Verification and approval of receipts can be accessed from the control menu Search > Receipt search and by selecting the option Search invoices to approve from the Search type drop-down list.
In the invoice list, select the invoice you want to verify/approve and click the Approve button that opens the verification/approval view.
In the Verification view of the purchase invoice, you can see for example the invoice date, due date and products.
You can add notes to the invoice in the Invoice notes field by clicking on the pen button. Write your notes to the Notes window and click on the Save button to save the changes.
Notes written into the Invoice notes field are also shown in Additional information section of the invoice's Invoice view and on invoice's Accounting view.
The Invoice events section shows the actions performed on the invoice, e.g. verification and approval time stamps and names of the verifiers and/or approvers. The
Invoice matching section is shown if the Company info Usage settings have the Purchase order and invoice matching in activated status. This function is useful if you want to match e.g. an e-invoice to a purchase order. This section shows which purchase orders have been matched to the invoice and the window can also be used for searching and matching purchase orders related to the invoice by using the Search purchase orders button. In the view, you must first select the search criteria.
Then you can select the Search purchase orders function to show the purchase orders.
You match the required order(s) to the invoice by selecting the purchase orders and applying function Match the selected orders. Matching is done at the invoice level, matching at the row level is not possible. The
Purchase order button takes you directly to the purchase order, which is changed after verification to status Invoiced.The Remove matching button removes erroneous matching.
Back to top
The buttons in the upper section
The Verify button creates a verification stamp on the invoice, showing the user name, date, time and verification comment. The system checks if similar invoices are found with corresponding information, and shows a warning message upon sending, verification and approval if a similar invoice in Procountor is detected.
When the approval circulation of purchase or travel and expense invoices is in use and all specified verifiers have checked the invoice, the invoice is set to status Verified. If the Company information Usage settings specify that the verification and approval must happen in order, an email notification will be sent automatically to the next verifier or approver. If the next verifier or approver does not have an email address specified in his or her personal info and settings, a notification is issued. If a user, who is not the next verifier in order, tries to verify the invoice, he or she is notified of that. If the user verifies the invoice, the invoice status is changed to Verified. An invoice can be verified even if the approval circulation is not in use.
The Approve button creates a verification stamp on the invoice, showing the user name, date, time and verification comment. When the approval circulation of purchase invoices is in use and all specified approvers have checked the invoice, the invoice is set to status Approved. An invoice in the approval circulation cannot be approved before it has been verified if verifiers have been specified for the invoice. The system checks if similar invoices are found with corresponding information, and shows a warning message upon sending, verification and approval, if a similar invoice in Procountor is detected.
The drop-down options in the Exception button include Unfinished, Deny payment, Restore the previous, Direct to another and Invalidate.
The Restore the previous option restores an invoice in status Verified or Approved to status Unfinished, which enables editing or invalidating the invoice. The Deny payment option creates a payment rejection stamp on the invoice with user’s name, date, time and comment. The status of the invoice becomes Payment denied. An invoice with the status Payment denied cannot be paid.
When you want to cancel the payment rejection of an invoice, you must first restore the invoice to status Approved in the Verification view and then restore it to status Unfinished in the Invoice view using the Edit/Restore function, for example. If you then want to invalidate the invoice, you can do it by clicking the Exception button using the option Invalidate.
The drop-down in the Exception button also includes the options Restore the previous and Direct to another. The options are in use both in verification and in approval, i.e. invoices can be restored to previous or other verifiers and approvers. For example, an invoice in status Verified can be freely directed to another approver by applying the Direct to another option. An invoice in status Approved can be returned to the previous verifier by applying the Restore the previous option.
The Direct to another option becomes active when the receipt is in status Unfinished and you want to select another verifier/approver for it.
The Restore the previous option returns the invoice for verification or approval to the previous verifier or approver defined on the invoice, when the invoice is in status Unfinished, Verified, Received, Payment denied or Approved.
The Send to circulation button sends an email notification of the invoice to the verifiers. If the Approval circulation order setting is selected in the Company info Usage setting, the email notification of the invoice waiting for verification is sent to the first verifier. If the setting is not selected, the notification is sent to all verifiers. The notification is sent as many times as the button is clicked and the sending accepted. If the invoice has already been sent to circulation, a notification of that is issued. The email addresses of the verifiers and approvers must be entered in the users’ personal info and settings. If a verifier’s email address is not defined, the system issues a notification of it.
The system checks if similar purchase invoices are found with corresponding information, and shows a warning message in the Verification view upon sending to circulation, verification and approval, if a similar invoice in Procountor is detected (Warning for possible duplicate invoice).
The system displays a warning if all of the following conditions are fulfilled:
- Matching due dates or matching invoice dates
- Matching invoice sender’s invoice numbers or matching bank reference codes
- Matching invoice sender’s names or matching invoice sender’s register information
- Matching total sums on invoices
The Update inventory button is shown if Procountor’s inventory functions are in use. When you click the Update inventory button in the Verification view, the “Product information updated in inventory management” entry is made in the Invoice events section. The invoice events are shown in the Verification and Payment views. The button creates an inventory transaction of the stocked products on the invoice. If you click the button several times, a new click removes the previous transaction and creates a new one. You can click the button regardless of what the invoice status is.
The drop-down list of the Invoice button contains the options Invoice, Accounting, Dimensions, Payment, Preview, and Attachments. By Invoice option you can study the invoice view. The Accounting option takes you to the accounting view and the Dimensions option allows you to define dimensions. The Payment option takes you to the Payment view. In addition, you can view the invoice using the Preview option or the attachments with the Attachments option.
The Invoice image button opens the options Show image on right, Show image at bottom or Don’t show image. The button defines whether the invoice image is shown at all, or if it is shown at the bottom or on the right side. The setting is user-specific and stored in the browser. The image is not shown in journal receipts, but in all other receipts it is shown. You can scroll the image using the scroll bars or the mouse. The image has plus, minus and default buttons for zooming. If the file is in .pdf format, the first page only is shown.
The Discussion button opens an invoice specific discussion window, where you can send messages to other users, e.g. the approvers. The discussion is visible to users who have the permission to view the invoice. Read more about the discussion feature.
With the Previous button you can move to the Verification view of previous invoice, and the Next button takes you to Verification view of the next invoice.
The Close button closes the view.
The buttons at the bottom
The Invoice button opens the invoice information view.
The Accounting button opens the invoice’s accounting view.
The Dimensions button opens the invoice’s dimension view.
With the Preview button you can view the invoice information in HTML or PDF format in a new window.
The Attachments button allows you to view the invoice’s attachment files. Attachment files can be added and removed.