Batch Posting of Invoices? Can it be done...

BestTechWriter

[-o< I am working in an environment where the Accounts Payable people are using Navision > Payables modules> Invoicing. Well, they want to be able to enter invoices, lets say about 30 (for a check run), AND NOT POST.

The reason for not posting: they want to be able to check and verify their work before POSTING. It seems that if they do have a typo and they post an invoice to an incorrect division or fund code, they need to issue a CREDIT MEMO to correct it. They want to be able to SIMPLY ENTER INVOICES, a batch, and then SAVE them to the Navision, and then go and print a report to review them - verify their work, and THEN post. They are sick of doing credit memos for errors that could have been caught before posting. As much as you can try to NOT make an error and verify your work as you go, there is the HUMAN factor - no one is perfect.

This would be fine if it was only 30 invoices per day and you make a mistake on 3 (10%), BUT in our office, there are about 400 invoices entered PER DAY among the 7 or so AP CLERKS.

ANY IDEAS HOW TO DO THIS WOULD BE APPRECIATED! GIVE ME THE STEPS WITHIN NAVISION 4.0...WE ARE LOST ON THIS AND I DON'T SEE IT IN THE ONLINE HELP...could have missed it...

In advance, thanks!

TechWriter :?:

Savatage

I don't use that version but can you.....

They can enter all their invoices.
Funtion->Release (just the ones that have been checked and are ok)
Leave the ones that need correction = "open"
Post ->Test Report (just to double check if you want)
post batch ->Status=Released

Then just the Ones already verified as ok will post.

is this what you need???? :-k

BestTechWriter

Okay, I just created an invoice in 4.0 and I went to Function Release and nothing happened. I thought it would close that invoice and do a 'save' so to speak so that I can move on to the next invoice. But it didn't...so what's this 'function release' all about...?

I need to SAVE IT, print a report of what I entered, and then POST IT.

Savatage

Using this method you will have the ability to seperate invoices into two choices.

1)Invoice is "Released" - so you're marking it as "Checked & OK To Post"
2)Invoice is "Open" - so you're marking it as "Hasn't beed checked yet or Contains Error that need to be corrected"

When you BAtch post you will be able to filter on "Released" orders.
This will post all the orders which have already been reviewed and are ok.

Releasing the invoice doesn't actually MOVE the invoice to a SAVED place.

Why does the invoice need to be moved?

if you want to move to the next invoice just click the "Next" Button

What is this report you keep mentioning? Are you creating one?

Is the Status field showing on your Invoice Header? so you can see it?

** this is just one method when using purchase->invoice**
**so I guess you're not using the purchase journals??**

PS this should not be in the Navision Financials Forum

BestTechWriter

Thanks. I'm new so I thought that Navision Financias referred to those of us who are using the Financial Mangement portion of the software, which we are. :roll: I'm a newbie!

Savatage

Navision
Version >= 3.70
Discuss all Navision topics here (both functional/technical).
http://www.mibuso.com/forum/viewforum.php?f=23

BestTechWriter

THANKS! your post totally solved our issues. YOU'RE THE BEST. I hope to one day be able to contribute meaningul info to the boards as you are doing! Thanks again SA...