Overview
This application is used to post manual invoices. Direct invoices will only be allowed if the flag (in the Supplier Maintenance application) is set to Y. Direct invoices can route for Workflow approvals if approval process is enabled. (TO_ProcessType.ProcessTypeEnabled = Y for ProcessTypeCode = DIRECTINV_APPROVAL)
Navigation Path
Financial Management → Invoice Processing → Direct Invoices
Typical Users
Creditors invoice processing.
Risk Factors
Direct invoice capture is a high-risk application as invoices are not validated against a purchase order or other sources. Access should be restricted as far as possible and it is highly recommended to activate Workflow for direct invoices. Risks include fictitious invoices can be processed, invoices can be processed incorrectly, invoices can be under/overstated, invoices can be processed more than once.
Function
When the application is opened, you will view the following direct invoices screen:
The 'New invoice' button allows you to create a new direct invoice.
Once you have selected a supplier, all incomplete purchase orders for the supplier will be displayed:
Complete the fields as required.
A duplicate transaction reference number may not be used.
You may select a period in the past, provided the period is still open and you have the appropriate access level.
To be allowed to override exchange rate, you have to have the correct level of access. This can be changed using the profile maintenance application.
Continue to add lines by clicking on the 'Add Line' button.
Enter the required fields or select from the available drop-down lists. Once completed, click on the 'Save' button to save the line. The lines will be displayed at the bottom of the screen.
Once you have added all the lines, click on the 'Post' button to save the invoice. If the value of the invoice is not the same as the value entered at the start of the process this button will not be enabled.
Depending on your Workflow setup, the invoice will route for approval:
