Creating an invoice policy for the Invoicing module allows you to set rules that your supplier invoices and credit notes must follow when they're submitted.
If required, you can also set a default invoice policy, which will automatically apply to newly created suppliers.
How to create or edit an invoice policy
1. Click the Account Name > Admin.
2. In the Account Setup section, click the Policies subheading.
3. Go to the Invoices tab.
4. Click New Policy to create a new policy, or click the Edit icon (or the three dots icon) on the right-hand side of an existing policy to make changes.
Note:
The first invoice policy created will automatically be set as the default policy for new suppliers.
To set or remove a policy as the default, click the three dots icon and select Make Default or Remove as Default from the drop-down.
Setting or removing a default policy will not update the policy assigned to existing suppliers.
5. On the Details tab, enter a name for your invoice policy and add a description (optional).
You can also enable Auto-Approve by ticking the checkbox. This allows invoices and credit notes assigned to a purchase request to skip the approval process after submission.
6. On the Invoices tab, enable the rules you require.
Block - Invoices and credit notes cannot be submitted if they break the policy rule. The policy issue must be addressed before the invoice or credit note can be submitted.
Warn - The user must review the system warning and click the Continue button to submit the invoice or credit note if they are happy to proceed. If not, the user must click the Cancel button to go back and make the required changes.
Report - No warning is shown to the submitter, but the issue is visible to the Approver and Finance users.
Off - The policy rule does not apply, and no warnings are shown.
7. On the Purchase Requests tab, enable the rules you require.
8. Click Create to add the policy, or Update to save your changes.
Note: Only three policy rules apply to credit notes. These can be found under the 'Invoices' tab:
Customer name is present
Supplier VAT number matches
Duplicate invoice detection
You can hover over the red question mark next to each rule for a description of what each rule is for.
How to assign a policy to your suppliers
Once you've created your policy, you'll need to assign it to your suppliers.
Note: If an invoice policy is set as the default, it will automatically be assigned to any new suppliers imported via CSV or created manually. If a supplier requires a different policy from the default, follow the steps below.
1. In the Invoicing module, go to the Finance area.
2. Go to the Suppliers section and select the supplier(s) you want to assign an invoice policy to by ticking the checkbox(es) next to their name(s).
3. Click Actions and select Change Policy.
4. Choose the required policy from the drop-down and click Update.
Alternatively, you can click the Edit icon next to an individual Supplier and assign the policy directly on their record.