Associating a Purchase Invoice with a Contract and Automatic Approval
A purchase invoice is either automatically assigned to the correct contract, or the user can make the association on the Create Purchase Invoice screen. A purchase invoice can only be assigned to an approved and valid contract. The association will be recorded in the purchase invoice's workflow.
Automatic assignment takes place in such a way that the application determines, when recognizing the purchase invoice or when reading e-invoices, whether there is an existing and approved contract corresponding to the invoice. If exactly one contract is found with the same company, order ref. and supplier, the application assigns the contract automatically, if Assigning a Purchase Invoice Allowed is selected in the Invoicing section of the Purchase Invoices tab.
- The purchase invoice is marked as approved based on a contract, if the Automatic Approval setting is selected on the contract's Purchase Invoices tab and the following conditions are met:
- The amount of the purchase invoice is less than the per-invoice upper limit as defined in the contract.
- The cumulative amount of the purchase invoices associated with the contract (including the amount of the purchase invoice to be assigned) does not exceed the contract value.
- The maximum number of invoices specified for the contract per time period is not exceeded.
- If the invoice in question is a purchase invoice based on a contract, and a supplier account has been set for the contract, the purchase invoice is to be approved automatically and the contract must have the same bank account.
- If the above conditions are not met or if User is selected in the Approval field of the contract's Purchase Invoices tab the purchase invoice will be processed in workflow, as usual, according to the purchase invoice workflow steps. In this case, no purchase invoice processing step is marked as automatically performed.
- If the Processors window on the contract's Purchase Invoices tab specifies that purchase invoices must be sent for information to the orderer or another person, the purchase invoice will be delivered for information to the selected user or users independent of purchase invoice processing.
- If a default posting is defined for a contract, the purchase invoice is posted according to these values.
Searching for Purchase Invoices Associated with a Contract
- Select the contract in the Contract Processing screen and click on the Sum field. Transaction Processing page is opened.
- Click on the Assigned Purchase Invoices button. A list of associated purchase invoices opens.
- To view or modify the purchase invoice data, click in the link of the Voucher Date column.