03B), Print Legal Documents from A/R.

#### Reprinting Invoices

Select one of these navigations:

- A/R Legal Document Processing (G70LD03B), Reprint Legal Document

- Sales Legal Document Processing (G70LD42), Reprint Legal Document

#### Setting Processing Options for PO - Print Legal Document from Sales Order (P7420565)

Use these processing options to specify default values for the Czech Republic that the system uses when you run the Print Invoices (R42565) program to print legal documents.

General

1. Document Issue Place | Specify the legal document issue place. The value that you enter must exist in the F7400004 table.
2. Internal Document Type for Invoices | Specify the document type that you use for the business purposes to identify invoices. The value that you enter must exist in the Document Type (00/DT) UDC table and should be the document type that you specified for invoices in the Legal Doc. Types Relationship program (R74R0003). The document type that you select must be different from the document type that you specify for the invoice document type in the Print Invoices program (R42565).
3. Internal Document Type for Shipment Notes | This processing option is not used for the Czech Republic.
4. Mode | Enter 1 to print in final mode. Leave this processing option blank to print in proof mode.
5. Summarize Sales Order Lines by Item | Enter 1 to summarize sales order lines by item. Leave this processing option blank to have the system print all sales order lines.
6. Automatic Printing | Oracle recommends that you suppress the automatic printing for invoices for the Czech Republic. Enter 1 to suppress printing.

Shipment Notes

The processing options on this tab are not used for invoices for the Czech Republic.

Error Processing

1. Last Status Code for Invoices | Specify the last status code that invoices should have attained. The value that you enter must exist in the Activity/Status Codes (40/AT) UDC table. If the invoice has not attained the status code that you specify, the system displays an error message. If you leave this processing option blank, the system uses 931 as the last status code.
2. Next Status Code for Invoices | Specify the next status code to which invoices will be moved. The value that you enter must exist in the Activity/Status Codes (40/AT) UDC table. If the invoice does not move to the status code that you specify, the system displays an error message. If you leave this processing option blank, the system uses 831 as the last status code.
3. Last Status Code for Shipment Notes | This processing option is not used for the Czech Republic.
4. Next Status Code for Shipment Notes | This processing option is not used for the Czech Republic.

#### Setting Processing Options for Legal Document Print Process (R7430030)

Use these processing options to specify additional parameters for invoices that you print from the JD Edwards EnterpriseOne Accounts Receivable system.

General

1. Mode | Enter 1 to process records in final mode. Leave this processing option blank to process records in proof mode.
2. Print Currency | Enter D to print the invoice in domestic currency. If the invoice was entered in a foreign currency, enter F to print the invoice in the foreign currency.
3. Launch UBE Automatically (launch universal batch engine automatically) | Leave this processing option blank to automatically launch the Print Invoice - PO program (R7430030). Enter 1 to suppress the automatic launch of this program.
4. Print Line Attachment | Enter 1 to print the attachment that you specified when you entered the invoice. Leave this processing option blank to suppress printing of the attachment.
5. Contact Information Address Number | Enter the address book number of the person who is the contact person. If you leave this processing option blank, the system uses the contact person who is associated with the legal document type.

### Reviewing Legal Documents

This section provides an overview of how to review legal documents and lists the forms used to review legal documents.

#### Understanding How to Review Legal Documents

You use the Sales Legal Doc. Inquiry by Int. Doc (Sales Legal Document Inquiry by Internal Document) program (P7420001) to locate information about sales orders using the document type.

You use the Sales Legal Doc. Inquiry by Legal Number program (P7420002) to locate information about sales orders by using the legal document number.

#### Forms Used to Review Legal Documents

Form Name | FormID | Navigation | Usage
Sales Legal Document Inquiry by Internal Document | W7420001A | Sales Legal Document Processing (G70LD42), Sales Legal Doc. Inquiry by Int. Doc | Review information about sales orders using the document type.
Sales Legal Document Inquiry by Legal Number | W7420002A | Sales Legal Document Processing (G70LD42), Sales Legal Doc. Inquiry by Legal Number Select a version on the Work with Versions form, and click Select. | Review information about sales orders by using the legal document number.