InvoiceApprove
Approve Invoices
Invoices can be approved individually or bulk approved to approve many invoices at once. Once approved, the invoice approval cannot be undone. The cardlines on the invoice are committed to the account ledgers for accounting purposes as defined on each cardline. The invoice will then be automatically sent to the customer (depending on the Invoice Method settings).
Note: Once an invoice is approved, it is committed to the account ledger and cannot be undone.
Approve – Do Not Send
The system also allows you to approve customer invoices but not send them to customers irrespective of the customers’ Invoice Method. Approve and do not send is available when approving invoices individually or in bulk. The system processes the invoices in the same way, but simply does not send them. This may be helpful if the invoice amount is very small, or if the customer has notified that they will be away for a period of time etc.
To Approve an Invoice
- On the Invoice Management page, review and confirm you are satisfied with the invoice details, cardlines and charges (see Invoice Cardline Management).
- Review the Due Date and Issue Date in the Set Invoice Dates section.
- Tick the Reset Issue Date to Today and Due Date as per terms when approved check box, if required. The system will then automatically update the invoice Due Date and Issue dates.
- Alternatively:
- Enter an updated Due Date. A calendar tool will appear to allow you to select the required invoice due date. This date will appear on the Invoice as the Payment Due Date.
- Enter an updated Issue Date. A calendar tool will appear to allow you to select the required invoice issue date. This date will appear on the Invoice as the Date of Issue.
- Click the Save Dates button to save the updated dates. A message will display at the top of the screen informing that the issue and due dates have been updated for the invoice.
- Click the Approve button. A message will display prompting you to confirm you wish to approve this invoices.
- Click the Yes button to confirm the invoice approval. The Invoice List page will re-display, showing a message at the top of the screen stating that the Invoice has been approved and logged under a journal entry.
- Click the No button to cancel the invoice approval.
- Alternatively, click the Approve Do Not Send button. The Invoice List page will re-display, showing two messages at the top of the screen; one stating that the Invoice has been approved and logged under a journal entry; and the other stating that the invoice will not be sent.
