Internal Approval of Customer Order Delivery for Invoicing

Background

When reviewing and approving customer order delivery before invoicing is needed (e.g. in case of a low volume/high value type of business), the review might include:

• Verifying that relevant charges are connected
• Verifying prices and discounts
• Checking that no low value order lines remains to be delivered (then you might want to delay invoicing until everything is delivered)

Solution

Prerequisites

• Status 62, 63, 64, 65, or 66 must be selected in the 'Status' field in 'CO Type. Open' (OIS010/E) for the customer order type used for the customer order.
• A customer order delivery is created with status 62-66 in 'CO Delivery. Open' (OIS150).
• Optionally, application message 440 'Delivery not ready to invoice' can be activated in 'Settings – Application Messages' (CRS424).
• Optionally, document number 350 'Preliminary invoice' can be connected to the customer order type in 'CO Type. Connect Documents' (OIS011).

Workflow

• Optional: The CO responsible will find message 440 'Delivery not ready to invoice' in 'Application Message. Open' (CRS420) for CO deliveries that get status 62-66, if application message 440 has been activated in 'Settings – Application Messages' (CRS424). Related option 11 – 'Open' will launch 'CO Delivery. Open' (OIS150).
• If the application messages are not used, then standard sorting order 4 or 12 can be used in 'CO Delivery. Open' (OIS150) to find the deliveries in the relevant status. User defined sorting orders and views can also be created to facilitate relevant sorting and filtering.

Related options in (OIS150)

• Related option 15 – 'Print preliminary invoice' can be used to call 'CO Invoice. Print Preliminary' (OIS650). The printout can be submitted in batch or printed on-line (interactive). The preliminary invoice is a good tool for reviewing charges, prices, discounts etc.
• Related option 21 – 'CO toolbox' can be used to call 'Customer Order. Open Toolbox'.
• Related option 22 – 'CO line toolbox' can be used to call 'Customer Order. Open Line Toolbox'.
• Related option 16 – 'Release for invoicing' can be used to set the status on the customer order delivery to status 60 – Ready to invoice. (The status can also be set on panel E.) Released by is updated with the user ID and Released date is updated with today's date.
• Related option 30 – 'Select to invoice' can be used to add the delivery to an invoice selection that can be launched via Action 'Launch invoice' (F16). This calls 'Customer Invoice. Print' (OIS151), where invoicing can be launched in batch or on-line (interactive). (Invoicing can of course also be launched from 'CO Invoice. Print' (OIS180) as normal.)

Results of workflow

• The customer order delivery is approved for invoicing.

How the system is affected

• Status field is changed to 60=Ready to be invoiced, in 'CO Delivery. Open' (OIS150).
• 'Released by' field is updated with a user ID and Released date is updated with today's date, in 'CO Delivery. Open' (OIS150). 'Released by' (RLBY) and 'Released date' (RELD) fields are available to use in sorting orders and views in OIS150.