Post a settlement

When you finalize a settlement, you can choose between creating only an invoice or directly creating a posted invoice. This allows you to determine the desired outcome for your settlement process.

Create an invoice for the settlement

1. On the Settlement page, on the action bar, select Release to release the settlement.
2. In the Status field, set the value as a Released.
3. On the action bar, select Post > Create Invoice.

The status of the settlement is updated as to Invoice. An unposted invoice is created, and the number is displayed in the settlement line.

• Unposted invoices can be posted later by a user from the financial department after conducting necessary checks or finalizing the document approval process. If an invoice is deleted, it will not be visible on the settlement line. However, you can use the Create Invoice function again, which will overwrite the number on the settlement line.
• The system creates lines with the Type field value set to Charge (Item) to post document costs. For more information, see Set up document calculations for cost template lines.
  The item charge lines are created based on the Deduction Method field value on the associated Cost Template page. For more information, see Set up cost calculation templates.
  • When the Deduction Method field value is set to Document, the system creates the item charge line at the bottom of the invoice and applies it to all receipt lines that had a document cost in the settlement. By default, the document cost is distributed by amount across all receipt lines. In this case, the allocated item charge per line may differ from the initial settlement calculation, but the sum of all invoice lines is the same as the sum of settlement lines.
  • When the Deduction Method field value is set to Document Line, the system creates the item charge line directly below each receipt line of the purchase order and applies it per line specifically. In this case, the document cost on the settlement line equals the allocated item charge.
• The system creates lines for packaging items on the purchase invoice and posts them when the purchase invoice is posted.
  • The system only adds packaging lines that were received at the same time as the receipt line that is being invoiced via the settlement.
  • For packaging items, ensure the Grower Accounting toggle on the Replenishment FastTab of the Item Card page is turned off. Otherwise, packaging items are added twice to the purchase invoice.

Post action

Use the Post action to directly create a posted purchase invoice after finalizing the settlement values and releasing the settlement. This updates the status of the settlement as Invoiced. After posting, the settlement lines with different currencies are split as multiple invoices even though it belongs to the same pay-to vendor.

You must first release the Settlement to use the Post function.

To post a settlement, follow these steps:

1. On the Settlement page, on the action bar, select Release to release the settlement.
2. In the Status field, select the value as Released.
3. On the action bar, select Post > Post.

The status of the settlement is updated as Invoiced. A posted invoice is created, and the number is shown on the settlement line.

You cannot change the settlement after it is posted.

If there are any missing data, such as incomplete grouping setup on the vendor card, or if the total amount of the generated invoice is negative, an error list is displayed when attempting to post the settlement. These errors must be addressed and resolved before the posting can be completed successfully.