Invoice & Order Checking Criteria

Summary

Invoices and Orders can be blocked if they fail certain tests

This routine is used both by the Order and Invoicing modules.

Details

Each Cost Centre Bank has its own criteria. This lets you, for example, set different rules for jobs than for overhead expenses.

The Tests

Each potential invoice or purchase order is put through a series of selected tests. If checking orders, only budgets are checked

Invoice Only Tests

Check for duplicated invoices        If there is another invoice from the same supplier, reference and cost centre, the test will fail

Check Other CC                        The test also fails if the duplicate invoice is in a different cost centre

Fail if 100% complete                If the cost centre is declared 100% complete Further invoices will fail

Budget Tests

If the invoice or order is over the Remaining Budget by a set amount or %, the test will fail.

       where        Remaining Budget =        Total Budget - existing Invoices (or Orders) on that cost centre

The fail can be over-ridden if there is no budget

Order Tests

If the invoice or order is over Remaining Orders by a set amount or %, the test will fail.

The value of Remaining Orders depends on whether you select the Use OK to Pay % method

Use OK to Pay % is a value set in various parts of the system:

       If  using OK to Pay %, and order details have been entered then

       Remaining Orders =        (Order Value) X (Use OK to Pay % ) - Previous Invoices

       where        Order Value        =        Logged order with a matching Job, Cost Centre and Load

               Previous Invoices=        Invoices having the same Job, Cost Centre and Load

Note: If using OK to Pay % method, it is critical that the values are maintained and that all invoices are posted with a load number. The load number is automatically prompted if you enter an order number, and may be edited in View Orders

       If not using OK to Pay % then

               Remaining Orders =        (Order Value)  - Previous Invoices

       where                Order Value =        All logged orders with a matching Job and Cost Centre regardless of load

                       Previous Invoices =        All invoices having the same Job and Cost Centre

The fail can be over-ridden if there is no order

Action On Failure

On Failure the system can:

Toolbar

               Closes the routine