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This article applies to:

  • Product: ONESOURCE Global Trade
  • Sub-Product: IMMEX

New Invoice

To create a new invoice.
  1. Click on the
    New Invoice
     option at the top of the screen to open the
    Edit Invoice
     pop-up.
  2. Until any data is entered, only the
    Invoice Header Data
     tab will be available. Select an Invoice Category, Invoice Type, and Invoice Number and then click
    Create Invoice
    .
  • Invoice Types will vary depending on which tab was open on the Work With Invoices screen.
  • Depending on how the system was configured, Invoice Numbers may be automatically generated. For additional information, contact IntegrationPoint@ThomsonReuters.com.
Once the Invoice Type is selected, the system will show all applicable sections of the invoice header. These may vary depending on the Invoice Type. Required fields cannot be omitted and are marked with an asterisk (*). Complete all necessary information for the invoice and then click
Create Invoice
.

CFDI Folio Number

The Comprobante Fiscal Digital por Internet (CFDI) is an electronic number for each invoice provided by the Mexican government. It consists of 5 groups including numbers and letters separated by hyphens. For example: 111AAA1A-1AA1-1A11-11A1-11A1AA111A11.
The CFDI Folio Number is required for all export invoice types, except for the following:
  • FAS (Final Assembler Shipment)
  • XPROC (SubManufactura)

Product Data

Once
Create Invoice
 has been selected, the system will then create the invoice and show a brief header with the following information:
  • Invoice Number
  • Invoice Category
  • Invoice Type
  • Shipping Date
  • Pedimento Number
Another tab (Product Data) will also appear on the screen. This tab can be used to enter the products or transactions of the invoice type being processed. You have multiple options for loading transactions into the system within this tab. Each is described in more detail below.

Insert

To manually add transactions or products to an invoice, click
Insert
.
Clicking
Insert
 will open the
Insert New Invoice Transaction
 pop-up. Enter all the required information and then click
Save
.
important
The fields in this window can be configured according to the needs of your company’s process. Some fields can be validated so they won’t be left blank.
The Product Number (ProductNum) field has type-ahead capabilities. As soon as you being typing a Product Number, a drop-down containing all products matching what was typed will appear beneath the field. If the desired Product Number appears in the list, click on it to select it.
Click
Save
 to save the transaction to the invoice. This can be done as many times as needed.
After all desired transactions have been added to the invoice, close the pop-up by clicking the
X
 button.
If you enter and save a product that does not exist on Item Master Catalog, a warning message will appear:
When creating and editing the invoice this is only a warning message, but it is mandatory to solve this issue before the
Invoice Prevalidation
.

Load from File (Previously Configured Option)

The
Load From File
 option can be used to load transactions into the invoice detail from a .CVS type file. This file must contain information of the transactions to be loaded, like the Product Number (ProductNum) and Transaction Quantity (TxnQty). These two fields are mandatory and cannot be left blank when the
Load from File
 option is used.
This option is configured based on your company’s needs during the implementation stage. As such, it may or may not be available in your version of ONESOURCE IMMEX.
After you have loaded the information, the system will insert the transaction(s) into the invoice.

Load from Staging

The
Load From Staging
 option can be used to load information from an external system (such as an ERP) that was previously saved in the system’s temporary tables.
A drop-down and search bar will appear on top of the grid.
  1. Select a column to select transactions by and enter a value into
    Search
    .
    The screen will then refresh to show a grid containing all products matching the specified criteria.
  2. Select all products to be loaded and check their corresponding boxes on the far left.
  3. Click
    Load
    .
The selected products will now appear in the “Product Data” grid. More can be added as needed by clicking
Insert
.
Clicking
Insert
 will open the
Insert New Invoice Transaction
 pop-up. Enter all necessary information and then click
Save
.
If a product needs to be removed from the invoice, check its corresponding box on the far left and click
Delete
. It is important to note that Delete will only remove the transactions from the invoice. They will remain in the system.
Once all products to be included on the invoice have been added, exit out of the
Edit Invoice
 pop-up to return to the
Work With Invoices
 screen. If any further changes need to be made to the invoice later, find the invoice in the grid and hover the cursor over the menu column to open the context menu.
Select
Edit Invoice
.
Clicking
Edit Invoice
 will open the
Edit Invoice
 pop-up. Make any necessary changes, save, and close the window to continue.
The system will update the table and register the newly created invoice. You can now check the following data:
  • Invoice Number
  • Ship Date
  • Category
  • Invoice Type
  • Pedimento Number & Remesa (Notice)
  • Invoice Relation Number
  • Pedimento Code
  • COVE User
  • COVE Operation Number
  • COVE Document Number
  • User
  • Last Process Date
  • Invoice Status (will show a status of "Pending Prevalidation")

Incrementals

The "Incrementals" tab allows you to register incremental values associated with the invoice. These values will be used in the Value Manifest (Electronic) process. To add an incremental record, click
Add New
. A new row will appear. Complete the following fields:
  • Incremental Type:
     Select from a dropdown list.
  • Date of Disbursement:
     Enter the date.
  • Amount:
     Enter the numerical value. Decimal numbers are allowed.
  • Currency Type:
     Select from a dropdown list.
  • Exchange Rate:
     Enter the exchange rate.
  • Is it the Importer's Responsibility?
    : Checkbox to indicate responsibility.
Click
Save
 to register the record. Repeat as needed to add additional incremental entries.To edit an existing record, click
Edit
 on the corresponding row. To delete a record, select
Delete
.

Decrementals

The "Decrementals" tab allows you to register decremental values associated with the invoice. These values will be used in the Value Manifest (Electronic) process. To add a decremental record, click
Add New
. A new row will appear. Complete the following fields:
  • Date of Disbursement:
     Enter the date.
  • Decremental Type:
     Select from a dropdown list.
  • Amount:
     Enter the numerical value. Decimal numbers are allowed.
  • Currency Type:
     Select from a dropdown list.
  • Exchange Rate:
     Enter the exchange rate.
Click
Save
 to register the record. Repeat as needed to add additional decremental entries.To edit an existing record, click
Edit
 on the corresponding row. To delete a record, select
Delete
.
tip
The Incrementals and Decrementals tabs follow the same rules and field structure as the equivalent tabs in the Value Manifest (Electronic) screen. For additional context, refer to the
IMMEX – Electronic Value Manifest
 user guide.

View Log

You can select
View Log
 option in the context menu available for each displayed invoice to see a read-only record of all changes made to the invoice since its creation.
Changes are recorded starting from version 26.2. Invoices created before this version will show information only if they were modified after that version.
The log is organized into the following tabs:
Invoice Header
,
Product Data
, and
Incrementals/Decrementals
, each displaying only the changes related to its respective section of the invoice. Every modification made in a given section is automatically recorded under the corresponding tab.
Each entry in the audit log contains the following information:
  • Date & Time
    : The date and time at which the change was recorded.
  • User
    : The username of the user who made the change.
  • Field
    : The name of the field that was changed.
  • Action
    : The type of change that was made (e.g., Created, Updated).
  • Old Value
    : The value of the field before the change was made.
  • New Value
    : The value of the field after the change was made.
This feature is available on all invoices and is updated automatically each time a change is saved.

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