Invoice Register (PIR) Introduction
The purpose of the Invoice Register module is to track the Purchase invoices and credit notes you receive. These can be documents associated with transactions you have entered directly into the Purchase Ledger or those entered via Purchase Order Processing.
Details from the invoice or credit note should be entered into the Invoice Register as soon as they are received.
The System Options for the Invoice Register define the route the registered document must take before being updated to the Purchase Ledger batch. This can be from 1 to 3 stages of approval and will involve either the entry of order details or matching to a purchase order.
At each stage, a specific approver can be selected or can be any approver from a specified group of approvers.
If not approved, invoices and credit notes can be flagged as rejected and a reason for the rejection entered.
Depending on whether the Working Periods feature is enabled and on your Security Profile permissions, it may be possible for you to continue to post financial changes, for month end procedures, even after the posting period has been advanced; in this situation the Period becomes a drop-down and you can select the appropriate period.
Getting Started
Set up: Set the approval process in System Options for Invoice Register.
Initially, no approval process is defined by default and you must change these settings to work with Invoice Register.
The approval stages for Purchase Ledger transactions and Purchase Order transactions are set separately and can be different. A minimum of 1 approval stage must be set for each.
Approvers: Set the approver types for the Users.
Registering invoices: As soon as a Purchase invoice or credit note is received, you should register it in the system.
Once you have saved the details, you will be prompted to specify the Approvers for the transaction. Depending on your Invoice Register system Options, you can assign specific approvers or approver groups to approve the invoice at each stage.
If you wish to change the details for the already entered invoice or order, you can amend the Invoice Register entries.
Approval: As the transaction is approved at each stage, details are added so that the approval status of the transaction can be seen at any time.
If used in conjunction with the Purchase Order Processing module, invoices can be matched to orders before updating to the Purchase Ledger batch.
Rejection: Invoices and credit notes can be flagged as rejected and a reason entered. You can either define the reasons in the Rejection Dictionary and select or enter them.