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This guide has been reviewed against our global client base and classed as relevant to all regions

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1. Marking the works order as completed

Follow this process when the works order is complete and the supplier invoice has been received

From the works order screen:

  • Change the Status to Completed

    The Completed date will automatically be added as today's date, this can be changed

  • Click Post invoice to accounts 

  • When prompted, select whether to add the works order amounts to the invoice

    The Supplier Invoice screen will be displayed

2. Supplier invoice

Information from the works order will be pulled through to this screen

  • Check the information shown and add to/amend where required

  • Enter the Invoice Ref

  • Attach the supplier invoice via the Docs button - see 2a

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title2a. Attaching the supplier invoice

- Click Docs then click and drag the document over the Document Management window
Or click Add and browse to your document

- The Rename field allows you to change the document name (as you want it to appear in the Document Management window), Type is set to Invoice

- Click Accept
The document is displayed in the Document Management window

- Right-click over any documents added for further options, such as Print or Attach to e-mail

3. Authorise supplier invoice

When ready to authorise:

  • In the Status section, tick the Authorise by box

    This changes the invoice status to Authorised - Awaiting posting and date/user stamps the authorisation

  • Click Save and Exit

Tip

In order to authorise the invoice, you need to be set up with the appropriate permissions

You might also be able to set up authorisation levels - see 3a

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title3a. Setting up authorisation levels

Where permissions allow, supplier invoice authorisation levels for specific users/offices can be set

- Right-click over the Works button and select Setup invoice authorisation levels

For example, you might want to set a specific limit for all users who have been granted authorisation permission but then override this for specific users, as shown below

Limit for all user with authorisation permission: enter the limit This will apply to all authorised users

From the Authorisation Limits panel:

- Click (plus)

- Click the Select link to select the user/office who this permission is for

- For no limits to be applied, set to No limit, or enter a specific figure

- Continue adding Authorisation Limits, as required

- Click Accept

4. Accessing supplier invoices

Supplier invoices can be accessed from the associated works order or from the main menu

From the works order screen:

  • Click View supplier invoice 

From the main menu:

  • Click Estate

  • Select Supplier Invoices

  • Selecting Pending Authorisation or Authorised and Awaiting Posting displays a list of invoices which can be viewed then authorised/posted individually or in bulk 

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For information on authorising & posting supplier invoices, click here

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Process to follow to complete a works order, including marking a works order as completed, posting the supplier invoice to accounts, saving the supplier version invoice and how to authorise - also covered is how to locate supplier invoices that have been raised/authorised and how to set authorisation limits

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