Approving a Supplier Document

A supplier document is approved by default. This means that lines added manually are assumed to be approved prior to entry as Acumen has no information to verify these entries. For items added to a Supplier document by loading Purchase order lines Acumen approves the lines according to the Received and Claimed quantities provided by the order.

If you alter a line on a supplier document that was loaded from a purchase order then the following will occur:

• An increase in the quantity invoiced will cause the difference between the original quantity (that known to be received on the purchase order) and the new quantity to be placed in the claimed quantity column.

• A decrease in the quantity invoiced will be accepted as is. When processed this will result in the purchase order line being only partially invoiced. A future invoice loaded from the same purchase order will pick up the outstanding balance of the received goods not yet invoiced.

• Changes to the extended total of the invoice line (whether from price changes or direct entry) will cause adjustments to the claimed total so as to maintain the initial approved total.

The result of all this is that any alterations made to the invoice quantity or extension will not result in a change to the approved total of the document. To alter the approved total you must alter the approved or claimed details.

If there are several lines on a supplier document waiting to be approved and an event occurs which now renders all of these lines correct you can approve the entire document by using the Approve all lines check box.