VAT invoice entering and maintaining for the Invoice Journal Customizing settings. The customizing settings allow you to enter Invoices and Invoice data into the Journal. Automatic Filling from MM/FI: Incoming Invoice Registration Journal You can use maintenance view V_J_3RFREGCUSIN to customize rules for automatic registration of incoming invoices in the Invoice Journal during posting/changing of accounting document (from MM and FI). To do this you should enter FI document types for incoming invoices that have to be registered in the Invoice Journal. You can activate this for exact company code or for all company codes, if you leave company code field empty. Additionally the following options are available: 

"Use XREF1" - this option allows you to choose whether the document is required to have the document Reference Key Field (BSEG-XREF1) filled out to be included in the Invoice Journal. Check this box if the document is supposed to have field XREF1 filled out when you receive the Incoming Invoice. This way, if the field is not empty, the document will be registered in the Invoice Journal. In this case the Receipt Date is taken from XREF1. If this box is left unchecked, the document will be registered in the Invoice Journal disregarding the value of XREF1. In this case Receipt Date is taken from XREF1 or, if it is empty, from the Posting Date. XREF1 is to be filled in "YYMMDD" format. Otherwise it is considered empty.

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"No Vendor" - this option allows you to choose whether the document must have a Vendor Line item to be included in the Invoice Journal. Check this box if both documents that contain Vendor Line item and documents that are not supposed to have a Vendor Line item are to be included in the Invoice Journal. This option can be set only for those document types which are used for invoices issued by the organization for itself (in cases of, for example, capital construction).

To activate automatic inclusion of incoming invoices in the Journal, run the Business Transaction Events Maintenance transaction (FIBF) and activate the J3RFREGI product. Navigate to the following menu node: Settings -> Products -> ...of a partner -> Activate Then create a new entry as follows: Product Partner J3RFREGI J3RF

Automatic Filling from FI: Outgoing Invoice Registration Journal You can use maintenance view V_J_3RFREGCUSOFI to customize rules for automatic registration of outgoing invoices in the Invoice Journal during printing of VAT invoice from FI from J_3RF_INV_A (Print program for FI invoice) and J_3RF_CORRINV_A (Print program for Correction of FI Invoice). To do this you should enter correspondence types that are used for printing the documents that have to be added to the Invoice Journal. You can activate this for exact company code or for all company codes, if you leave company code field empty. Additionally the following options are available: 

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"On Preview" - this option allows you to include the outgoing invoice document in the Invoice Journal not only on print, when a spool request is created, but also on print preview. "Registered" - you can use this option to set the document status in the Invoice Journal to "Registered", when document is included in the Invoice Journal. "Send Date Selection" - you can use this option to choose where the Send Date is taken from automatically.

Automatic Filling from SD: Outgoing Invoice Registration Journal You can use the maintenance view VV_J_3RFREGCUSOSD to customize rules for automatic registration of outgoing invoices in the Invoice Journal during printing of VAT invoices from SD documents from J_3RV_INV_A (Print program for FI invoice) and J_3RV_CORRINV_A (Print program for Correction of FI Invoice).. To do this you select the Billing application (V3) option and enter output types that are used for printing the documents that have to be added to the Invoice Journal. Additionally the following options are available: 

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"On Preview" - this option allows you to include the outgoing invoice document in the Invoice Journal not only on print, when a spool request is created, but also on print preview. "Registered" - you can use this option to set the document status in the Invoice Journal to "Registered", when document is included in the Invoice Journal. "Send Date Selection" - you can use this option to choose where the Send Date is taken from automatically.

Manually enter and maintain the VAT invoices in the Invoice Journal. Manually enter and maintain Invoices in Journal In the screen generated by the Journal, either click the "New entry" button or select an invoice and click the "Change entry" button to see the following fields. Original Invoice Data o Ext.No.Orig.VAT Inv.: external number of the original VAT Invoice; o Original VAT Invoice: FI document number of the original VAT Invoice. Optional; o Orig. VAT Inv. Year: FI document year when the original VAT Invoice was created. Optional; o Orig. VAT Inv. Date: date when the original VAT Invoice was created. Corrective Invoice Data o Ext.No.Corr.VAT Inv.: external number of the corrective VAT Invoice; o Corrective VAT Invoice: FI document number of the corrective VAT Invoice. Optional; o Corr. VAT Inv. Year: FI document year when the corrective VAT Invoice was created. Optional; o Corr. VAT Inv. Date: date when the corrective VAT Invoice was created. Note: make sure you have filled out the Original VAT Invoice data. o

