Following completion and analysis of the required details within the
Invoice Details Tab through cross-referencing
with the actual invoice, the maintenance repair invoices are ready to be posted. Both invoices and
recharges are posted using the Maintenance Authorisation Posting routine which is accessed
by way of the Posting option from the Approvals Menu or the
icon from the
Maintenance Control toolbar.
This form is constituted of four elements, which are as follows:
In addition to displaying the form name the Title Bar provides a number of useful buttons.
The content of the Maintenance Authorisation Posting menu bar is dependent upon the particular process that is being accessed. The full menu bar contents, however, are as follows:
Exits to the Maintenance Control form.
Proceeds with a search utilising the input selection criteria and refreshed the form with the results of this search.
Provides online access to a context sensitive Help form.
As with the menu bar, the content of the Approval Search toolbar is dependent upon the particular process that is being accessed. The full toolbar contents, however, are as follows:
Exits the Maintenance Authorisation Posting form.
Proceeds with the posting of invoices and/or recharges.
Provides online access to a context sensitive Help form.
Simply consists of three mutually exclusive Posting Selection option buttons which are as follows:
This option posts through to accounts both the maintenance approvals/purchase order and any associated recharges.
This option posts through to accounts only the maintenance approvals/purchase orders.
This option posts through to accounts only associated recharges.
After selection one of the above options the by selecting the
or the Post menu
option, the system displays the Maintenance Invoice Tolerance form.
Following input of the Maintenance Invoice Tolerance (originally defined in the Invoice Tolerance Tab within System Controls) details the system displays the Recharge Analysis form (if a recharge is present on the approval) enabling recharge text to be entered if required.
The following options are then displayed:
This option processes the charges through to the Invoice Pending file (IPEND) ready for forwarding into the accounts invoice buffer. The system performs a number of verification procedures during this process and only posts the invoices if the verification is successful. If the posting fails then an error messages id displayed detailing the reason for failure.
Once the posting process is completed the system returns to the initial Maintenance Control form.
If the invoice is to be rejected then the posting process may still take place. Use of this option processes the invoice with the usual verification procedures but results in the invoice being put on stop as soon as it reaches the supplier's purchase ledger account. This has several clear advantages:
- The invoice detail appears in the maintenance history.
- The invoice detail appears in the Purchase Ledger account so that the accounts personnel are aware that it has been actioned.
- The invoice analysis does not have to be re-visited.
- Recharges may be invoiced.
Once the posting process is completed the system returns to the initial Maintenance Control form.
Once the reason for the invoice query has been resolved then the original invoice can be freed for payment within the purchase ledger.
Returns to the Maintenance Control form with no updates being carried out.
