Updating the Invoice Checked Status on a Purchase Order

Background

When you place an order for goods for yourself via a purchase order, the supplier of the goods will invoice you in respect of the ordered items. In strokeone you can record that you have received and checked the supplier's invoice against the corresponding purchase order. You may wish to use this facility as a workflow control to govern when you settle supplier invoices.

About this task

This topic will instruct you how to navigate to, and update that an invoice has been checked on a purchase order.

Prerequisites

Ensure that you have located and opened the purchase order that you wish to update the Invoice Checked Status.

Procedure

The Invoice Checked flag is located in the Invoice Header fields and its default status is Red (see note below).
Clicking the light will cycle the status value through Amber then Green then Red.
Depending on your organisation's operating practices, you may wish to use the following status meaning for this field:-

Red: Invoice Not received
Amber: Invoice received, but requires investigation. That is, there is a discrepancy between it and the details recorded on the Purchase Order.
Green: Invoice received and reconciles exactly with Purchase Order details, and therefore can be paid.

You may also wish to record the supplier's invoice number in the Supplier Invoice # field.
(This can be then be used to search for / locate the PO should there be any future queries)

Notes

Invoice Checked status defaults to Green, when the Owner Company is not your company. That is, should you record purchase orders on behalf of third party companies (so that can efficiently process contract stock from your clients) then the assumption is that the third party company will settle the invoice with the supplier.