Supplier Invoices

Overview

Supplier invoices are either copied from a Purchase Order or a Goods Received Transaction. 

Checklists

Overridable checklists has been added to the Transactions. These are automatic checks that can be overridden by specified users. These checks are put in place to indicate possible User/ supplier errors or fraudulent activity. 

• Date - Transaction future dated, or back dated past a month ago. 

• Duplicate SI No  - Checks if there are any Supplier Invoices with the same No. 

• SI Qty = GR Qty 

• SI Amt = PO Amt 

• SI Qty - REQ Qty

• SI Sup = REQ Sup

• SI Price = REQ Price

• Category - An Automatic Checklist that compares the Category on the Purchase Order  to the Category  on the REQ.

• Extra Charges. - An  Overridable checklist that looks for items that were manually added to a supplier invoice transactions (Not copied from other transactions)

Approvals  (Proposal - Bronwyn to confirmed)

• We deactivate the Status Field on the Supplier Invoice. This makes sure that nobody can manually change the status of the Supplier Invoice. 

• The supplier invoice is created in a pending status. 

• We added a Approval Required Status to the Supplier Invoice module. When there are any discrepancies between Qty, Prices or extra charge items that require approval, navigate to Actions > Request Approval.  This will set the Status of the Supplier Invoice to the Approval Required Status.

• Bronwyn will be able to see the Supplier invoice that need approval on her Web App. 

• Once approved the Supplier Invoice will go to an Active Status.

• For any further Amendments the user will need to pend the Transaction by navigating to Actions> Pend Transaction.  This will reset the Approval process.

Statuses

Depending on the situation, a supplier invoices can be cancelled, Reconciled or Debited.  Due to the status being deactivated, Status changes will be actioned as follows. 

• Pend Transactions - navigating to Actions> Pend Transaction

• Cancel Transaction - navigating to Actions> Cancel Transaction

• Complete Transactions - navigating to Actions> Complete Transaction

• Reconcile Transactions - navigating to Actions> Reconcile. 

• Debited - Can only happen when copying the Supplier invoice to a Supplier Debit Note

Note. Status changes can also be done in batches using the batch update functionality, Note this overrides all checks in the database and should be used with caution