Selecting invoices for authorization

This page allows you to search and select item invoices for authorization. If you know the number identifying the invoice for which you want to modify the details and the category to which it belongs, you can enter it directly. Otherwise, you can carry out a search by specifying the range of invoice numbers and the date range during which the invoices that you want to retrieve were created. You can also search by specifying the status of the invoice, the name and the code identifying the supplier on whom the invoice has been raised and the login ID of the user who created the invoice. The system retrieves all the item invoices based on the search criteria entered.

This page also allows you to authorize multiple invoices. You can authorize an invoice that is in the “Fresh” status. The system updates the status of the invoices as “Authorized”. The system also stores the login ID of the user and the system date along with the invoice details. You cannot modify the details of an authorized invoice any longer.

Select the “Authorize Invoice” link under the “Supplier Direct Invoice” business component.

The “Select Invoice” page appears.

Enter the following fields:

Invoice Category	Use the drop-down list box to select the category to which the invoice that you want to authorize belongs. You can select from “Item” or “Expense”. The system displays “Item” by default on launch of the page.
Invoice No.	The number identifying the invoice that you want to authorize (Alphanumeric, 18).

Select the “Authorize Item Invoice” link at the bottom of the page to authorize the selected item invoice.

Select the “Authorize Expense Invoice” link at the bottom of the page to authorize the selected expense invoice.

Enter the following fields in the “Search Criteria” group box to search for the invoices that you want to authorize. Data entry in the following fields is optional.

Supplier Registered At	Use the drop-down list box to select the organization unit in which the supplier has been created. All the organization units to which a “Supplier” business component has been mapped will be available for selection. The system displays “All” by default on launch of the page.
Supplier Code	The code identifying the supplier on whom the invoice that you want to retrieve has been raised (Alphanumeric, 16). Mandatory. The supplier must have been defined in the “Supplier” business component and must be in the “Active” status.
Status	Use the drop-down list box to select the status of the invoice that you want to retrieve. You can select from “Draft”, “Fresh” or “All”. The system displays “All” by default on launch of the page.
Total Invoice Amount From	The starting amount in the range of invoice amounts for which the invoice that you want to retrieve has been raised (Decimal). The amount entered in this field must be greater than zero.

Note: The amount entered in this field must be before or the same as the amount entered in the “To” field.

To	The ending amount in the range of invoice amounts for which the invoice that you want to retrieve has been raised (Decimal). The amount entered in this field must be greater than zero.
Currency	Use the drop-down list box to select the code identifying the currency in which the invoice that you want to retrieve has been created. All the currencies that have been mapped to the ““Payables Accounts” in the “Account Rule Definition” business component will be available for selection in the ascending order. The system displays “All” by default on launch of the page.
Invoice No. From	The starting number in the range of invoice numbers that you want to retrieve (Alphanumeric, 18).

Note: The number entered in this field must be before or the same as the date entered in the “To” field.

The ending number in the range of invoice numbers that you want to retrieve (Alphanumeric, 18).

Finance Book

Use the drop-down list box to select the code identifying the finance book in which the invoice posting is to be made. All the finance books that have been mapped to the login organization unit - login user will be available for selection in the ascending order if postings can be made in multiple finance books. The system displays “All” by default on launch of the page.

If postings must be made in a single finance book, the book that has been set as default will be displayed. If the book set as default is not mapped for the login user then on launch of the page itself error message will be displayed

Invoice Date From

The starting date in the date range during which the invoices that you want to retrieve has been raised (Date Format).

Note: The date entered in this field must be before or the same as the date entered in the “To” field.

To	The ending number in the range of invoice numbers that you want to retrieve (Alphanumeric, 18).
Payment Priority	Use the drop-down list box to select the priority that has been accorded to the invoice. You can select from “High”, “Medium”, “Low” or “All”. The system displays “All” by default on launch of the page.
User ID	The login ID of the user who created the invoice that you want to retrieve (Alphanumeric, 15). The login ID of the user is displayed by default on launch of the page.
Supplier Name	The name of the supplier on whom the invoice that you want to retrieve has been raised (Alphanumeric, 60).
Supplier Invoice No.	A number identifying the invoice that has been issued by the supplier (Alphanumeric, 18).
Last Modified By	You can specify the username in this field to retrieve documents that were last modified by the specified User.

Click the “Search” pushbutton to retrieve the search results.

The system retrieves and displays the following in the “Search Results” multiline based on the search criteria entered:

Invoice No.	The number identifying the item invoice.
	Data Hyperlink available
Supplier Code	The code identifying the supplier.
Supplier Name	The name of the supplier.
Invoice Date	The date on which the invoice is raised.
Total Invoice Amount	The total invoice amount.
Currency	The code identifying the currency in which the invoice has been raised.
Finance Book	The code identifying the finance book in which the invoice details must be posted.
Status	The status of the invoice. It could be “Draft” or “Fresh”.
	Draft – indicates a newly created item invoice that cannot be authorized. An invoice would be in this status if the VAT details and electronic payment details that are required is yet to be entered.
	Fresh – indicates a newly created invoice that can be authorized.
Supplier Invoice No.	The number identifying the invoice that has been by the supplier.
Payment Priority	The priority that has been accorded to the payment of the invoice. It could be “High’, “Medium” or “Low”.

Check the box in the “Select” column of the multiline to mark invoices that must be authorized.

Select the “Authorize Invoices” pushbutton to authorize the selected invoices.

The system updates the status of the invoice as “Authorized”. The system also stores the login ID of the user and the system date along with the authorized details.

To proceed, carry out the following

Select the “Authorize Item Invoice” link at the bottom of the page to authorize the selected item invoice.

Select the “Authorize Expense Invoice” link at the bottom of the page to authorize the selected expense invoice.

Select the “Accounting Information” link at the bottom of the page to view the account posting information.