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  Purchase Invoice (PI) Authorisation
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1Purpose
1.1Operation to Review and Approve Purchase Invoices Received against Suppliers Against Purchase Orders Raised and Authorise for Payment, or to Mark as Rejected
2Identifying Purchase Invoices (PI's) requiring review
2.1The Reminders tab of the Main Switchboard will identify all PI with a Status that Requires a Review by Operations
2.2Load The Purchase invoice by selecting from the Switchboard Reminders
3Ensuring Work is Completed via GRN
3.1If your system has implemented Purchase Order Lin GRN'ing for Completed work, this should be taken into consideration when reviewing Purchase Invoices for authorisation.
4Purchase Invoice Status Overview
4.1To Review - Input by Accounts, Ops to Review - Default Status - OPS ACTION REQUIRED
4.2Overcharged - Hold - Purchase Invoice Higher the PO - OPS ACTION REQUIRED
4.3Under Invoiced - Hold - Purchase Invoice Lower than PO - OPS ACTION REQUIRED
4.4Work Incomplete - Hold - Work Incomplete - Hold in Ops - OPS ACTION REQUIRED
4.5Work Incomplete - Reject - Reject to Supplier - Work Incomplete
4.6Overcharged - Reject - Reject to Supplier - PI Overcharged
4.7Authorised to Pay - Authorised For Payment
4.8Paid - Purchase Invoice Paid (This is updated by the Accounts Department)
5All Options for Fully GRN'd PO's
5.110 - Purchase Invoice matches Purchase Order Value (Authorised to Pay)
5.211 - Purchase Invoice Lower Than Purchase Order Value (Authorised to Pay)
5.312 - Purchase Invoice Higher Than Purchase Order Value (Authorised to Pay)
5.413 - Purchase Invoice Work Incomplete or Purchase Invoice Incorrect
1010 - Purchase Invoice matches Purchase Order Value (Authorised to Pay)
10.1Click on Allocate All Lines
10.2Click on Save
10.3Select Yes to Authorise Purchase Order
1111 - Purchase Invoice Lower Than Purchase Order Value (Authorised to Pay)
11.1This may either be caused by the PI being a part payment, or the work being completed for less that the PO value
11.2Manually Allocate the value to the relevant lines by either entering the value into the "To Allocate" Filed, or by Clicking on the Tick Box to the right of this field.
11.3Click on Save
11.4Select Yes to Authorise Purchase Order
1212 - Purchase Invoice Higher Than Purchase Order Value (Authorised to Pay)
12.1Either one the Purchase Order and Adjust the Purchase Order or use the [Adjust PO] Button for values of less than £50
12.2Click on Allocate All Lines
12.3Click on Save
12.4Select Yes to Authorise Purchase Order
1313 - Purchase Invoice Work Incomplete or Purchase Invoice Incorrect
13.1The Purchase Invoice should either be Rejected or the payment placed on hold if the work is due for completion within a short period of time. Adjust the PI Status accordingly. On Hold Purchase Orders will continue to appear in the users reminders list.
50End to End Flow
Related Articles
 Purchase Invoice (PI) List : ATLAS Application Manual  - Purchase Invoice (PI) List
 Purchase Invoice (PI) Crosstab : ATLAS Application Manual  - Purchase Invoice (PI) Crosstab
# Additional Links
50End to End Flow
NameEstate Systems Ltd
Phone07773 372024
Emailsupport@estatesystems.co.uk
Article Type: ATLAS Application Manual  - ATLAS database support manual - based around individual forms (Help Reference Pages)
ID-14335 , Revised 28/07/2010 12:00:00 AM , Revision  1
Written by: Jonathan  Spratt (ES) , Estate Systems
Article Limited to: Estate Systems - Databases, Websites and Quality inc UKDS