Approve Receiving

Overview:

The Approve Receiving feature is optional. It is designed for customers who are using COGS-Well to post to their Accounts Payable system and who want their managers to "approve" invoices before they are exported.  The display capability in this feature is the same as the Enter Receiving feature.  However, there is no edit capability in this feature - instead, there is only an option to "Approve" or "Approve with Comments".   

Things to know!

• Plate IQ users will not use this feature. 
• This feature is for customers who are using COGS-Well to post to their Accounts Payable system and who want their managers to "approve" invoices before they are exported.
• The feature will only be available if Approve Receipts is enabled on the Receiving Tab in your Company Settings. 
• This feature will only be accessible and visible to users who are given access to it.  

Approve Receiving:

To approve an invoice, credit memo, or COD, navigate to Inventory>Entry>Approve Receiving. Upon selection, a screen similar to the one below will display a listing of all of your Receiving transactions that have not been approved. 

Receiving Transaction Display: A global search option is at the top of the display. Each column in the above display has a search function that enables you to search within that field. To view or edit an existing receipt, click the "Edit" key in the row of the invoice receipt you wish to edit. 

Columns: Information about each Receipt transaction is displayed.  Each column can be searched. A column's width can be dragged with your mouse to become wider if a display is not wide enough (an example is the vendor column above).  

Status Column: The Status can be "Blank" (has not been approved), or "Unbalanced" (see explanation below). If your display is showing "Closed" as the status for any transactions then those transactions cannot be approved or edited. 

Require Balanced Receipts:  A transaction that is "in balance" means the dollar amount that comes from the vendor matches the distribution total that was entered into COGS-Well. The distribution total in COGS-Well represents the sum of the items received multiplied by their quantity received and pack cost. 

View or Approve a Receipt:

To view or approve a Receipt, click the edit button to the right of the transaction and a screen like the below will display:

You will land on the Items Entry tab when you select a transaction. None of the information on this tab, the Criteria tab, or the GL Entry tab can be edited.  It can be edited in the Inventory>Entry>Receive feature. Your only option here is to Approve, Approve with Comments, or Exit.  

Approve: Approve will remove the transaction from waiting to be approved. 

Approve with Comments: The comments are free-form text that can be entered into the display below: 

Unbalanced Invoice: In the example below, an unbalanced invoice receipt for La Creperie de Paris is displayed on the Approve Receiving Find Grid:

If we edit/open this receipt, a prompt for distributing the unbalanced amount to a GL Account option will display as shown below. This option exists to provide the user that is approving invoices with a method for putting the invoice back in balance. Typically, this feature is utilized when the out of balance amount is a small amount:

If "Yes" is selected, then a GL Account find/select display will display as shown below:

Find and Select the GL Account to distribute the unbalanced amount to. The out-of-balance amount will then be distributed to that GL Account and the invoice will now be in balance.