Daily Close Invoice Approval

This utility is only available if Approval Codes have been setup in the Daily Close 1 Approval Codes to activate the processing that allows invoices to be monitored before posting for specific sensitive customers.
This process sets a Hold flag when Daily Close 1 is run on all invoices for these customers and until an invoice is approved and the hold is released, the invoice does not print the dollar values nor does it post, with the exception of W.O. Invoices.
W.O. Invoices do print the amounts and totals for the service performed but the invoices will still be flagged On Hold for the Daily Close Invoice Approval alert.

If Crystal or Jasper forms are used to print the invoice before it is approved, the comment associated with the Daily Close 1 Approval Codes replaces the document title in the header and also prints in the footer.
After it is release, a final invoice with pricing is automatically printed during the Daily Close 1 posting.

Once the Hold flag is removed the final invoice is posted and automatically prints with dollar amounts in the next Daily Close 1.

This work screen can be used to view the current invoices by Approval Code and to update the Hold information, including the Hold flag and dates.

Note: This feature does not apply to Credit Invoices that post through Credit Daily Close 1.

The prompts are:

APPROVAL CODE

Leave this field blank to include all current invoices for customers requiring Approval, or to narrow the invoice list, enter a specific approval code or select one from the drop-down list as setup in Daily Close 1 Approval Codes.

STARTING INVOICE#

Leave this field blank to all invoices, or enter an invoice number for a preferred starting point.
Invoices are listed in invoice number order.

INVOICE HOLD STATUS

Select one of the following hold options:

• Select On Hold to list only invoices in the range that are currently flagged to be held back from posting.
• Select Off Hold to list only invoices in the range that are not on Hold and will be included or flagged in the next Daily Close 1 posting run.
• Select Both to list all current invoices in the range, regardless of the Hold flag.

Note: Invoices that have been entered recently since the last Daily Close 1 and the Hold flag may be pending, are identified with an * (asterisk) and are included in all views.

Invoice Details

The resulting invoice list is displayed as follows:

SEQ

The sequence number tracks the number of invoices in the table.

INVOICE

The invoice number displays.
A window is provide to drill down to the invoice information and source as outlined in View Document Information.

DIV

The invoice division is displayed.
The invoice list does respect Divisional Restricted Views defined for the operator.

BILL TO

The customer's billing name from the invoice is displayed.

CODE

The Approval Code controlling invoices for this customer is displayed.

HOLD

The current Hold flag is displayed and can be reset to hold or release the invoice as required.

Uncheck this box to release an invoice from hold.
The Inv Date becomes accessible and can be adjusted.
The operator code is tracked in the expanded invoice record as the Last Approver with the Last Date. This information can be viewed in the Customer Account Inquiry and in the invoice header in View Document Information.

Check this box to set the Hold flag on the invoice to prevent posting.
The Hold Date is assigned today's date but can be over-typed as required.

Note: If the Hold flag is removed the final invoice will automatically print or email with dollar values the next time Daily Close 1 is run.

DC1

Invoices that have been entered recently since the last Daily Close 1 was run, will not yet show as on Hold, but will be identified with an * (asterisk).
However because they have not yet been approved either, when the next Daily Close 1 is run they will be caught then and flagged to hold as of the Daily Close date.

INV DATE

This is the date of the invoice, and will become the posted date in the G/L and A/R, regardless of the actual day that the posting occurs.
It is display only, until the Hold flag is removed. The operator can then update the invoice date.
The date restriction for the invoice is respected as outlined in Date Range Control for module RSIH.

HOLD DATE

This date is initially set when the invoice is identified in Daily Close 1 and put on Hold, or when the hold flag is manually set.
It indicates how long the invoice has been held back, and is used to determine when invoices should be release automatically, according to the Held Days defined in Daily Close 1 Approval Codes.

This date can be modified as required.

Note: No date will be displayed if the invoice is new and has not yet been flagged as on Hold in the Daily Close 1, but these invoices are flagged with an * (asterisk) in the DC1 column.

COMMENTS

A window is provide to view and maintain the comments on the invoice as outlined in Invoice Comments.

SALESMAN

The Salesman code assigned to the Invoice is displayed.
This provides the option to set an alternate Salesman at the Contract level and then all resulting Invoices would be assigned that Salesman to be approved by him.

LAST APPROVER

Click the EXP/CON button to view the operator that approved and released the Hold flag on the invoice.

LAST DATE

The date that the Hold flag was released is displayed.

Finished?

Click ACCEPT to accept and exit the screen.

ACTIONS:
Additional actions provided by buttons on the Daily Close Invoice Approval utility include:

• Expand the Invoice Detail:
  Click on the EXP/CON to view the approving operator code on released invoices and the released date.

• Print a List of Invoices:
  Before an Approval Code is selected, click on the REPORT to generate the Invoice Approval Status Report.