(Process Batch) Order Status
When an order is entered the Order Status is defaulted to the user default. You can amend the status by drilling down on the Order Status List and selecting another valid status. You can then select whether the transaction is an order, a credit note or self billing. An urgent flag is a further option.
Change Header Status
The Header Status of a batched order can be changed by either editing the order from the batch or by running the change header status routine. You can load in all the batched transactions that meet the criteria and then multi-select the transactions to update. You can select the drill-down to view the list of available statuses.
There are several types of Status. Each Status is given a level. The level is mapped to the user's level defined in System Control so that each user can only see the statuses that match their level. When you have Access Delta integration unlocked, additional Status relevant to WMS are shown.
Security Profiles
The default order status and level is enabled in Profiles using Change Header Status and/or Define Header Status. The default order status and level is set in Global Options by selecting the toolbar button.
Define Header Status
Order Status List
This is a list of all available header statuses. If you have sufficient User Privileges, you can add new status as required.
Hold
Cannot be processed, will batch the order
Authorise Receipt
Can be processed via the Receipts Batch, part processed in the Orders batch and is not available in the Invoices batch. An order processed live can be receipted but not invoiced
Authorise Invoice
Can be processed via the Invoices Batch, part processed in the Orders batch and is not available in the Receipts batch. An order processed live will be batched as it cannot be receipted
Full Process
Can be processed through any batch or posted live.
Self Billing/ Agency Invoice
In certain cases, the Self Billing/ Agency Invoice is available. The Self Billing/Agency Invoice option can only be used if the Supplier meets the conditions set by HMRC in HM Customs and Excise Notice 700/62 Self Billing.
Self Billing is an arrangement between a Supplier and a Customer in which the Customer prepares the Supplier's Invoice and forwards a copy to the Supplier with the payment.
You can only issue self-billed invoices to your Suppliers if:
they have agreed to this method of accounting; and
you can meet all the conditions set by HM Customs and Excise.
The HM Customs and Excise Notice 700/62 Self Billing contains the rules for self-billers.
Self Billing in Access Accounts
Self Billing Purchase Orders are created and processed in the same way as a normal Order except, at the point at which the Purchase Order would be printed, a Self Billing Invoice is printed. This is designed to print as if it was an Invoice from your Supplier to you, and will show the Supplier’s VAT Number.
It is not necessary to have the VAT registration number of the Supplier in order to be able to generate a Self Billing Invoice.
If you wish to use Self Billing for non-VAT registered Suppliers, then we recommend that the VAT Rate of 0 is selected as a default on the Supplier record - VAT window.
To enter a Self Billing Invoice:
Enter a Purchase Order.
On the Header window select Self Billing/Agency Invoice from the Status menu (just above the delivery address).
Complete the processing.
The Self Billing invoice will be produced immediately, even if the Order is to be batched.
If the Supplier is registered for VAT and their Supplier record contains a VAT registration number: the Self Billing invoice will contain the VAT number and the following text 'The tax shown is your Output Tax due to Customs & Excise'.
If not batched, the Delivery can be updated and Invoice posted to the Supplier account.
If sent to the batch, processing can be completed from the batch in the usual way.