o o o o o o o o o o o o

Revision Data Revision Number: the sequence number of a revision to the original VAT invoice or to a corrective VAT invoice. Each revision is entered as a separate line in the invoice registration journal. If the Corrective VAT Invoice data is filled out, then this invoice is considered a revision to the corrective VAT invoice, if not, then this is considered a revision to the original invoice; Revised VAT Invoice: the number of the accounting document assigned to the revised VAT invoice in the SAP system. Optional; Rev. VAT Inv. Year: the FI document year of the current revision to the original VAT invoice or to the corrective VAT invoice. Optional; Revision Date: the date of the current revision to the original VAT invoice or to the corrective VAT invoice; Receipt Date: the date on which the original VAT invoice, corrective VAT invoice, or revision to the original VAT invoice or to the corrective VAT invoice was received; Exchange Format: the format used to send or receive the invoice, that is, paper or XML format; Operation Type: the type of operation that is performed by the invoice, for example, good issue or goods receipt, return of goods, correction of invoice, revision of invoice; Vendor: the vendor. Optional; Customer: the customer. Optional; Partner Name: the name of the partner (filled out automatically if the Vendor or Customer field contains the number of the partner); Partner INN: the INN of the partner (filled out automatically if the Vendor or Customer field contains the number of the partner); Partner KPP: the KPP of the partner (filled out automatically if the Vendor or Customer field contains the number of the partner); Currency: the document currency;

o Gross Amount: the gross amount of the original VAT invoice in document currency; o Tax Amount: the tax amount in the original invoice in document currency; o Gross Amount Diff.: the gross amount difference between the corrective VAT invoice and the original VAT invoice. This amount may be either positive or negative; o Tax Amount Diff.: the tax amount difference between the original VAT invoice and the corrective VAT invoice in document currency. The difference may be either positive or negative; o Nontaxable document: indicates that the invoice document (or revision to the invoice document) contains only nontaxable items. Fill out the fields you need and click "Save". Using Maintenance View for Incoming VAT Invoices To manually enter and maintain incoming VAT invoices in the Invoice Journal, maintain the V_J_3RFREGINVIN view by entering your Company Code when prompted and filling out the following fields (for detailed field descriptions see "Manually enter and maintain invoices in Journal" section): 

Original VAT Invoice o o o o

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Ext.No.Orig.VAT Inv.; Original VAT Invoice; Orig. VAT Inv. Year; Orig. VAT Inv. Date.

Corrective VAT Invoice (only filled out if the invoice is a corrective VAT invoice) o o o o

Ext.No.Corr.VAT Inv.; Corrective VAT Invoice; Corr. VAT Inv. Year; Corr. VAT Inv. Date.

Note: make sure you have filled out the Original VAT Invoice data. 

Revision (if the Corrective VAT Invoice tab is filled out, then this is considered a revision to the corrective VAT invoice, if not, then this is considered a revision to the original invoice) o o o o

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Revision Number; Revised VAT Invoice; Rev. VAT Inv. Year; Revision Date.

Common Data o o o o o

Receipt Date; Exchange Format; Operation Type; Vendor; Customer;

o o o o o o o o o

Partner Name; Partner INN; Partner KPP; Currency; Gross Amount; Tax Amount; Gross Amount Diff.; Tax Amount Diff.; Nontaxable document.

Using Maintenance View for Outgoing VAT Invoices To manually enter and maintain outgoing VAT invoices in the Invoice Journal, maintain the V_J_3RFREGINVOUT view by entering your Company Code when prompted. After entering a new item you will see a screen with the fields as described above for the incoming invoices. The difference is the Register in Journal check box, that, if set, includes the invoice document in the journal.

BadI J_3RF_REGINV_BADI This Business Add-In (BAdI) is used in the Financial Accounting (FI) component. You can use this BAdI to validate or modify the content:  Of an Invoice Journal entry generated automatically by the standard functional module or standard print programs;  Of the Invoice Journal form generated by the standard program before printing. This BAdI definition contains BAdI methods: UPDATE_REG_IN (update entry for Incoming Invoice Journal); UPDATE_REG_OUT (update entry for Outgoing Invoice Journal); UPDATE_PRN (update data for Invoice Journal form). Method UPDATE_REG_IN is called before entering generated data about the FI document that you are posting or changing into Incoming Invoice Journal. Parameter C_ADD allows you to enable or disable entry creation. Method UPDATE_REG_OUT is called before entering generated data about the outgoing FI/SD document that you are printing by the standard print program into the Invoice Journal. Parameter C_ADD allows you to enable or disable entry creation. Method UPDATE_PRN is called by the standard program after the Invoice Journal form data has been prepared but before the form is printed.