The information in this article applies to administrations with the additional module Purchase to pay.
Do you use the Purchase to pay module in combination with KING ERP? Then make sure your environment and settings are correctly configured to prevent issues. In this article you will find all technical points of attention you should check.
Please note! Minimum required version
Minimum required: KING ERP Trade.1.
Check the version of the integration software
Is your KING ERP integration older than January 2020? Contact your KING ERP partner or the Zenvoices support team to verify whether an update is required.
Processing purchase invoices
Purchase invoices are booked as purchase invoices in KING ERP.
Processing in KING ERP is manual unless configured otherwise.
No document number is shown in Zenvoices.
Automatically process purchase invoices
Go to Manage > Environment > Administrations > Edit > Tab King.
Enable the setting “Automatically process purchase invoices in King”.
Requirements: Zenvoices King Web service 1.18 and King 5.67a1 or newer.
In case of errors: delete the invoice manually in KING ERP.
Journal settings
Set the correct journal via Master data purchasing > Journal for purchasing in KING ERP.
This journal is always used for booking purchase invoices, regardless of the journal in which the booking was processed in Zenvoices.
Matching and goods receipts
Automatic matching of purchase orders and goods receipts is possible.
Manual selection of goods receipts can be done via “Select goods receipts”.
When automatic matching is used, Zenvoices will first try to match the goods receipts based on the order numbers of the corresponding orders. If this isn't successful, Zenvoices will attempt to match the orders.
Articles, rates and text blocks
Available in Zenvoices as articles.
The article type is determined through the field article type. Using this field the article type (article, rate or text block) can be determined.
Blocking for payment during authorization
Only possible if automatic processing is enabled.
Otherwise invoices will appear in payable items without affecting KING ERP. If you do not use this setting, purchase invoices will appear in payable items in Zenvoices in the normal way, however this will have no effect in KING ERP.
Fully received purchase orders
Disable the option “Automatically remove fully received purchase orders” under Master data purchase orders in KING ER
Linking archive documents
Supported from KING ERP 5.62a1 and Zenvoices King Web service 1.7 or higher.
Reference number settings
Choose between invoice number, order number or goods receipt reference.
Configurable through administration settings in Zenvoices.
Requires Zenvoices King Web service 1.8 or higher. If no purchase order line is linked to a purchase invoice line, the invoice number will always be used as the reference number. When a goods receipt line is linked to a booking line, the goods receipt reference number is used and this administration setting is not applied.
Historical purchase orders
Not shown as open during the first synchronization. Because KING ERP does not track the invoiced quantity per purchase order line, Zenvoices assumes that all fully received purchase order lines created before the first synchronization are fully invoiced.
Purchase unit vs. inventory unit
Only supported when both units are equal, meaning the purchase unit equals the inventory unit.
If they differ: the price per purchase unit is calculated and used. If this is not the case, the purchase price per purchase unit is calculated, shown in Zenvoices and used when booking the purchase invoice line in KING ERP.
Workaround for older King Web services
The field “purchase unit” is supplemented with “(Zenvoices)” for differing units due to limitations in King Web services 5.63a and earlier. In this case the purchase unit field of a purchase invoice line in KING ERP is filled with the suffix “(Zenvoices)” when the corresponding purchase order line uses a purchase price “per x number of inventory units”.
Receipt settings
Disable “Allow creating purchase invoice” via Inventory > Master data purchasing > Receipts.
Negative prices
Avoid negative prices in purchase orders.
They are converted to a positive price with a negative quantity, which affects control. In KING ERP it is not possible to book purchase invoices with negative prices, just like in Zenvoices. These lines are converted to a booking line with a positive price and a negative quantity.
Rates in purchase orders
Advice: use rates only for purchasing or only for sales. Our recommendation is to use a rate only for purchasing or only for sales to prevent incorrect use of VAT codes.
Invoice insight at goods receipt
A column is available showing how many times an item has been invoiced.
Only the Zenvoices archive is consulted.
Error when creating invoice lines?
Delete the booking in KING ERP and export it again from Zenvoices.
19. Points of attention for automatic matching with goods receipts
Is an order received via multiple goods receipts? Then multiple transaction lines are added.
Is only part of an order received, but is the full order invoiced? Then only the line that was actually received is matched.
Does the price on the invoice differ from the order line? Then the price from the invoice is used. The purchase invoice review flags this line as incorrect.
Does the invoice show the supplier item number instead of the item number? Then it's still matched.
Are more quantities invoiced than included in the goods receipt? Then no automatic match is made. In that case, you can select the goods receipts manually.