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From the Invoice Matching Setup Options window, click the Validations button to access the Invoice Validation Setup window. This window sets the options for error checking and lets you choose settings for invoice status.
The following information provides guidance in choosing an option. The first four options deal with messages. If you select the error message option, TabWare accepts the invoice but places it in incomplete status. If you select the warning message or no message option, TabWare accepts the invoice and allows a completed status. Invoices accepted with errors can be viewed by users through the Show Errors window.
Total Quantity Invoiced Exceeds the Quantity Received
While entering information in the Details window of the Invoice Notebook, a message displays if the Invoice Quantity field exceeds Quantity Received.
Computed Invoice Total Not Equal To Control Total
When the user completes the entry process for an invoice and clicks OK, a message displays if the Calculated Net disagrees with the Control Total entered on the Totals tab. A highlighted box appears showing the out-of-balance amount. In computing the Calculated Net, TabWare allows for the setup option Include discount in control total calculation in the Validations setup window.
Freight Code Does Not Allow Charges
The Freight Code setting appears on the Terms tab of the Invoice Notebook, defaulted from the purchase order. A message appears if entering a money amount for freight to the Totals tab is not consistent with the rules imposed by the Freight Code setting.
Item on a Direct Charge Invoice is also on a Current Purchase Order
A message displays if the user attempts to enter a Direct Charge and the same invoice has been previously linked to a purchase order.
Set voucher to this status if the invoice passes all edits
When the user initiates entry of an invoice, TabWare automatically assigns a status to it as determined by this setup option.
Invoice Status Code Assigned in two way match
The status chosen here is automatically assigned when TabWare generates two-way match invoices.
Include discount in control total calculation
If this option is selected, TabWare includes the money amount for Discounts when computing Calculated Net that appears on the Totals tab. Refer to the above section on Computed Invoice Total Not Equal To Control Total.
Allow entry of a service contract invoice that exceeds the purchase order limit
This option determines the system response when someone attempts to enter a new voucher to a service contract that has exceeded the PO limit. If there is a check in this box, the user receives a warning message from the system. If there is no check in this box, the user receives an error message and the system will not allow the entry.
Default received not invoiced value into the invoice when a new voucher is created
If this option is checked, the difference between what has been received against the purchase order line being processed and the amount that has previously been invoiced for that item will default into the quantity received on the invoice line at the time the voucher is created.
Include unpaid invoice quantities in the edit for quantity invoiced exceeding the quantity received
This option works in conjunction with the edit for the quantity invoiced not to exceed the quantity received. If this option is checked, then the validation of the invoice quantity will take into consideration any invoices processed for the same purchase order line for paid and unpaidinvoice quantities. If not checked, only the quantities on invoices not selected for payment will be applied to the edit.