Before an Invoice is sent to a Customer, it should be checked and approved, to ensure that the Customer is charged for the correct things. The approval causes the Invoice to be inserted into your Sales Ledger.

When an Invoice is approved, if so defined in the Sub Systems setting in the Nominal Ledger, a transaction is created and automatically transferred to the Nominal Ledger. This transaction will be assigned a journal number that is the same as the Invoice Number.

The Sales Ledger is organised so that only approved Invoices are available for the registration of incoming payments. There are three ways to approve an Invoice:

With the Invoice on screen, click the OK check box.
Select an Invoice by clicking on it in the 'Invoices: Browse' window, and select 'OK' on the Operations menu. By holding down the Shift key you can highlight a batch of Invoices to approve at a single stroke using this method.
Use the 'OK Invoices' Maintenance function to approve a range of Invoices.

!	After approving an Invoice, only the Salesman, Last Reminder Date, Reminder Level and Comment fields may be altered.

You can choose to have an Activity created automatically when each Invoice is approved. 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 initials of the current user will appear in the Cc field of the Activity.

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After approving an Invoice, only the Salesman, Last Reminder Date, Reminder Level and Comment fields may be altered.