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

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

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

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

  4. The Purchase Invoice will be locked, so that you will no longer be able to make any changes to it (except to a few fields).
There are two ways to mark an Invoice as OK:
  1. When viewing a Purchase Invoice, click the OK check box and then save the record; or

  2. Highlight one or more Invoices in the 'Purchase Invoices: Browse' window and select 'OK' from the Operations menu.
You can use Access Groups to control who can mark Purchase Invoices and Purchase Credit Notes as OK using either method. To do this, deny access to the 'OK Purchase Invoices' and 'OK Purchase Credit Notes' Actions respectively.

If you need Purchase Invoices to pass through an approval process before you can mark them as OK, you can configure such a process using the Approval Rules register in the Business Alerts module. Please refer to the description of the Approval Status options on the 'Inv. Address' card of the Purchase Invoice window for brief details about the approval process and here for full details.


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