Sales order invoice verification

You can flag a sales order to require operator review before an invoice is created and sent to a customer. This function is useful when a fully shipped order should be held for invoicing because of incomplete information that could affect invoicing accuracy and customer acceptance. Enabling sales order invoice verification does not change how orders are picked (Stage 2) or shipped (Stage 3), only how they are invoiced (Stage 4).

Select the Use Invoice Verification option in SA Administrator Options-Documents-Sales Orders-Processing to enable sales order invoice verification. The field is deselected by default.

When enabled, the Require Invoice Verification field is set on these pages:

  • Sales Order Entry-Initiate
  • Sales Order Entry-Maintain
  • Sales Shipping Feedback Entry-Shipping Details-Header

Invoice processing is prevented for any sales order where the Require Invoice Verification field is set to Yes. A Yes value indicates that an operator must review the invoice and change the field to No before the sales order can be invoiced.

The Require Invoice Verification field can be changed to Yes by an operator during Sales Order Entry or Sales Shipping Feedback Entry only. Care should be taken when selecting Yes, as a delayed invoice results in delayed payment to you.

Note: The Require Invoice Verification setting cannot be updated by any external BODs or API programs that create or modify sales orders.

Optionally, you can use SA Mass Maintenance Administration to update the new Require Invoice Verification field value on many sales order header records at one time. Sales orders with a stage of 3 or lower only can be updated in SA Mass Maintenance Administration.

For each sales order requiring invoice verification that is encountered in the Sales Entry Invoice Processing Report, an exception is created and reported on the Sales Exception Report. You can also see the exceptions on the Sales Pre-Invoice Exceptions Report and in Sales Invoicing Exception Inquiry.

The Sales Order Register Report includes an option to report only orders where the Require Invoice Verification field is set to Yes.

The Require Invoice Verification value is also visible in Sales Order Inquiry and the Sales Order Master List Report.

In these functions where a new order or order suffix is created, the Require Invoice Verification field is populated based on its value in the originating order:

  • Sales Order Entry-Sales Order Fulfillment
  • Sales Order Entry-Copy
  • Sales Blanket Release Entry
  • Sales Entry Processing Cancel/Convert Orders Report
  • Sales Shipping Feedback Split to Backorder Entry

You can change the invoice verification value by maintaining the new order in Sales Order Entry.

You can print an invoice on demand that is set for invoice verification from the Sales Demand Invoice Report, and from Sales Order Entry, Sales Shipping Feedback Entry, and Sales Credit Release Inquiry.