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Managing invoices
Invoices can be entered manually in the system by users with the appropriate user rights. An invoice can only be created for an order that exists in the system; this ensures that the invoice is always assigned to an order.
Another possibility is the electronic import of invoice data in CBL format (CBL 2.0). It is also possible to import other formats (for example, DTA), but this must be configured individually for each Impact Ordering customer. Imported invoices are automatically assigned to orders that exist in the system.
Instead of generating invoices, credit notes for the goods delivered can be created for suppliers from the data in the Impact Ordering system. These are displayed together with invoices in Impact Ordering and are marked as credit notes.
Invoices are subject to a checking process, which is for the most part carried out automatically by scheduled tasks that are set up by a user with the authorization set Administrator (see Scheduled tasks for invoice processing and Automatic invoice checks). Manual intervention is only necessary in rare cases. See Editing invoices with errors and Editing invoices for more information on manual intervention in invoice processing. Credit notes are not automatically checked.
After the scheduled tasks have run, the responsible controller receives a message in his lobby. He can then check invoices that have not been assigned, that have been incorrectly assigned, that have not been processed or have been cancelled and make the necessary assignments or changes or issue complaints.
There are several ways to correct errors in invoices or invoice items in Impact Ordering.
- An invoice can be cancelled. Checking of a cancelled invoice is suspended and the invoice is no longer used (it is considered to be invalid).
- The controller checker can create an invoice complaint, whereby he can change all values of the invoice at the same time. When an invoice complaint is closed, the invoice is considered to be successfully checked (and in particular accepted by the supplier) and is then processed further by the system. Thus no further errors can be checked on this invoice.
- The controller can also correct individual errors on the invoice directly by clicking the Error link that is displayed for an incorrect invoice or invoice item. Several possibilities to correct the error are provided on the detail pages of invoices.
The entire invoice (similar to the invoice complaint) can be edited on the Edit existing invoice page.
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