Exact Globe+

Authorizing invoices

Menu path

Invoice ➔ Entries ➔ Authorise

Introduction

If you have made authorization a mandatory process (by selecting the Authorise invoices check box in the Authorise section at System ➔ General ➔ Settings, under Invoice settings), you will need to authorize the invoices and/or credit notes before they can be printed and processed. You can also set the amount range for invoices and/or credit notes that need to be authorized in the same section. Mandatory authorization can prevent invoices and/or credit notes that have not been checked from being printed and processed, thus ensuring that the invoices and/or credit notes processed are correct.

What version are you using?

The information in this document is applicable to product update 390 and higher. If you have versions lower than this, certain features explained here will not be applicable.

How do I authorize invoices and/or credit notes?

In the Invoice / Entries / Authorise screen, define the relevant criteria, and then click Search.
Select the invoices to be authorized, and then click Auth.. The "Change authorization status?" message will be displayed.
Click Yes. A green check mark will be displayed in the Auth. column when the invoices and/or credit notes are authorized.

How do I reverse the authorization process of invoices and/or credit notes?

In the Invoice / Entries / Authorise screen, define the relevant criteria, and then click Search.
Select the invoices that have been authorized, and then click Auth.. The "Change authorization status?" message will be displayed.
Click Yes. The green check mark that was displayed in the Auth. column will disappear.

How do I view invoices and/or credit notes before authorizing them?

In the Invoice / Entries / Authorise screen, define the relevant criteria, and then click Search.
Select the invoice or credit note, and then click Open.
Click the Authorised icon in the process flow. A green check mark will be displayed below the icon.

How do I delete invoices and/or credit notes?

In the Invoice / Entries / Authorise screen, define the relevant criteria, and then click Search.
Select the invoice or credit note, and then click Delete. The "Delete selected data?" message will be displayed.
Click Yes. The Delete invoices screen will be displayed to indicate the process of the deletion.
If the selected invoice or credit note to be deleted have been authorized, it will be indicated in the Delete invoices screen.

Fields

Search

Click this to search for invoices and/or credit notes based on the defined criteria.

Clear

Click this to clear the defined criteria.

Number of rows

Type the number of rows to be displayed for each page. If you have set the default number of rows to 10, then 10 rows will be displayed. Therefore, if you have more than 10 rows listed, the Previous and Next buttons become available.

Click this to return to the previous page.

Click this to go to the next page.

Warehouse

Select the warehouse to display invoices and/or credit notes belonging to the selected warehouse. Alternatively, you can select All to display invoices and/or credit notes belonging to any warehouse.

Note: This is available only if you have E-Warehouse Management in your license.

Selection code

Type or select the selection code to display invoices and/or credit notes with the selected selection code.

Our ref.

This refers to our reference number. Type a full or partial your own reference number (internal reference number) to display invoices and/or credit notes that match the entered reference number.

Order

Type or select a sales order number to display the invoices and/or credit notes of the selected sales order.

Trs.date, to

This refers to the transaction date. Type or select a transaction date or a date range in which the invoice and/or credit notes were created. Alternatively, you can select the All check box to display invoices and/or credit notes created on any date.

Note: Typing or selecting only the start date display invoices and/or credit notes that are created on and after the selected date. Typing or selecting only the end date will display invoices and/or credit notes that are created on and before the selected date.

Your ref.

Type a full or partial customer’s reference to display invoices and/or credit notes that match the entered reference.

Invoice to

Type or select the ID or name of the customer who will be receiving the invoices and/or credit notes.

Ordered by

Type or select the ID or name of the customer to display invoices and/or credit notes of sales order(s) placed by the selected customer.

Description

Type a partial or full description to display invoices and/or credit notes that match the entered description.

Type section

Sales invoice / Credit note / Commission invoice / POS

In this section, select the type of invoice to be displayed. You can select more than one option. The following options are available:

Sales invoice — Normal sales invoices registered at Invoice ? Entries ? Invoices.
Credit note — Credit notes registered when sold items are returned.
Commission invoice — Commission invoices generated with E-Commission invoices. This option is only shown if you have E-Commission invoices in your license.
POS — Invoices generated with E-POS. This option is only available if you have E-POS in your license.

Buttons

Note: All buttons except the Close button are enabled if you have selected an invoice or credit note.

Note

Click this to type a new note or view the notes that are recorded for the selected invoice/credit note. For more information, see Creating and maintaining notes.

Attachment

Click this to attach a new document or view the documents that are attached to the selected invoice/credit note. For more information, see Viewing attached documents.

Card

Click this to view the selected debtor’s transactions. For more information, see Viewing debtor card.

Sales order

Click this to view the sales order that is linked to the selected invoice/credit note. For more information, see Creating and maintaining sales orders.

Delivery note

Click this to view the delivery information for the items in the sales order that is linked to the selected invoice/credit note. This is enabled if the selected invoice has been generated from a sales order and the items from the sales order have been fulfilled. For more information, see Viewing delivery notes.

Auth.

This refers to authorize. Click Auth. to change the authorization status of a selected invoice and/or credit note. When you click Auth., a message appears asking whether you want to change the authorization status. Click Yes to change the authorization status of the invoice and/or credit note. A green check mark will be displayed in the Auth. column when the invoice or credit note is authorized. If you want to unauthorize an invoice or credit note that has been authorized, click Auth. again. The green check mark that was displayed in the Auth. column will be removed.

Delete

Click this to delete the selected invoice and/or credit note. An invoice or credit note can be deleted only when there are no pending processes or transactions linked to the invoice or credit note. If the selected invoice or credit note is authorized, a warning message will appear when you click Delete. Click Continue to confirm the deletion or click Close to cancel the deletion process.

Open

Click this to view and/or edit the selected invoice or credit note.

Close

Click this to exit.