Note: This help system contains standard information, some of which might not apply to your franchise. Click the Help button on the relevant forms or menus to see any existing help file specific to your Autoline configuration for that form or menu. Alternatively, a help file may exist in the help system specific to your manufacturer.
Invoices are verified after they are registered, and this is done invoice by invoice, not in a batch. This option allows you to select an invoice that you need to verify after it has been registered. A list is displayed of all registered invoices, from which you can select one invoice at a time. All the parts that were received are verified against the invoice.
Tip: Invoices can be verified as many times as you like until you are satisfied there are no errors. You must re-set any failed invoice before re-verifying.
See also:
This form is displayed when the system finds errors on verification of invoices.
To verify all the parts and clear the invoice:
You can always register and come back to verify at a later date. But if you have just registered, click on this link.
From the OPERATIONS Menu, select the Parts invoice verification option.
The PARTS INVOICE VERIFICATION MENU is displayed.
Select the Parts invoice verification option.
You may be prompted for the SM Company number you want to access. If you only have access to one company, the appropriate PURCHASE LEDGER and NOMINAL LEDGER for that company are automatically opened.
Select the Stock Management Company number if prompted.
The Parts Invoice Verification Form is displayed.
From the Invoices Tab, select the Registered option button under View invoice type. If you have just registered, the system automatically defaults to this button.
A list of registered invoices is displayed in the Invoice no. grid.
Left-click, or double left-click, on the invoice you want to verify, to select from the list.
The Verify and Delete invoice buttons are enabled.
All the GRNs and values on that invoice are displayed in the main grid, with a breakdown of the value of that invoice under Invoice totals. The current status of the invoice is displayed below the grid, along with the PURCHASE LEDGER internal document reference number and any other information relevant to PURCHASE CONTROL and the PURCHASE LEDGER.
Note: See Parts Invoice Verification Form for an explanation of the colour-coded status of the invoices displayed by each option button.
Click Verify.
The following message is displayed:
Are you sure you want to verify this invoice?
Clicking Cancel returns you to the Parts Invoice Verification Form. Click Continue to start the verification process. If any one of the program initialisation routines fails, or if the Verification Parameters cannot be read for the company being used, the following message is displayed:
Error - invoice verification cancelled.
Otherwise, invoice verification proceeds as follows:
The invoice is checked against all the parts connected to the GRNs in PURCHASE CONTROL, that are linked to that invoice. The invoice value is compared with the total cost price of all the parts booked against the GRNs on that invoice, to see whether they match. Unless there are errors, a further message is displayed:
Posted and updated successfully.
The two values match exactly, so the invoice is verified, cleared off the system and posted to accounts, and the PURCHASE LEDGER is updated. The parts transactions in PURCHASE CONTROL are marked as verified and completed.
Note: An invoice may not match perfectly, but may be within accepted variances on the PURCHASE LEDGER account. In that case, the difference is automatically written off. The invoice is posted to accounts and the parts transactions in PURCHASE CONTROL are marked as verified and completed.
Error messages
After verification, any error messages about the invoices are displayed. (See also: Troubleshooting).
The system does not automatically default to the Errors option button after a failed verification as you may want to verify other invoices before seeing which ones failed.
If an error occurs, and the difference in values is outside acceptable tolerances on the PURCHASE LEDGER account, the invoice is marked as a failed verification (in error). The following error message is displayed:
Invoice has amount outstanding [Reference number].
This means that the value of goods received does not match the value on the invoice being verified. The reference number is the internal invoice reference number in PURCHASE CONTROL, enabling you to correct errors manually in PURCHASE CONTROL.
The system scans all the parts on the invoice in Parts purchase invoice verification against those in PURCHASE CONTROL and reports all variances and missing parts from either side. This enables you to correct the problem quickly and re-verify successfully.
Note: If the Edit VAT Table Form is displayed, this indicates a mis-match in VAT values that you need to correct.
Click OK to any error message.
If the error message concerns failed invoices, a list of invoices with errors is displayed on the Verification Errors Form.
Make any necessary correction of the problem in PURCHASE CONTROL.
If you do not then re-verify in PURCHASE CONTROL, you will need to do it in the PIV system.
In that case, you must re-set the invoice back to Registered status before re-verifying the invoice in Purchase Invoice Verification.
It does not matter whether you click Reset before, or after, you correct the problem in PURCHASE CONTROL, and you can re-set an invoice at any stage, but you always have to re-set a failed invoice before you re-verify.
Click Verify a second time.
This clears out the wrong invoice values and tries to verify again.
You may want to delete an invoice from PIV that has been manually verified. Once you have corrected the reason for any failed invoice verification in PURCHASE CONTROL and posted the invoices from there to the PURCHASE LEDGER, you can come back to Parts Purchase Invoice Verification and delete the invoice from the list.
Note: If you delete an invoice that has not been verified, you will have to verify the invoice in PURCHASE CONTROL.
To delete an invoice:
From the Parts Invoice Verification Form, select the Invoices Tab, then select one of the Registered, Verified, and so on, option buttons under View invoice type to access the category of invoice you want to delete. The system may default automatically to one of these depending on your last action.
A list of invoices is displayed in the Invoice no. grid.
Left-click on the invoice you want to delete, to select from the list. The Delete invoice button is enabled.
Click Delete invoice.
Warning: The following message is displayed: You are about to delete this invoice permanently. Once deleted, the invoice will not be recoverable. Are you sure you wish to continue?
Clicking Cancel returns to the Parts Invoice Verification Form.
Clicking Continue displays the following message: Invoice deleted successfully. Click OK to this message to return to the Parts Invoice Verification Form.
Parts Invoice Verification Form
