The Invoice Register Options are described below and, once set, the Invoice Register set up is system wide.

The options can only be changed when there are NO batched transactions waiting for approval or matching or detail entry

This tab is not used in Invoice Register Options. It is reserved for future use.

If this option is set, then any Invoice Register entry that has been matched to a Purchase Order where the invoiced quantity is greater than the delivered quantity, is automatically placed on query.

The invoice cannot be paid until the query flag is removed.

This option is defaulted to On. If de-selected, then following the final approval, the invoice is posted live to the Purchase Ledger.

This option is defaulted to Off. The purpose of this option is to allow all approval to take place in FocalPoint for PO Invoices.

If selected, the Number of Approvers Required is set to 0 and disabled, and any Approvers set on the Supplier Record are ignored. Additionally, PIR Automatch is disabled.

This option is defaulted to Off. If you enable this option, the detail entry takes place in FocalPoint for PL Invoices.

A drop-down menu allows the selection of the number of approval stages to be used 0, 1, 2 or 3.

The default is to have no stages of approval, this means that the Invoice Register feature cannot be used. If anything other than '0' is selected, then each stage has two options which must be completed:

For example, a system set to have 3 stages of approval may be set to have:

To find out how to grant approval permissions to your Users see Invoice Register Approvers.

If the 'Match Only' option is enabled then invoices entered into IR and matched against PO are directly updated to the PL with no warnings relating to outstanding PO deliveries.

It is your responsibility to ensure that any deliveries are processed from the POP batch.

This differs to when the IR approval process is configured in Access Accounts where there IS a validation message where there are outstanding deliveries in the PO batch.

This option is only available if Number of Approvers Required is set to 0. The default setting is Off.

The purpose of this option is to allow the invoice to be entered into the Invoice Register and subsequently matched.

If Number of Approvers Required is anything other than 0, then Match Only becomes disabled and replace with Process in Order. If this option is ticked then the Approvals and Matching or Detail entry MUST be done in the order you select here.

If left blank then the Approvals and Matching or Detail entry can be done in any order but must all be completed before the transaction can be moved to the Purchase Ledger batch.

This refers to when the transaction must be matched to a Purchase Order or, if a Purchase Ledger transaction, when the transaction detail must be entered.

The Match/Enter Detail at this point line is repositioned by clicking on the dimmed text:

Many of the options mentioned below are only visible where FocalPoint 4.2.00.00 or later has been installed against the Access Accounts database.

This option defaults to unselected: if any of the approval stages require a specific approver then when the Invoice Register transaction is saved, a specific approver must be selected for the relevant approval stage; if an approval stage is set to Any Approver then all approvers are automatically assigned when saving the transaction and none can be deselected. If you enable this option, PO Invoice matching takes place in FocalPoint, the Number of Approvers Required field is set to zero and disabled, and Match Only is unticked and disabled.

A drop-down menu allows the selection of the number of approval stages to be used 0, 1, 2 or 3.

The default is to have no stages of approval, this means that the Invoice Register feature cannot be used. If anything other than '0' is selected, then each stage has two options which must be completed:

For example, a system set to have 3 stages of approval may be set to have:

To find out how to grant approval permissions to your Users see Invoice Register Approvers.

If the 'Match Only' option is enabled then invoices entered into IR and matched against PO are directly updated to the PL with no warnings relating to outstanding PO deliveries.

It is your responsibility to ensure that any deliveries are processed from the POP batch.

This differs to when the IR approval process is configured in Access Accounts where there IS a validation message where there are outstanding deliveries in the PO batch.

This option is only available if Number of Approvers Required is set to 0. The default setting is Off.

The purpose of this option is to allow the invoice to be entered into the Invoice Register and subsequently matched.

If this option is ticked, then on saving a PIR Entry for Purchase Orders the Approver Selection window is not displayed and no Approvers will be automatically assigned to the transaction regardless of any IR Approvers set against the supplier record.

Create Debit Note for Quantity and Value Differences - tick to enable tolerance.