I looked through the other threads and I didn't see this one yet. We have a number of invoices that come in that get rejected prior to entering them, but because they do not get entered into an APE batch, it is very possible for someone else to potentially receive another copy of the invoice down the line and enter it, not being aware that it had previously been sent back to the vendor.
Is there a way to block a particular invoice number under a particular vendor so that it can't be entered in the future?
Viewpoint does do a good job to notify you if you are trying to enter a duplicate invoice into an APE batch. Whenever we are trying to enter a duplicate invoice into AP TRANSACTION ENTRY, there is a flag that pops up that tells us that particular invoice number has already been entered (ie. "AP Reference: 65193 already used on Company 1, mth: 6/2018, Batch ID# 95, Seq # 1 in AP Entry Batch")
What would be nice is if in the same AP TRANSACTION ENTRY screen when someone tries to enter an invoice number that was previously rejected, that some sort of similar flag could block that particular invoice number from being entered under that particular Vendor.
I do know that if someone entered that invoice in as a zero for that vendor and attached a scan then it would both block that invoice number from being used and also help us to retain a copy of the rejected invoice (with notes that we can write on it) in the DOCUMENT INDEX. But clearly that wouldn't be a good solution as that zero invoice would show up on the accounting for that vendor. So the two things I would like to be able to do are
Any help in this area is GREATLY appreciated.
Casey
Guest
| Company | DBSI |
| Job Title / Role | DBSI |
| I need it... | 3 months |
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Understood. Thank you.
This is not an existing feature, but has been requested before. Will monitor for interest and consider for future.
I believe so. The two main things that I want to accomplish is to prevent someone to enter the invoice in the AP Entry batch and if we could save a copy of the invoice in the Document Index as a scan then we can write notes on it so if someone pulls it they can see "Rejected 6/14/18.. this bill was supposed to be billed directly to the client, not us" kind of thing. Is that already available what you indicated in your response? If so, what are the steps to do that? Thank you so much!
Would entering/saving the invoice for reference and allowing you to flag it with a 'never pay' or comparable status meet the need? Invoices with this status would be excluded from most reports (Aging, Open Payable, etc.) and processing workflows.