The Functions in Creating a Purchase Invoice

Location: Purchase Invoices > Processing Purchase Invoices > Create Purchase Invoice

When purchase invoices are read into the application via Recognize Purchase Invoices or manually via Read Purchase Invoices, these invoices are opened individually in the Create Purchase Invoice screen. In this situation, the following operations are displayed on the Create Purchase Invoice screen:

Save as incomplete

Before the actual saving of the invoice during the Create Purchase Invoice process, you can select Save as incomplete. If Save as incomplete is selected before clicking Save or Post, the invoice status will remain as Incomplete and the data entered for the invoice will not be checked yet. The data entered on the invoice will be saved.

Note: The invoice will be saved as Incomplete upon moving to posting, but after leaving posting you must reselect Save as incomplete before clicking Save if you still want to keep the invoice status as Incomplete.

Save

Invoice is saved after completing the data by pressing the Save button. For more information on completing purchase invoice data, see Creating a Purchase Invoice.

Save, Accept

You can approve a purchase invoice during saving by pressing the Save, Accept button. The button is visible if the user's profile allows the function Purchase invoices, Approval During Saving and if the user has the right to the last step of purchase invoice processing. This function deletes all but the last processing step and marks the user who saves the purchase invoice also as the user who approved the last processing step. The Save, Approve function is not enabled when the last processing step of a transaction uses the approving transactions by row setting.

Delete

If a purchase invoice is unnecessary, incorrectly scanned, or otherwise such that it is not saved in the application at all, it can be deleted by using the Delete button. A deleted purchase invoice does not immediately leave the application completely.

Post

A purchase invoice can be posted in the saving step. The purchase invoice can also be posted by invoice processors, or posting can be done after the workflow.

Ignore

If you do not want to save an invoice immediately, you may do it later by pressing the Ignore button. The invoice will then be given an Incomplete status and you can complete its information later. You can find ignored invoices on the Processing Purchase Invoices page by picking the invoices whose status is Incomplete. A purchase invoice is selected for processing by clicking on the Sum field.

Return

You can pause invoice identification or reading by pressing the Return button, which causes the following to happen:

The Recognizing Purchase Invoices function saves, to the hard drive of the relevant workstation, the .tif files of the invoices that were not processed. Unprocessed invoices will not be saved in the database with Incomplete status. When Recognize Purchase Invoices is run the next time, the application prompts: "Old, non-processed image files were found on the workstation. Do you want to process or delete the files?"
- If you select Process, the invoices are read into the application and they do not need to be scanned again.
- If you select Delete, the unprocessed files are deleted and these invoices should be scanned again.
- If you select Cancel, identification of invoices is not started.
The Reading Purchase Invoices function reads all the .pdf files in the reading file as invoices for the database with Incomplete status and you can complete these invoices later.

Workflow

All operations, their execution time, processor, processing step, and any comments are recorded in purchase invoice workflow. Users can select which entries are displayed in the workflow. You can select notes that apply to a transaction or posting and comments given to the transaction by users. When All is selected, all entries in the workflow are shown.

Add Comment

The user can add comments to the transaction. These comment appear in the workflow of the transaction.

Processors

Invoice processors can be added by using the Processors function. You can add processors either one at a time from the organization structure / user list to a purchase invoice or all at once using a processor group. On the Processors screen, you can also, for example, change the default processors of a purchase invoice or delete unnecessary processing steps from a purchase invoice. The last processing step cannot be deleted. For more information on assigning default processors, see Defining Default Transaction Processors.

Transfer to workflow

The Transfer to workflow button can be used for transferring invoices with the status In matching to the normal processing for approval. The invoice will then receive the status "Saved". If there are default processors for the invoice, the invoice will be directly transferred to the relevant persons' task lists for processing. Transfer of invoices to the normal processing is recorded in the invoice workflow.