Restriction on Purchase/Sales transactions on the basis of PAN No

In Sage X3, we have a standard “PAN No” field in the Customer and Supplier master. One of our client requested to add one field i.e. “(Total) Invoice Amount” in the header level of Sales Invoice, Sales Order, Purchase Order and Purchase Invoice transaction screens which will reflect the total amount booked for the respective customer/supplier under current fiscal year and this customization will work on the basis of PAN No saved in the Customer/Supplier master.

For amount calculation of particular customer/supplier, only posted Invoices will be considered. If the total amount exceeds 50 lakhs, then at the time of entry creation, it will generate a pop-up message “TCS is mandatory at tax level 3” for the current transaction.

Now, we will see how this customization will work on Purchase Transactions.

Refer the below screenshot of the Supplier master in which same PAN No “PAN0003” is saved for the suppliers V01994 (TEST 6) and V01995 (TEST 7) and these are the newly created suppliers which are not having any transaction history.

New Stuff: Approved Label in Sage X3

[Supplier Master]
[Supplier Master]

After that we have created and posted a new Purchase Invoice entry of ‘1 lakh’ amount for Supplier V01994.

[Purchase Invoice for Supplier - V01994(1lakh)]
[Purchase Invoice for Supplier – V01994(1lakh)]

If you have observed in the above screenshot, in the header of the invoice, total amount for fiscal year is ‘0’ for the supplier V01994 as it is the first transaction for this supplier. After successfully posting the invoice for V01994, we have created and posted a new Purchase Invoice entry of ’50 thousand’ for supplier V01995.

[Purchase Invoice for Supplier - V01995(50k)]
[Purchase Invoice for Supplier – V01995(50k)]

As you can see in the above screenshot, in the header of the invoice, total amount for fiscal year is ‘1 Lakh’ for the supplier V01995. Because PAN No for both the suppliers is same. So, it is considering 1 lakh of the posted invoice which was created earlier for the supplier V01994.

After this, we have created one more invoice entry for Supplier V01995 with the amount ’50 lakhs’ and posted the same invoice.

[Purchase Invoice for Supplier - V01995(50lakhs)]
[Purchase Invoice for Supplier – V01995(50lakhs)]

After posting the previous invoice, total amount for fiscal year is ‘1,50,000’ for both the suppliers V01995 and V01994.

Now, we will check the working of the condition entered if the total amount exceeds 50 lakhs, then at the time of entry creation, it will generate a pop-up message.

[TCS Mandatory Pop-up Message]
[TCS Mandatory Pop-up Message]

As shown in the above screenshot, we tried to create a new Purchase Order entry for supplier V01994 and total invoice amount for current fiscal year is 51,50,000 rupees as per our previous transactions done for both the suppliers. It has exceeded the 50 lakhs amount limit and due to which we are getting the “TCS is mandatory at Tax Level 3” pop-up message while creating the Purchase Order entry. It will not allow you to create Purchase Order or Invoice transactions for those suppliers until you enter TCS tax rate in the Tax 3 field. Similarly, we will use this customization in the Sales Order and Invoice Transactions on the basis of Customer’s PAN No.

Hence with the help of this customization, Purchase/Sales transactions will be restricted if the total invoice amount of the Supplier/Customer exceeds 50 lakhs on the basis of PAN No.