Exact Globe+

Creating and maintaining incoming invoice registers

Menu path

Add-on ➔ Incoming invoice register ➔ Registers

Introduction

This screen allows you to maintain incoming invoice registers.

To display only specific incoming invoice registers, define the search criteria and filters. The default columns displayed in this screen are Register code, Description, and Active. You can add additional columns to be displayed by right-clicking the header and selecting Insert columns. Otherwise, select Restore defaults to reinstate the default columns.

When you create an entry for an incoming invoice register, you need to select the required register code. This register code must be predefined in advance.

You will be able to perform the following actions in this screen:

Search specific register codes based on the search criteria and filters.
Create, edit, or delete incoming invoice registers.
Define default values including the amount range for the approval of incoming invoice registers. Hence, approvers will only receive the incoming purchase invoice approval requests that fall within the predefined amount range.

Once an incoming purchase invoice is registered in the Exact Globe Next IIR solution, the approval request(s) for this purchase invoice will be automatically generated and sent to the approver(s) in Exact Synergy Enterprise.

What version are you using?

The information in this document is based on product update 407 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I create incoming invoice registers?

In the Add-on / Incoming invoice register / Registers screen, click New.
Define the fields.
Click Save, and then Close to exit.

How do I edit existing incoming invoice registers?

In the Add-on / Incoming invoice register / Registers screen, select the required register code.
Click Open, and then make the changes.
Click Save, and then Close to exit.

How do I define the amount range for the approval of incoming invoice registers?

In the Add-on / Incoming invoice register / Registers screen, select the required register code, and then click Open. Alternatively, click New for a new register.
Click Range. The Range screen will be displayed.
Select the Use Amount check box.
Define the rest of the fields.
Click Save, and then Close to exit.

Keep in mind:

The Range button will be enabled only if the Selected section contains at least one user who is able to approve the incoming invoice register.
The Min. amount and Max. amount fields will be enabled only if you have selected the Use Amount check box in the Range screen.
By default, the approvers can approve any amount in the incoming purchase invoices. By selecting the Use Amount check box in the Range screen, you can set a limit by defining the amount range for each approver to approve.
With the amount range setting, an approver will only receive the incoming purchase invoice approval request(s) that fall within the predefined amount range in Exact Synergy Enterprise.

How do I deactivate incoming invoice registers?

In the Add-on / Incoming invoice register / Registers screen, select the required register code, and then click Open.
Clear the Active check box to deactivate an incoming invoice register. By default, the Active check box is selected when you create an incoming invoice register.
Click Save, and then Close to exit.

Keep in mind: All fields with the “!” are mandatory.

Fields

Rows

Type the number of rows that you want to display in each screen. If the number of rows listed exceeds the defined number, click Next to view the remaining rows on the next screen or Previous to return to the previous screen.

Filter

Select starts with or contains to display incoming invoice registers with register codes and descriptions that start with or contain characters defined at Register code and Description respectively.

Register code

Type a partial or complete register code to display incoming invoice registers with the defined register codes that start with or contains the characters.

Description

Type a partial or complete description to display incoming invoice registers with the descriptions that start with or contains the characters.

Active

Select the type of incoming invoice registers to be displayed. Choose from the following:

All - Select this option to display active and inactive incoming invoice registers.
Yes – Select this option to display only active incoming invoice registers.
No – Select this option to display only inactive incoming invoice registers.

The following fields are available only when creating or editing an incoming invoice register.

Authorization method

Select the required method to authorize the incoming invoice register from the following options:

Authorize consecutive – Select this option when a chain of sequential authorization is required for the incoming invoice register.
Authorize simultaneously - Select this option when no sequential authorization is required for the incoming invoice register.

Active

Select this check box to activate the incoming invoice register. Otherwise, clear the check box to deactivate the incoming invoice register.

Available

This section displays the user names and full names of the approvers who are available to approve incoming invoice registers. Select the required approver, and then click . Only approvers listed in the Selected section will be able to approve the selected incoming invoice register with the selected register code. Click to select all approvers to the Selected section.

Note: Only approvers with the Fakreg (Fiatteur Inkomende facturen) role will be displayed and have the right to approve incoming invoice registers. For more information, see Creating and maintaining people - Rights tab.

Selected

This section displays the user names, minimum incoming invoice amount (minimum amount), maximum incoming invoice amount (maximum amount), full names of the selected approvers who are able to approve the incoming invoice register with the selected register code, and other relevant information. Click to remove the approvers individually or to remove all approvers from this section. Click or to rearrange the approval sequence for incoming invoice register with the selected register code. The approval sequence can also be affected by the type of authorization selected at Authorization method, as well as the minimum incoming invoice amount and maximum incoming invoice amount defined for the approvers for the selected register code.

Note: By default, the approvers can approve any amount in the incoming purchase invoices. You can set a limit by defining the amount range for each approver to approve by selecting the Range button. When this setting is used, an approver will only receive the incoming purchase invoice approval request(s) that fall within the predefined amount range.

The following fields are available only when you are defining the amount range for the approval of incoming invoice registers in the Range screen.

Person

This field displays the ID and the user name of the user who is currently logged in.

Use Amount

Select this check box to enable the amount range setting for the selected approver for the defined register code.

Min. amount

Type the minimum value of the incoming invoice amount approval limit intended for the selected approver for the defined register code.

Note: This amount value represent the amount excluding the VAT.

Max. amount

Type the maximum value of the incoming invoice amount approval limit intended for the selected approver for the defined register code.

Note: This amount value represent the amount excluding the VAT.

Creating and maintaining incoming invoice registers

Menu path

Introduction

What version are you using?

How do I create incoming invoice registers?

How do I edit existing incoming invoice registers?

How do I define the amount range for the approval of incoming invoice registers?

How do I deactivate incoming invoice registers?

Fields

Rows

Filter

Register code

Description

Active

Authorization method

Active

Available

Selected

Person

Use Amount

Min. amount

Max. amount

Buttons

Search

Clear

Previous

Next

Delete

Open

New

Close

Range

Save

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