How to Use Invoice Stages

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Approve Invoices

Set whether every new invoice's stage starts as Pending or Approved.

To set a default invoice stage:

1. Go to System > Setup > System Setup > Defaults > System.
2. Select Approved or Pending from the Invoice Stage drop-down list.
3. If applicable, select the Restrict Unapproved Invoices check box (see below for details).
4. Click Save.

If your business requires an invoice approval process, set the default stage to Pending and select the Restrict Unapproved Invoices check box.

Then when an employee without approval permission creates an invoice, they are not able to select the Approved invoice stage, and are not able to view the Forms tab to email the invoice. A warning also appears stating the invoice needs to be approved.

The Forms tab only appears after the invoice stage is changed to Approved.

If your business does not require an invoice approval process, set the default stage to Approved.

To select an invoice stage, if your security group settings allow:

1. Invoice a job as usual.
2. Select an Invoice Stage from the drop-down list.
3. Make other changes as required.
4. Click Finish.

To approve and email a pending invoice (if your security group settings allow):

1. Open the pending invoice.
2. Click Unlock.
3. Select Approved from the Invoice Stage drop-down list.
4. Click Finish.
5. Click the Forms tab and email the invoice as usual.
6. Click Finish.

If a pending invoice is rejected because details need to be adjusted, there are two options.

To change the amount claimed on a pending progress claim or request for claim:

1. Open the pending progress claim or request for claim.
2. Click Unlock.
3. Adjust the Claim Amount as required.
4. If applicable, change the Invoice Stage to Approved.
5. Click Finish.

If you want to change the total value on a progress claim or request for claim, you need to delete the invoice and any other invoices associated with the cost centre for that job, and start again.

Before deleting an invoice, check that it is a pending invoice and not approved, as approved invoices have already been sent to your accounting package.

To change the total value on a pending invoice:

1. Delete the pending invoice, and any other invoices associated with the cost centre for that job, by clicking Options > Delete Invoice > OK.
2. Open the job, click Unlock and make changes as required.
3. Create a new invoice for the job.

How invoice stages affect reporting

In the Sales Invoices report, you can filter by Invoice Stage.

In these reports, invoice dates and amounts billed only include information from approved invoices:

• Aged Receivables Report
• Item Sold Report
• Contract Profitability Report
• Profit / Loss Summary Report
• Transactions Ready / Waiting for Export Report.