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Inspecting Invoices, Marking as OK and Posting to the Nominal Ledger

After entering an Invoice and checking that it is correct, you should mark it as OK and save it, before you sending it to the Customer. This will have the following consequences:
  1. The Invoice will appear in debt management reports and statements (unless it is a Cash Note).

  2. You will be able to receive payments or issue Credit Notes against the Invoice.

  3. If so defined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Invoices setting, the Invoice will be posted to the Nominal Ledger (i.e. a Nominal Ledger Transaction will be generated from it automatically, posting to the Debtor, Sales and Output VAT Accounts).

  4. The Invoice will be locked, so that you will no longer be able to make any changes to it (except to a few fields). Exceptions to this rule include the Disputed check box, the Due Date and Attention fields and, subject to access rights, the Salesman field on the 'Terms' card, the Delivery Mode and Delivery Terms fields on the 'Del. Terms' card, the No Interest and No Reminder check boxes on the 'Identifiers' card, the Language, Reminder Level, Last Reminder Date and Comment fields on the 'Price List' card and the Invoice and Delivery Address, VAT Reg. No., and the Telephone and Fax Numbers.
There are three ways to mark an Invoice as OK:
  1. With the Invoice on screen, click the OK check box and then [Save].

  2. Highlight an Invoice in the 'Invoices: Browse' window and select 'OK' from the Operations menu. By holding down the Shift key while clicking, you can highlight a batch of Invoices to approve at a single stroke using this method.

  3. Use the 'OK Invoices' Maintenance function to mark a range of Invoices as OK.
You can choose to have an Activity created automatically whenever you save an Invoice that you have marked as OK. This is controlled using the Activity Types, Subsystems setting in the CRM module: please refer here for full details. The Task Type of each new Activity will be To Do, and the Symbol will be Other. The Start Date of the Activity will be the Due Date of the Invoice, and the Person will be the Sales Person from the Invoice. The Signature of the current user will appear in the Cc field of the Activity. The Invoice and the Activity will be connected to each other through the Link Manager and Workflow Manager. When reviewing the Activity, you can return to the Invoice quickly and easily using the Link Manager in the Activity, while you can open the Activity from the Invoice using the Workflow Manager.

You can use Access Groups to prevent certain users from marking Invoices and Credit Notes as OK. To do this, deny them access to the 'OK Invoices' and 'OK Credit Notes' Actions respectively. You can also control whether it is possible to mark an Invoice as OK if the gross profit of at least one Item is less than a specified percentage. Please refer to the GP Below Minimum Alerts page for details about this feature.

If you need Invoices to pass through an approval process before they can be marked as OK, you can configure such a process using the Approval Rules register in the Business Alerts module. You should configure separate Approval Rules records for Cash Notes (Invoices with a "Cash" Payment Term), Credit Notes and all other Invoices. If you do not create a record for Cash Notes, for example, the Approval Rules for Invoices will not be used in its place. Please refer to the description of the Approval Status field on the 'Inv. Address' card of the Invoice window for brief details about the approval process and here for full details.

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The Invoice register in Standard ERP: