The order verification routine is used to match orders to invoices. Depending on the parameter setting, it can compare values of orders to invoices received and write-off amounts. Alternatively, it can select orders and produce the corresponding documents for batch input. The routine allows for part or all of an order to be verified.
To view the order verification:
From the Autoline Master menu select the Purchase Ledger option and the Company you require.
The PURCHASE LEDGER menu is displayed.
Select the Sundry order control option.
The SUNDRY ORDER CONTROL menu is displayed.
Select the Order verification option.
The Sundry Order Verification form is displayed.
The Sundry Order Verification form is displayed when the Order verification option is selected from the SUNDRY ORDER CONTROL menu.
Depending on the setting of the Purchase Ledger system parameter Batch IP at verification check box, the verification form differs slightly according to which method of verification is being used.
In addition, bear in mind that before any orders are displayed in the Verification grid, you must first have Received the order (or at least part of the order). This is performed in Product maintenance. You must select an order, click the Amend button, enter into the Order Lines tab, right-click a line (and select Amend), or all lines, and then click the Receive icon on the form that is displayed. When you have saved and exited, the status is amended to C, and verification can take place.
The Sundry Order Verification form displays the following fields:
Account details: In the Account details of the form, the details of the suppler, including information such as the name of the company, the address and post code are displayed. An
button is available to search and select an account. When the account is selected, the Registered PL transactions grid displays all documents relating to that account that have been entered on using the Invoice Register menu option.
Order text: The Order text is used to display any free text, entered when the order was created.
Matched order value: Displays the running total of orders currently selected for batch input.
CHECK BOXES:
Display other A/c's: Displays other supplier orders that are waiting to be verified.
Display unmatched lines: Displays the unmatched order lines.
Note: The following fields are only available when the Purchase Ledger system parameter Batch IP at verification check box is unset.
Invoice Values:
Inv asset value: Displays the asset value of the invoice. See the Invoice Register.
Inv expense value: Displays the expense value of the invoice. See the Invoice Register.
Matched order value: Displays the total order value matched (asset + expense values).
Write-off amount: Displays the write-off amount. (If an invoice is greater than an order, there will be a write-off involved).
Write-off limit: Displays the maximum write-off amount. (An order cannot be processed if the write-off amount exceeds this limit.)
Registered PL transactions:
The Registered PL transactions tell you what documents have been posted against the invoice register, and only displays invoices and credits.
Order headers (Orders against account "######|")
Displays sundry orders being matched for supplier access, can be matched against an invoice if the order status is C for Received
Lines waiting verification:
This area of the form displays the Invoice values. By clicking on an entry in the grid, the grid is highlighted green, and the Process button at the foot of the form is enabled.
BUTTONS:
Exit: Returns you to the SUNDRY ORDER CONTROL menu.
Scanned doc: This button allows you to scan documents, such as invoices. When entering through the Invoice Register, this option also allows you to view the scanned image.
Doc archive: This button provides similar functionality as the Scanned doc button but also allows you to retrieve the document from the document archive.
Process: Begins verification of the order - upon clicking this button, the user is presented with a form entitled " Adjust NL postings".
The posting date can be amended by using the search, or the default can be accepted. The Nominal Ledger account displays a default, but can also be amended by means of the
button.There is also a Value field, which displays the value of the Invoice Register invoice.
If the Invoice Register amount is £200, and the order was for £150, clearly there is a portion that needs to be written off.- £50 in this case. Hence if the order and Invoice Register amount do not agree, the write off portion will be displayed at the foot of the form. The amount of write-off allowed is determined by the user's priority. If there is no write-off required, the user can proceed to the next step listed below.
When the user chooses "OK" button, the message "Invoice Verified Successfully" is displayed, and the user is returned to the verification form. The status of the order is now amended to "X". The actual postings are updated by Autoline when the user prints NOMINAL LEDGER daybooks- effectively a journal is produced to remove the entries from suspense, and charged to the Nominal Account of choice, and the Write Off account if any write off amounts exist.
Help: Displays help on the current application in your default company browser.
