Invoice Without Receipt Blocking Functionality

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Invoice Without Receipt Blocking Functionality


You can block the document’s Invoice Confirmation without Receipt. After the Receipt creation, the Invoice will be automatically forwarded to the next Step in your Workflow.


How to set up:

  • Activate a checkbox in Configuration → Basic Settings → Documents Setup → Invoice → Block Invoice Confirmation without Receipt.

    You can also select whom you wish to prompt to create Receipts. Those responsible will receive an email notification. You can split the notifications for users depending on their actions with the document. You can choose to send prompting letters to Purchase Order Creators, Purchase Requisition Requesters, and All Users with the Create Receipt Role.

    You can simultaneously select the Purchase Orders Creators and Purchase Requisition Requesters.

    To send notifications for All Users with the Create Receipt Role, make sure to unselect the Purchase Orders Creators and Purchase Requisition Requesters.


  • The Payment Terms field will be required when creating a Purchase Order or Invoice from PO with the checkbox activated. In Invoice documents with Payment Terms → Postpayment, the Confirmation button will be automatically blocked if not all items were received. See this section on how you can automate and simplify this process.
  • On the Show Invoice page, you can see an added Received column in items, which displays the received item quantity (same as in the related Purchase Order).
  • When a user attempts to Confirm an Invoice without a Receipt, the document will obtain a new Pending Receipt status. With it, the Invoice will not be available for Confirmation until the Receipt is created, and afterward, the Invoice will be automatically forwarded to the next Step in your Workflow.
  • To promptly filter data, use the Invoiced but Not Received Infocard when creating Receipts for Purchase Orders:

Also, on the Select Items to add to the Receipt page, you can find a Quantity in Pending Invoices column that displays information on how many items are currently in the Invoices that are waiting for Receipts to be created (Invoices with Pending Receipts Statuses).

Please note that the Quantity in Pending Invoices displays information that is part of the Invoice Without Receipt Blocking Functionality. Without that functionality enabled, the Quantity in Pending Invoices column will display 0.


When selecting items to add to the Receipt from PO with Invoice Without Receipt Blocking Functionality enabled, the Add to Receipt column includes the values from the Quantity in Pending Invoices column.

If there are no Quantity in Pending Invoices, then the working logic stays the same: Add to Receipt = Quantity - Received.

Please note that for Service Orders, the Quantity in Pending Invoices is called the Net Total in Pending Invoices.


Additional Payment Terms Setting Activation 


Before proceeding to the Invoice without Receipt Blocking functionality take a look at additional Payment Terms settings that can help you manage it. Open  Configuration → Basic Settings→ Documents Setup → Invoices section:


  • The Required Payment Terms in PO and Invoice checkbox functions in the following way:
    • If activated, users will not be able to create a document with the Payment Terms field blank.
    • If disabled, users will be able to create a document without the specified Payment Terms.

Invoices will only still be blocked if the user sets the Payment Terms to Post Payment in the document.

  • The Default Payment Terms checkbox is not activated by default, and it functions in the following way:

 
  • With the Default Payment Terms checkbox enabled, users, when creating new PO or Invoice documents, will get the Payment Terms field automatically set to Postpayment in the document, even if in the Supplier card, the payment terms information is not specified or there are several payment terms added or only the Prepayment option is chosen. For those Suppliers that you add to the document and who did not have the Postpayment option added, it will be created and added automatically.
  • With the Default Payment Terms checkbox disabled, you will be able to select only those terms that are added to the Supplier cards. If the Supplier does not have a Postpayment option added, it will not be added automatically.

 

Both Required Payment Terms and Default Payment Terms settings can be activated without enabling the Block Invoice Confirmation without Receipt functionality.

Customize Notification Process


You can customize the notification process for the Block Invoice Confirmation Functionality by selecting the needed options:


  • Notify All Users with Invoice Roles When New Receipt is Created — if this setting is activated, then all users who have Invoice Roles will receive the following email notification when a new receipt is created. That way, the person responsible for payment will know when to proceed:
  • Not To Send Mail Notifications On Prompting Receipt Creation — if this setting is activated, then nobody in your company will get an email notification prompting them to create a document for the Pending Receipt Invoice. 

If you have already selected the option in Who will be prompted to create Receipts, and then you have activated the Not To Send Mail Notifications On Prompting Receipt Creation setting, then users will not be notified.


You can also configure the settings for the Purchase Order is waiting for Receipt letter in the Email Preferences. This letter is activated by default, and only the users with Create Receipt Roles can access it.

Please note that users will be able to see and turn off this letter if your company has an active Invoice Without Receipt Blocking functionality and has configured that the letter should be sent to all involved.


If you still do not wish to receive this type of email notification, you can simply turn them off in the personal Email Preferences:

In case your company has deactivated sending this letter for all the users in the Basic Setting, this Purchase Order is waiting for Receipt letter option will not be displayed for you in the Email Preferences, as the company has set the preferences for all.


The Purchase Order is waiting for Receipt letter contains the following information:

Receive Information on the Purchaser from Invoice Custom Reports


You can receive more information about the Purchaser, from whom the action is required to create the Receipt document that blocks the Invoice. You can add Purchaser Email and Purchaser Name fields, from the General Data in the Invoice Custom Report.

More information on the creation and usage of the Invoice Custom Report can be found here.