In some companies, the accounting (or another separate central voucher processing) parks the payables.
Afterwards, the person responsible in the corresponding department examines the voucher for accuracy and matches it to a file.
It is not until then that the voucher is released and booked. 

In this case, the data shown in the invoice are firstly entered in the incoming invoice header and the voucher is only saved without distributing costs to certain files.

Authorization for invoice header data

Authorization to record the voucher header in the basic data ADMIN → EMPLOYEES

Entry of the Incoming invoice HEADER by the accounting or an external instance

The voucher states…

  • … whether this is an invoice or a credit note,
  • … who is the invoicing party. The accounting department can then access the addresses.
  • The invoicing number is accepted from the voucher.
  • The accounting period can be pre-assigned with a specific month due to internal reasons, but can also be left blank (settings in the basic data).
  • The currency, the total, and tax amount are accepted from the invoice.

The recorded data are saved. A voucher number is assigned.

The voucher number can be indicated in the incoming invoice → the invoice is given to the department.

The employee responsible examines the information for accuracy and distributes the costs to (a) specific file(s).  

Examination and posting of the file carried out by the operating department

The authorization for this case of a separate voucher entry is assigned in the basic data. User recording the payable invoice header receive the indication Enter payable invoice header.

Employees, who do not edit this area, do not have this authorization. Their checkbox is not activated.
The employee can therefore only record the voucher items, but not enter new incoming vouchers.
When opening the payables, this employee will first see the Search criteria instead of the Process voucher tab.

The user can open the parked voucher by means of the voucher number in the invoice.

Select Environment menu → Invoicing → Payables → Search criteria tab:


A click on F3 will open the display of the selected voucher:

The assignment to the order is executed through the File number field in the lower section of the mask → voucher items.

After you have entered the file number and the billing code, potentially entered accruals for this invoicing party will be displayed directly in this line.

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Related basic data