ACCESS ACCOUNTS l Modules - Invoice Register

Control the authorisation process.

Inadvertently paying for goods that were not ordered - or have not been received - is a real risk for many companies. Access Invoice Register allows you to take full control of the entire authorisation process. With numerous approval pathways and override facilities available, invoices can be properly authorised or rejected before entering the Purchase Ledger.

You Set the Rules
This module can be structured to precisely match the specific requirements of any company. You can select a simple routine in which one person carries out all of the approval; or a system incorporating up to three levels of approval in addition to that required from whoever enters the invoice and whoever enters the line detail (or matches it to the original order). This enables you to establish an invoice approval routine that may be unique to your business. For example, you can enter a total value for the whole invoice and approve at Level 1; then add line detail by matching to a purchase order before approval at Level 2. Here are the different pathways that can be stipulated using just two of the approval levels available:

Enter invoice >> Approval 1 >> Match to order >> Approval 2
Enter invoice >> Match to order >> Approval 1 >> Approval 2
Enter invoice >> Approval 1 >> Approval 2 >> Match to order

You can also set rules for approval of invoices from specific Suppliers. For example, purchases from stationery Suppliers can be approved at Level 1 by the person who ordered the goods and at Level 2 by the Company Accountant. An alternative example would be the purchase of capital items, which could be approved at Level 1 by the Accountant and at Level 2 by a specific Director.

Fast Entry
Once an invoice is on the system, it can never be lost. You can always trace who has seen and approved the invoice, and who should receive it next. You can dispense with the old system of passing a paper invoice around your office and handle the entire approval process electronically. Each user (subject to password status) can quickly view the invoices ready for their approval, or view all invoices that require approval by others. It is easy to look back and see who approved invoices at each approval level. Using an Orbis Intelliware application, it is possible to take this automation one stage further: e-mail alerts can be generated from within Invoice Register, giving your approvers concise details of invoices awaiting their approval.