Invoice Register Overview

The Purchase Invoice Register (PIR) has a variety of functions. It can be used to control the posting of purchase invoices and orders by requiring one or more levels of approval. It can also be used to ensure that the value of items received via a purchase order matches the amount charged.
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​Set Up
PIR is configured in the System area, under the menu item Options, by way of Invoice Register Options. In here, the process order and number of approvers can be set, when the detail will be entered/ or the purchase order matched, as well as setting a tolerance for differences between invoices and orders.
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NB. It is not possible to change the PIR settings in the System Options area if there are items undergoing the process.
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Approvers are set up via System, Security, Approvers, Invoice Register Approvers.
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Before configuring and using the Invoice Register, you may wish to consider trialling use of it in a test database first.
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​Using the Invoice Register
The Invoice Register menu in Creditors has various submenus which allow Invoices to be entered, matched to orders, amended and approved:
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​Purchase Ledger Entry
Allows entry of the header information for an invoice such as date, number, total nett, vat and gross.
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If the process order requires the detail to be added after a level of approval then this input screen is used.
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The screen looks very much like the Invoice entry in Creditors Transactions, except it has an option to select the approver – and does not allow entry of an Analysis Code as this would be done in the detail line.
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​Purchase Ledger Combined Entry
Allows entry of the detail at the same time as the header information in the same way as in Invoice entry in Creditors Transactions, except it has an option to select the approver.
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​Purchase Order Entry
Although the name suggests it, this is where invoices to be matched to purchase orders are entered, not the orders themselves.
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It has the same layout as the Purchase Ledger Entry screen except that there is a field for Order. This can be used to type in the number, or look up an existing one. This does not match the order, but the number entered/selected is used in the match screen to filter the search criteria.
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​Approve
On load, the screen will automatically populate all transactions waiting for approval by the user.
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The blue pop-over button (to the left of the Supplier Code) allows various options including Approve, Reject and View Supplier Record or view attached documents.
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As with other enquiry style screens, the search options can be edited to exclude or include items, and columns changed in the results area.
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​Update Invoices
This screen requires a Search in order to return items, and behaves as other enquiry type screens with regard to adding/removing options and columns.
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Particularly useful are the Approver ID columns as these can be used to identify who is due to approve the items.
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It is here that the Detail is entered and this is one of the options accessed by way of the pop-over button (left of the Audit No column). Other options include Delete, Dispute, View or attach a document.
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​Auto-Match to Purchase Orders
As its name suggests, this allows you to bypass the manual matching process and match existing orders to existing invoices in bulk.
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The first screen allows entry of search criteria such s Supplier code, Batch reference, transaction date range. Leaving all of these blank will still allow the process to be run, but it may cause unwanted items to match.
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The second suggests matches using these criteria and will auto-select items that are very likely to be matches. Orders are always matched to invoices from the same Supplier.