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  13. Maintain invoices

Maintain invoices

This program allows maintenance of Unapproved (U), Held (H) and Other (O) invoices. Unapproved invoices that are registered on the system can be maintained, approved or rejected. All unapproved invoices can be viewed, or only the unapproved invoices for a specific creditor can be viewed. The systems In Use Flag can be either set to Yes or No. This flag setting happens when details are accessed via this program. Selection of Yes prevents an invoice being accessed for maintenance by more than one person at the same time.

Held invoices can be maintained with changes permitted to the payment terms, hold invoice flag and comment fields. The held invoice can also be taken off hold.

Other invoices can be maintained with changes permitted to the payment terms, hold invoice flag and comment fields for unpaid invoices only (invoices with an outstanding balance).

Maintain an unapproved invoice

  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Maintain Unapproved Invoices. APE015 Maintain Invoices selection panel appears. 
  2. Enter/select the following information, as necessary.
Field Description
Company  Company code can be used to select invoices for a specific company. 
Maintain invoices  Indicate the type of invoice to maintain: Unapproved, Held, or Other.
Sequence 

In Maintain Unapproved Invoices, details can display in one of two sequences:  Document or Creditor reference (which is Creditors invoice or Credit Note number).  If sequence is to display by creditor reference a creditor number must be entered in the above field.
  1. Select Unapproved and click OK. APE015 Maintain Invoices – Unapproved panel appears, displaying invoices and credit notes with status Unapproved. 
  2. Select the document to be maintained and click option Change. APE010 Invoice (or Credit Note) Entry/Maintenance panel appears to maintain selected document. Maintain the changes and click OK to save the changes.
View other tasks available for AP invoices

For any of the tasks tabled below, follow the instructions provided.

If you want to… Then…
Approve an invoice

When approving an unapproved invoice, if tax details per dissection have been entered, the total of detailed tax amounts validates and updates to the header tax amount.

  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Maintain Unapproved Invoices. APE015 Maintain Invoices selection panel appears. 
  2. Enter the header details; select Unapproved and click OK. APE015 Maintain Invoices – Unapproved panel appears displaying invoices and credit notes with status Unapproved.
  3. Select the document to be approved and click option Approve.
Note

If maintenance is not required prior to approval, then an authorized person is able to approve the invoice and the message Documents have been approved successfully will display. If the account is linked to other modules, e.g. Book Production, Royalties or Shipping, then maintenance is required prior to approval. If maintenance is required the system will display the following message: Invoice(s) require maintenance prior to approval.  To maintain the invoice click Change. This changes information related to the selected tax code. Allocate expenses directly to the relevant commitment without having to exit to the General Ledger system.  For example a project commitment number must be entered along with the amount to be allocated to this project.  The total allocated amount should equal the General Ledger account total.

The invoice status is changed from U for Unapproved to O for Outstanding and it becomes available for payment when due. Approval is not allowed if a discrepancy is found. 

 
Reject an invoice
  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Maintain Unapproved Invoices. APE015 Maintain Invoices selection panel appears. 
  2. Enter the header details; select Unapproved and click OK. APE015 Maintain Invoices – Unapproved panel appears displaying invoices and credit notes with status Unapproved.
  3. Select the document to be rejected and click option Reject. APE015 Maintain Unapproved Invoices panel is displayed to confirm rejection.
  4. Click OK to confirm rejection. This rejects the selected invoice.
Note As with the Approval of invoices, the indirect way of cancelling an invoice is through the Change option, which allows for the details to be viewed first.  Rejection changes the invoice status from U for Unapproved to R for Rejected. 

 
Print authorisation list

A print option is available for the generation of authorisation sheets for those invoices that have been maintained.  A system flag determines whether an invoice authorisation sheet has been printed or not.  An authorisation sheet can also be reprinted if needed.

  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Maintain Unapproved Invoices. APE015 Maintain Invoices selection panel appears. 
  2. Enter the header details; select Unapproved and click OK. APE015 Maintain Invoices – Unapproved panel appears displaying invoices and credit notes with status Unapproved.
  3. Select the document for which authorisation list is to be printed and click Print Aut List. This prints the authorisation list.

The following details are printed on the authorisation list.

  • Creditor number, name and address
  • Invoice number
  • Invoice amount, discount and tax component
  • Company
  • General Ledger Account and amount
  • Particulars
  • Project number
  • Commitment number and amount
  • Checked by
Maintain held invoices

Approved invoices can be placed on hold to prevent it being paid or an approved credit note to stop it being taken up. Held invoices can be maintained with changes permitted to the payment terms, hold invoice flag and comment fields. 

  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Maintain Unapproved Invoices. APE015 Maintain Invoices selection panel appears. 
  2. Enter the header details; select Held and click OK. APE015 Maintain Invoices – Held panel appears.
  3. Select the invoice to be maintained and click Change. APE015 Invoice Entry/Maintenance panel to allow payment terms or hold invoice to be changed appears.
  4. If the invoice no longer requires to be placed on hold, change the hold invoice flag from Y to N and click OK. This will immediately change the status of the document from Held to O= Open.
Release held invoices
  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Maintain Unapproved Invoices. APE015 Maintain Invoices selection panel appears. 
  2. Enter the header details; select Held and click OK. APE015 Maintain Invoices – Held panel appears.
  3. Select the invoice to be released and click Release. 

This will immediately change the status of the document from H to O= Open and the invoice will be removed from the list of held invoices.
Maintain other invoices
  1. In the menu, expand Base Modules > Accounts Payable > Entry and double-click AP Maintain Unapproved Invoices. APE015 Maintain Invoices selection panel appears. 
  2. Enter the header details; select Other and click OK. 
  3. Select the invoice to be maintained and click Change.
Note  Changes can be made to the payment terms and the hold invoice flag only.  If comments are required it can be entered.
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