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 via the Main Menu, or Receive>Aprove Receiving via the Process Menu. Upon selection, a "Find Grid" will display a listing of all of your Receiving transactions that have not been approved.

Find Grid Definitions:

+ Add, Export, and Search Options:

The blue "+ Add" button is used to add a new transaction.
The "XLSX" button will export the information on the grid to a spreadsheet.
The search option can be used to find any part of a word or date on the grid. Type in your search criteria to initiate the search.

Edit/Delete: Click the button to the right of the row that you wish to edit or delete. Receiving

Site Name Column: Lists the Site for which the Count Inventory transaction is. You can type a Site Name under the column header to filter for that Site.

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.

Special Find Grid Search, Filter, and Sort Tools:

Magnifying Glass Only Icon: The magnifying glass at the top of each column in the above grid has a search function that enables you to search within that field. If you hover your mouse over the magnifying class you will see options to use to refine your search.
Magnifying Glass and Calendar Icon: If a column has a magnifying glass and a calendar at the top of the column, the calendar can be used to select a date, and if you hover over the magnifying glass after you select a date, you will have options to refine the filter (such as equal to or greater than the selected date).

The Find Grid includes more tools to help you find, filter, or sort the information on the grid according to your requirements. Some of these tools are intuitive, but other helpful tools can easily be overlooked. Please click this link for more information on Find Grid Tools - FAQs.

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 one 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 who 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 small:

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