The sales invoice verification function is a method by which sellers can verify invoices to be sent to customers before actually sending the invoices. The function is implemented and used in six phases.
Implementation of the sales invoice verification function
Tick the Sales invoice checking entries option in the Usage settings section of Company information. You can now add verification entries to invoices, and the entries and their definitions will be displayed in the Search function.
Saving default products for customers
Procountor has a default product feature. This means that you can pick products for customers from the product register, and these will then be imported automatically to the invoice template when you create an invoice for the customer. You can specify default products individually for each customer. Each customer’s default product information can be found in the Business partner information section.
The modifiable data items are amount, price and discount. When you are creating individual or group invoices for the customer, the default amount of the products on the default product list will be added to the invoice. If this amount is zero, the default product will not be added to the invoice. If you would like to specify customer-specific prices and/or discounts for products, click on the Different price and/or Different discount sections and enter the desired Price and/or Disc-%. If you do not use customer-specific prices or discounts, this information will be retrieved from the product register.
You can also set validity periods for products. If a validity period has not been set for a product, it will always be added to invoices. You can enter x validity periods for each product. These time periods will then be compared to the invoice’s creation date (not the invoice date) and the products will be added to the invoice template if the creation date falls within the validity period. The period includes the start and end dates. One of these dates can be left blank, i.e. you can specify a start date, an end date, or both.
Sales invoice creation
Sales invoices can be created individually for customers, imported using the invoice data export file or created using the Group invoice function, which creates multiple copies of the same invoice for different recipients. Group invoices are created at Sales > New sales invoice > Group invoice, by selecting the business partners to be invoiced. Procountor will automatically add the default products saved in the customer register to the invoices of the customers in question. You can also include new products during group invoice creation.
You can name the invoice group when creating a group invoice. The default name is “Group invoice dd.mm.yyyy”. If you receive an error message stating that the invoice contains no rows, this means that no default products have been specified for some of the selected business partners. Group invoices of the Multiple invoices type can be inspected by clicking on the Edit button after the invoices have been approved. The status of the invoices is still Unfinished at this stage, and they can be edited. You should not mark invoices for sending or approve them directly in the Group invoice function, if they still need to be checked and potentially edited. Group invoices of the Consolidated invoice type cannot be edited.
Sales invoice verification
The seller finds the desired invoices through the Search function, e.g. by searching by invoice group name or customer group. The invoice template already contains the number of invoice rows corresponding to the customer-specific amount for the default products. This can be a fixed number or a place holder such as 1, which must be changed every month. The seller then completes/verifies the unfinished sales invoices.
The first sales invoice verifier, i.e. the seller, verifies his or her own invoices and clicks on the Inspection entry button, which will leave the seller’s verification entry in the Seller’s notes field on the invoice (e.g. Verifier, Verna 01.10.2009). A short comment (max. 255 characters) can be added to the verification entry. The comment will be displayed after the date. If necessary, another seller can inspect the invoice as well, and that seller’s verification entry will also be saved under the Inspection entry button.
The invoice will remain in Unfinished status for the duration of the verification process. Sales invoice verifiers can see the comments of other verifiers but can only edit and delete their own verification entries. If a verifier edits his or her own verification entry, the new stamp will replace the previous one.
Searching for verified sales invoices
The verification entries are displayed in the right-most column of the Invoices/Receipts search results in the Search view. The number of verification entries is given first, which enables sorting by number of verifiers. The verification stamps, dates and possible comments are shown after the number of verifiers.
The search criteria in the Search function include separate drop-down menus for the creators of verification entries, the number of verification entries, and comments. The creator simply refers to the user who made the verification entry. You can search for invoices based on the text in the comment field if you remember what you wrote, or if a standard comment for unclear invoices has been agreed on to facilitate searches.
In the Inspection entry count field, a value of =1 will find invoices with exactly one verification entry. You can also specify a range: 1-2 will return invoices with one or two verification entries. Entering a value of < 3 will return invoices with zero, one or two verification entries.
Sending sales invoices
Once the required verification entries have been made on invoices, you can send the invoices by choosing Send from the right mouse button menu in Search/Invoice search, or by clicking on the More actions button and choosing Approval/sending of multiple sales invoices.