This function is available when the Invoice processing parameter is set to ‘V - Automatic invoice verification’.
The verification program automatically checks the outstanding confirmation order invoices and displays the actual status of the different invoices.
Note: It is also possible run this function via the end of day, module PC and option MBCOV.
What do you want to do?
This form is displayed when you click Purchase Control > Verify MB Confirmation Orders.
Menu Bar and Toolbar:
| Menu bar | Toolbar | Action |
|---|---|---|
| File > Exit |  |
Returns you to the Purchase control menu. |
| File > Print |  |
Prints the Confirmation order invoices verification log to the default printer. |
| File > Print Preview |  |
Previews the Confirmation order invoices verification log print. |
| Tools > Check verification | - |
Starts the verification checking (No update) of order invoices. |
| Tools > Verify |  |
Starts the verification processing of order invoices. |
| Tools > Confirmation Orders | - |
Opens the Invoice details form of the Order Confirmation Data function. |
| Help > Help |  |
Displays this help topic in a web browser. |
| Help > About | — | Displays version and copyright information. |
Check only: Select or clear to toggle between Check and Verify modes.
Note: The Check mode is the system default, no updates are done.
The following checks are done per invoice to determine if the invoice can be processed.
Parts related invoices checks:
- The invoice in the confirmation order program must be accepted.
- All confirmation order lines connected to the invoice must be processed.
- All corresponding purchase transaction lines must have status received.
- All purchase transaction lines must have the same supplier.
- The total amount of the received purchase transaction lines should be the same as the total amount of the invoice according to the confirmation order data.
Non parts related invoices and credit notes checks:
- The invoice in the confirmation order program must be accepted.
- The supplier code for the corresponding dealer number can be found (retrieved from the parts ordering parameters)
- The expense code for non parts invoices in the parts ordering parameters should be filled.
Verification Log
Verification log Header: The first section of the Verification log displays details of the confirmation order invoices verification log.
- Company
- Date
- In case the invoices of this log are not (yet) verified then ‘Check only mode’ is displayed.
Verification log Invoice by Invoice: The second section of the Verification log displays for every invoice processed the following information:
- Invoice number and, if applicable, invoice process message
- If available, Internal reference
- A blue line displaying the invoice type description
- Supplier
- Invoice value confirmation order data
- Goods value
- If available, Uplift value
- VAT value
- Surcharge value
- Other charges: contains for example, Environmental charge
- Document total
Verification log Footer: The last section displays the number of invoices processed for verification.
- Invoices processed
Verification Log Picture Buttons:
The following buttons are displayed in the second section of the Verification log on the right of the invoice details.
Ready for verification: indicates that the invoice is available for verification processing.
Hold for processing:
indicates that there is a difference between the purchase order and invoice. Users with a priority higher then the verification priority are allowed to action this invoice, hence the message can be investigated.
Difference accepted: indicates that there is an acceptable difference between the actual goods value from purchase control and the actual invoice value.
Verified:
Manual verification: indicates that the invoice has been manually verified.
Verification Log Picture Buttons Shortcut Menu:
Click or right-click the picture button and depending on the action needed the following options are displayed.
Accept verification difference: Processes the selected invoice, with purchase ledger postings based on the actual goods value from purchase control what will be different from that actual invoice in confirmation orders. Users with a priority higher then the verification priority can take this action.
The invoice details are updated and the text color is changed to blue. The picture button changes to Difference accepted which indicates that the line is ready for verification but a difference has been accepted.
The status for acceptance of invoice differences is displayed within the confirmation orders invoice details form.
Reset accept difference status: Resets the status of the selected order so that the normal verification checks will be done before processing the invoice. Users with a priority higher then the verification priority can take this action.
The invoice details are updated and the text color is changed to black. The picture button changes to Hold for processing which indicates that the line has differences.
Manual verification: Marks the selected invoice for manual processing. Users with a priority higher then the verification priority can take this action.
The invoice details are updated and the text color is changed to gray. The picture button changes to Manual verification which indicates that the line is marked for manual processing. Lines marked for manual verification are only displayed on the day that the invoice status has been changed.
Reset manual process status: Resets the status of the selected order so that the normal verification checks will be done before processing the invoice. Users with a priority higher then the verification priority can take this action.
The invoice details are updated and the picture button changes to its original state.
Show posting details: Displays the details of the postings for the invoice selected. Only available when the invoice is ready for verification. Users with a priority higher then the verification priority can take this action.
Show invoice details: Displays the details of the invoice selected via the confirmation orders program.
When an invoice is ready for verification you can start the verification process.
To verify confirmation orders:
Clear the Check only field.
The Verify toolbar button and Tools > Verify menu bar command are available.
Click the Verify toolbar button or Tools > Verify menu bar command.
A message is displayed, after the verification process.
Click Yes, to print the verification log.
The invoice details are updated and the text color is changed to green. The picture button changes to Verified which indicates that the line is processed. The corresponding purchase ledger transactions and a purchase control invoice verification document are created for a verified confirmation order invoice. The corresponding purchase transaction lines will be set to X which represents Received and Verified.
Tip: You can display verified invoices in the Verify And Post Received Invoices form.
The information stored in the purchase ledger transaction is as following:
Document number: The invoice number as supplied in the confirmation order data files
Document date: The invoice date as supplied in the confirmation order data files
Posting date: The date that the verification program has created the transaction
Customer reference: The reference as entered in the confirmation order details program
The goods total is the sum of the received value of all purchase transaction lines connected to the invoice plus the other charges. The VAT total is not supplied in the confirmation order data files and is calculated based on the nominal ledger VAT rates.
When an invoice is hold for processing, you can investigate the message in case of error solving.
Not all confirmation order lines processed: - This error indicates that not all the confirmation order lines connected to invoice are processed or marked as processed. This means that the corresponding purchase control lines are not yet updated with the invoice information from confirmation order data.
Not all GRNs are received: - This error indicates that all the confirmation order lines are processed but that some or all corresponding purchase control lines are at status A and should be received into stock using the mass receive function.
Incorrect status for purchase order line: - This error indicates that there is one line on the purchase order that has status V (represents a parts line on a VOR order). This purchase transaction line has the correct GRN reference but has an incorrect status. This line is therefore not included in the total goods value what caused a difference error. The difference is displayed on the right and the invoice will automatically hold for processing.
Received value does not match invoice value: - This error indicates that the total goods value, on all the purchase transaction lines that are linked to the confirmation order data invoice, are different from the value that has been received within the confirmation order data files. The difference are displayed on the right and the invoice will automatically hold for processing. The difference could be caused in case a user has received a purchase transaction line manually without using the correct reference or cost price.
Tip: In case an invoice has invoice verification differences is it possible to investigate these differences within the confirmation orders invoice details form. The invoice details tab displays an additional column with the received value for invoices that have been accepted but have not been verified.
Other charges account does not exist: - This error indicates that there are other charges specified on the invoice but the other charges account does not exists. The other charges are booked against the cost centre and expense code as specified on the parts ordering parameters, the account specified here is not known. It is possible to accept the difference but the other charges (for example, the environmental charge) are not booked.
Non parts related invoice account does not exist: - This error is displayed for non parts related invoices when the non parts related invoice account is not found. The non parts related invoices are booked against the cost centre and expense code as specified on the parts ordering parameters. The account specified here is not known.