Just like creating expense policies, you can create a dedicated invoice policy within the Admin area for the invoicing module.
Set the invoice rules to handle routine checks on invoices and credit notes submitted in the invoicing module. The rule options are as follows:
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 warnings are displayed to the submitter, but are visible to the Approver and Finance users.
Off - The policy rule does not apply.
Create or edit an invoice policy
1. From Admin, click Policies.
2. Click on the Invoices tab and then the New Policy button to create a new policy; or the Edit button to edit an existing policy.
3. On the Details tab, give the policy a name. Adding a description is optional but can be useful when editing rules in the future.
Enable auto-approve so that invoices and credit notes assigned to a purchase request skip the approval process, after they have been submitted.
4. On the Invoices tab, turn on the rules that you require.
5. On the Purchase Requests tab, turn on the rules that you require.
6. Click Create to add the policy to your account, or click Update to complete your amendments.
Note: There are only 3 policy rules which apply to credit notes, these policy rules can be found under the 'Invoices' tab when creating or editing your policy. These rules are as follows:
Customer name is present
Supplier VAT number matches
Duplicate invoice detection
You can hover over the blue question mark next to each policy rule as a reminder for what each policy rule is for.
Assign a policy to your suppliers
Once created, an invoice policy should be assigned to the suppliers that you have added.
1. In the Invoicing module, go to the Finance section.
2. Go to the Suppliers section and select the supplier(s) you want to assign an invoice policy to, tick the box next to their name to do this.
3. Click Actions and select Change Policy.
4. Select the policy you wish to assign from the dropdown list.
Alternatively, you can click Edit next to each Supplier and assign the policy on an individual basis.