Invoice approvals
An invoice approval groups the amounts enabled for invoicing. It records the progress or amount enabled for invoicing; on its own it doesn't create an invoice.
Invoice approval types
- Purchase invoice approval: on purchase order items.
- Sales invoice approval: on sales order items.
Create an invoice approval
Access: Finance → Invoice approvals
Select New invoice approval .
Choose the type: Purchase order or Sales order .
Fill in the general data: issue date, invoice number and date, confirmation code (if any), owner, and comments.
Add the available items .
For each item, state the received portion by quantity , percentage , or amount .
If the remaining balance won't be received, check the option to close that item's invoice approvals.
Review the total and save.
You can't group invoice approvals across several suppliers or different orders into a single one.
Sytex ensures the accumulated approved amount doesn't exceed the item total: you can create several partial invoice approvals until you complete the available amount. A pending invoice approval reserves the selected amount so another one can't take the same balance.
Status flow
To be confirmed: entry and editing.
Sent: sent for review; locked for editing.
Confirmed: invoice approval accepted and posted.
Processed: administrative handling finished.
From Sent it can also move to Rejected or Cancelled. A rejected invoice approval can be reopened as To be confirmed to fix it.