Amend Entries
The Amend Entries window enables you to:
View the approval status of Invoice Register entries
See if the entry has had details entered or been matched
Make changes to the Invoice Register entry
Change the type of the Invoice Register entry
Change the Approver where an entry has been rejected
Invoice Register Selection
To search for the required Invoice Register entries:
Select Amend Entries to open the Invoice Register Selection and Amend Entries list windows.
Enter the search criteria in the Invoice Register Selection window.
Choose which transactions you want to Find, where your choices are All, Purchase Ledger, or Purchase Order.
Enter other criteria as appropriate to filter your results.
The default search for Year is 'All Years'
You can specify only Invoices, or only Credit Notes, and can further refine by Rejected Only, e.g. only Rejected Invoices.
Click the Display icon to list the matching transactions in the Amend Entries window.
Select an entry to display details in the foot of the window.
Amend Entries
Edit
Click this button to open the transaction for editing.
Where no detail has been entered then the standard PIR Entry form is opened, and on saving the transaction after making changes then the Status is reset to Awaiting Approval 1,
Where the transaction is for Purchase Ledger and detail has been entered then the PIR Entry form with details is opened,
Where the transaction has been matched to a Purchase Order then the transaction cannot be edited.
Change Approver
This button is only available where a single entry has been selected that has been rejected. Clicking on the button will open a list of Approvers relevant to the stage at which the entry has been rejected so that you can select an alternative. Once you have selected an Approver and confirmed, the entry will be reset to waiting approval at the previous stage by the new Approver.
Delete
On selecting to delete a transaction where no detail entry/matching has taken place, you must confirm that you want to delete the selected transactions.
If the transaction has been approved, then a further message is shown advising that the Invoice has been approved and you must confirm again that you want to delete.
If the transaction has had detail entered and has not been rejected, you cannot delete.
If the transaction has had detail entered and has been rejected, you must confirm that you want to delete the selected transactions.
If the transaction has been matched to an order, you cannot delete.
Sort By
Clicking this button reveals a list of Column Headers. You are able to choose your sorting order by selecting a column header from the list, i.e. Due Date, Rejected, etc.
Viewing the approval status
The User ID is displayed under the Approval Stage 1,2 or 3 in the Approver column in the Amend Entries window. This means that the transaction is approved by that User for that approval stage.
In the footer, the notes will show rejection codes and reasons.
Checking if details entered or matched to order
The User ID is displayed under the Matched/Detail By column in the Amend Entries window. If no User ID is displayed, then that transaction has not had the details entered or been matched to order.
Approving in FocalPoint
When Approve in FocalPoint is enabled in Invoice Register Options then PIR Auto-match to Orders is not available.
If approvals are done in FocalPoint, then a transaction can only be amended in Accounts if it has been rejected.
When editing an invoice where approve in FocalPoint is enabled, on saving the invoice the list of approvers presented is based on the FocalPoint approval process, taking into account the invoice stage. So, for example, if 'Approver 3' rejects the invoice it is flagged as rejected and can be amended in Accounts or FocalPoint. If amended in Accounts, on saving the approver list is re-displayed showing the relevant approvers from Stage 2.
Making changes to the Invoice Register entry
Transactions that have not yet been fully approved or matched to orders can have their details changed.
To make the changes:
Select the entry from the Amend Entries window and click Edit. The entry will be opened for you to make any changes. Changing any of the total values will cause any existing approvals to be removed and the entry will be returned to the first level of approval.
If Net + VAT do not equal Gross (or Net is not equal to Gross where Acquisition Tax is applicable), you are prompted and given the choice to either continue (e.g. where a supplier has made a mistake) or return and correct the values.
Once you have made the changes, click OK to save the changes. The Approver Selection window will be displayed to select the Approvers.
Select the Approvers from the list and click OK to save the changes.
If you amend a rejected Invoice Register entry, the Rejected flag will be taken out and you will be prompted to select the approvers for all the available approval levels.
Invoice Register Entry Options
Not all the Invoice Register Entry Options will be applicable to the type of Invoice Register entry you are amending.
Only those options that are applicable to the type will be applied.
Others will be ignored.
Entries that have not had details entered or been matched to orders can be deleted by selecting the entry and clicking the Delete icon.
Changing the type of an Invoice Register entry
The type of an existing entry can be also be changed, i.e. from For Purchase Ledger to For Purchase Orders or vice versa.
Workflow Forms on Transactions
Any WFF associated with the transaction will automatically display as a popup window for initial entry. Existing WFF can then be edited by clicking on the Workflow Form button. If no WFF is associated with the transaction, the window will not display.
WFF can be attached to:
The transaction Header - the WFF will display on initial tab off, and can also be opened by clicking the Workflow Form button.
Transaction Detail lines - the WFF will display on initial tab off to a new line, and can also be opened by clicking the Workflow Form button.
The transaction Save - the WFF will display when clicking Save.