Authorising and posting an invoice from the Bookkeeping menu

Authorise and post an invoice from the Bookkeeping menu

1. On the main menu, click Bookkeeping > Purchase Invoices.

2. In the Purchase Invoice window, select the Company from the drop-down list.

3. In the Supplier field, type in the name (or part of the name) of the supplier you want to search for.

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4. Select the Hide form when only one item found check box if required.

   If you select the Hide form when only one item found check box, and there is only one record that matches your search criteria, the application directly displays the relevant page for that record instead of the search results page, where you would have to click the listed record to open it.

5. Select the Search any part of name/code check box if required.

   If you select the Search any part of name/code check box then the search results that are returned will contain the search criteria you have entered in any part of the record name. When this check box is unchecked, only records with the search criteria at the beginning of the name will be returned. For example:

    

   • you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is clear. The results will only contain employees that have 'mit' at the beginning of their first or last name, such as 'Mitchell' or 'Mitch'.
   • you enter 'mit' in the Search for field when searching for an employee. The Search any part of name/code check box is selected. The results will shown any employee whose name contains 'mit' somewhere within it, such as 'Smith', 'Mitchell' or 'Amit'.

6. Click Search or press the [Enter] key.
   The results that match your search criteria are listed in the window.

7. Select the record you want and click OK.
   The Find Supplier window closes and the selected supplier is displayed in the Supplier field of the Purchase Invoice window.

8. On the Purchase Invoice window, click the Ledger button.
   The Ledger window appears, listing all the invoices (posted and drafts) for the selected supplier.

9. Double-click the invoice you want to approve.
   The Purchase Invoice window appears for the selected invoice.

10. Click the Authorise button .
    A message is displayed confirming that the invoice was successfully authorised.

11. Click OK on the message window to close it.

12. Click the Post button to post the invoice.
    A message is displayed confirming that the invoice was successfully posted.

13. Click the Close button  to exit the Purchase Invoice window.

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