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This text refers to program version 6.2  

Inspecting and Approving Invoices

Before you send an Invoice to a Customer, you should check and approve it, to ensure that the Customer is charged for the correct things. Approving an Invoice causes it to be inserted into your Accounts Receivable. Incoming payments can only be registered against approved Invoices.

When you approve and save an Invoice, if so defined in the Sub Systems setting in the General Ledger, a Transaction will be created and automatically transferred to the General Ledger. This Transaction will be assigned a journal number that is the same as the Invoice Number, and is described on the General Ledger Transactions from Invoices page.

There are two ways to approve an Invoice:

  1. With the Invoice on screen, click the OK check box and then [Save].

  2. Select an Invoice by clicking on it in the 'Invoices: Browse' window, and select 'OK' from the Operations drop-down 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.

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After approving an Invoice, you will no longer be able to change it.

In multi-user systems, you can use Access Groups to control who can approve Invoices and Credit Notes. To do this, deny access to the 'OKing Invoices' and 'OKing Credit Notes' Actions respectively.

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