Daily Close Invoice Approval
Back Office Menu -> Daily Close
Menu -> Daily Close Invoice Approval
This utility is only available if Approval Codes have
been setup in the Daily Close 1 Approval
Codes to activate the processing that allows invoices to be
monitored before posting for specific sensitive customers.
This process sets a Hold flag when Daily Close 1 is run on all invoices for these
customers and until an invoice is approved and the hold is
released, the invoice does not print the dollar values nor does it
post, with the exception of W.O. Invoices.
W.O. Invoices do print the amounts and totals for the service
performed but the invoices will still be flagged On Hold for the
Daily Close Invoice Approval alert.
If Crystal or Jasper forms are used to print the invoice before
it is approved, the comment associated with the Daily Close 1 Approval Codes replaces the document
title in the header and also prints in the footer.
After it is release, a final invoice with pricing is automatically
printed during the Daily Close 1
posting.
Once the Hold flag is removed the final invoice is posted
and automatically prints with dollar amounts in the next Daily Close 1.
This work screen can be used to view the current invoices by
Approval Code and to update the Hold information, including
the Hold flag and dates.
Note: This feature does not apply to Credit Invoices that post
through Credit Daily Close 1.
The prompts are:
-
- APPROVAL CODE
- Leave this field blank to include all current invoices for
customers requiring Approval, or to narrow the invoice list, enter
a specific approval code or select one from the drop-down list as
setup in Daily Close 1 Approval Codes.
STARTING INVOICE#
- Leave this field blank to all invoices, or enter an invoice
number for a preferred starting point.
Invoices are listed in invoice number order.
INVOICE HOLD STATUS
- Select one of the following hold options:
- Select On Hold to list only invoices in the range that
are currently flagged to be held back from posting.
- Select Off Hold to list only invoices in the range that
are not on Hold and will be included or flagged in the next
Daily Close 1 posting run.
- Select Both to list all current invoices in the range,
regardless of the Hold flag.
Note: Invoices that have been entered recently since the last
Daily Close 1 and the Hold flag may
be pending, are identified with an * (asterisk) and are included in
all views.
Invoice Details
- The resulting invoice list is displayed as follows:
- SEQ
- The sequence number tracks the number of invoices in the
table.
INVOICE
- The invoice number displays.
A window is provide to drill down to the invoice information and
source as outlined in View Document
Information.
DIV
- The invoice division is displayed.
The invoice list does respect Divisional
Restricted Views defined for the operator.
BILL TO
- The customer's billing name from the invoice is displayed.
CODE
- The Approval Code controlling invoices for this customer
is displayed.
HOLD
- The current Hold flag is displayed and can be reset to
hold or release the invoice as required.
Uncheck this box to release an invoice from hold.
The Inv Date becomes accessible and can be adjusted.
The operator code is tracked in the expanded invoice record as the
Last Approver with the Last Date. This information
can be viewed in the Customer Account
Inquiry and in the invoice header in View
Document Information.
Check this box to set the Hold flag on the invoice to
prevent posting.
The Hold Date is assigned today's date but can be over-typed
as required.
Note: If the Hold flag is removed the final invoice will
automatically print or email with dollar values the next time
Daily Close 1 is run.
DC1
- Invoices that have been entered recently since the last
Daily Close 1 was run, will not yet show
as on Hold, but will be identified with an * (asterisk).
However because they have not yet been approved either, when the
next Daily Close 1 is run they will be
caught then and flagged to hold as of the Daily Close date.
INV DATE
- This is the date of the invoice, and will become the posted
date in the G/L and A/R, regardless of the actual day that the
posting occurs.
It is display only, until the Hold flag is removed. The
operator can then update the invoice date.
The date restriction for the invoice is respected as outlined in
Date Range Control for module RSIH.
HOLD DATE
- This date is initially set when the invoice is identified in
Daily Close 1 and put on Hold, or
when the hold flag is manually set.
It indicates how long the invoice has been held back, and is used
to determine when invoices should be release automatically,
according to the Held Days defined in Daily Close 1 Approval Codes.
This date can be modified as required.
Note: No date will be displayed if the invoice is new and has
not yet been flagged as on Hold in the Daily Close 1, but these invoices are flagged with
an * (asterisk) in the DC1 column.
COMMENTS
- A window is provide to view and maintain the comments on the
invoice as outlined in Invoice
Comments.
SALESMAN
- The Salesman code assigned to the Invoice is displayed.
This provides the option to set an alternate Salesman at the
Contract level and then all resulting Invoices would be assigned
that Salesman to be approved by him.
LAST APPROVER
- Click the EXP/CON button to view the operator
that approved and released the Hold flag on the invoice.
- LAST DATE
- The date that the Hold flag was released is
displayed.
Finished?
- Click ACCEPT to accept and exit the screen.
ACTIONS:
Additional actions provided by buttons on
the Daily Close Invoice Approval utility include:
Topic Keyword: RSIH25 (4044)