Module Description

This feature allows to manage customer and vendor Letter of Intent. 

if a letter of intent is present, it is possible to control and block the posting of a document in case of exceeding the limit. 

Setup

Setup Origins

There are some fields that must be managed in “Setup Origins”.

In “Vendor” and “Customer” tabs:

The fields to fill in are the following:

• Vendor Letter of Intent Series No.: identifies the series number that will be proposed when creating new vendor letters of intent.
• Customer Int. Letter Series No. Reg .: identifies the series number that will be proposed when creating new customer letters of intent.

“Letter of Intent Setup” Tab:

In this tab you can enter the signatory's data, such as tax code, role code, name, etc.

It is also possible to set types of control on the limit:

• Purchase Order Intent Letter Control Type : You can choose whether to give a “warning” or an “error” when entering a purchase order line that exceeds the limit.
• Type of control letter of intent for purchase invoice : you can choose whether to give a "warning" or an "error" when entering a purchase line in the invoice that exceeds the limit
• Sales Order Intent Letter Control Type : You can choose whether to give a “warning” or an “error” when inserting a sales order line that exceeds the limit.
• Sales Invoice Intent Letter Control Type : You can choose whether to give a “warning” or an “error” when inserting a sales line in the invoice that exceeds the limit.
• Calculation type Letter of Intent : the options are “All documents” or “Registered documents”. In the first case, exceeding the ceiling will be calculated by taking into account all documents entered into the system, such as orders, invoices and credit notes to be registered and registered, in the second case it only considers registered invoices and credit notes.

VAT Posting Setup

It is necessary to activate the “Check Customer Plafond” or “Check Supplier Plafond” flag in the “VAT posting Setup” in relation to the intersections of the VAT Bus. Posting Group and VAT Prod. posting group in the letter of intent.

In this way, when entering and posting orders, invoices, credit memos, the relative amount will be updated in the letter of intent card.

The amounts can be navigated to check which documents they are made up of.

Customer/vendor card

Create a new letter of intent directly from the vendor/customer master data:

After clicking on “new” the following screen will open. Users must fill in the year and the posting date:

Confirmation create the letter of intent:

Customer card

Vendor card

Below is an explanation of the most relevant fields.

• NR: the consecutive protocol of the Letter of Intent is automatically proposed
• Letter: indicate the Letter of Intent number assigned by the customer
• Letter of intent protocol: it is automatically filled in as a union of the “Letter of intent protocol - 1” and the “Letter of intent progressive - 2” connected with a “-“
• Letter of Intent Protocol – 1: Indicate the first part of the protocol assigned by Ade (17 characters)
• Progressive letter of intent - 2: indicate the second part of the protocol assigned by Ade (6 characters)

Functionality

When validating the customer or vendor in an active or passive document (order, invoice or credit note), and also when validating the document date, the system check if there is a valid letter of intent. 

If a letter of intent is found, it's number and the VAT Bus. posting group are filled in the document.

It will be possible, to remove the Letter of Intent in the document header and BC will automatically update the VAT Business posting group.

Documents with a Letter of Intent update the calculated values on the Letter of Intent tab.

Exceeding the plafond

During the posting of documents, a check is carried out to ensure that the plafond has been exceeded.

Depending on the setting of the “Letter of Intent Calculation Type” field in the “Setup Origins” the calculation will be as follows

• Registered documents:
  The system checks that the amount of the document being recorded, added to the “Amount of Recorded Documents” field (recorded invoices and credit notes) does not exceed the “Amount (VL)” field. 
  
  In this case, the remainder of the letter of intent will be shown in the “posted outstanding amount” field.
• All Documents
  The system checks that the amount of the posted document, added to the fields “posted document amount” (posted invoices and credit memo), “Amount of Orders”, “Amount of Returned Orders”, “Amount of draft Invoices” and “Amount of draft Credit memos” does not exceed the “Amount (LCY)” field. 
  

In this case, the oustanding amount of the letter of intent will be shown in the “Operational outstanding Amount” field.

Sending vendor letter of intent via email and PDF

From the letter of intent tab there is the function to print the form, send and export it:

Export: allows to export a .txt file of the single letter of intent or of all of them

Send: allows to send the letter as an attachment via email. It is necessary to set the Mail Setup List as follows in order to send the email to the address indicated in the Vendor's master data

And the related setup of the letter of intent, present in the Origins Setup.

Print form : allows you to print the letter of intent according to the form provided by the italian revenues agency (Agenzia delle entrate):