The Post Invoices list displays all Ready to Post invoices that you have the right to view. It contains selection boxes that enable you to post more than one invoice transaction at a time.
On the Financials menu , under Invoices, click Post Invoices.
To create a new invoice, click and then complete the Transaction Data Entry form.
To view the details of an invoice, on the Post Invoices list:
For the printable invoice, click its row.
For the Operations invoice, in the Description column, click its link.
Approving, Posting, or Rejecting Invoices
To approve, post, or reject invoices, you must have Module Rights Approve an Invoice, Post an Invoice, or Reject an Invoice. Approving, posting, and rejecting invoices can be limited to particular invoice types with configuration flags.
From the Post Invoices List
In the Action column of the Post Invoices list, click Post and then enter a Comment, if required. The Transaction Data Entry form opens; the Accounting Date field defaults to the current date, but you can change it.
To post more than one invoice at a time, select the check box in front of each invoice you want to post and then click Post at the top of the list. After invoices are posted, you have the option to print a summary report, transaction records, both, or neither.
From Invoice Details
Do one of the following:
- Click and then enter a Comment, if required.
- Click and then enter a Comment, if required. The Transaction Data Entry form or Journal Entry form opens, so you can post immediately.
- Click and then enter a Comment that tells the reason for the rejection.
To reverse invoices, you must have Module Rights Reverse an Invoice and Reverse a Payment. Reversing invoices and payments can be limited to particular invoice types with configuration flags. Note: Payments must be reversed/cancelled first, then invoice reversed, before the invoice can be deleted.
You can Reverse invoices in multiple ways. Some invoices may be included within other invoices. (Such as Despatch/Demurrage being included in a freight invoice)
From the Transaction Summary List
To reverse one or more invoices, select the check box in front of each invoice you want to approve and then click Reverse at the top of the list.
From the Transaction Data Entry Screen
Perform the following:
Right-click the payment line item (if one exists), click
to open the payment, click
, then enter a Reversal Date and then enter a Comment, if required.
Return to the transaction, click
, then enter a Reversal Date, Reversal Invoice No., Reversal Reason, and Reversal Note if any are required.
Invoice Approvals by Type
Specifies whether the control of invoice approval by type is enabled or not; adds an Invoice Approval Types control list to the Object Rights tab in Security, to grant users rights to approve specific types of invoices. On the Approve Invoices List and Transaction Summary, if a user does not have approval rights for an invoice type, the Review link will not be available for those invoices.
Invoice Postings by Type
Specifies whether the control of invoice posting by type is enabled or not; adds an Invoice Posting Types control list to the Object Rights tab in Security, to grant users rights to post specific types of invoices. On the Post Invoices List and Transaction Summary, if a user does not have posting rights for an invoice type, the Post link will not be available for those invoices.
Invoice Rejects by Type
Add Security Object Rights to reject specific invoice types per user/group.
Enable Merged Statement CFGActEnableMergedStatement
When enabled, multiple invoices can be posted as a merged statement if Invoice Type, Counterparty, Currency, and Company match.
No Comments on Invoice Approval CFGNoCommentsOnInvApproval
When enabled, there will be no option to add comments when approving an invoice. This does not apply to rejecting an invoice.
Lock Financial Invoice After Approval CFGLockFinancialInvoiceAfterApproval
When enabled, no further changes can be made to the Financials invoice (Transaction Data Entry form) after the invoice has been approved. The invoice can still go through a subsequent approval process, or be rejected, but no data can be changed.