Transfer Invoices to Purchase Ledger
Return Invoices from Purchase Ledger
In workflow-Purchase Invoices, recycled and approved invoices must be transferred to the external accounts payable for payment processing. Unallocated invoices can also be transferred to Purchase ledger if allowed in the general settings (Settings – General – Interfaces – Purchase ledger – Is the allocation checked during transfers/interface-specific selection). After the transfer to Purchase ledger, the invoices can be archived.
The information of an invoice transferred to Purchase ledger can no longer be edited. To edit, the invoice must first be returned from the core system back to Purchase Invoices. Note! If the invoice has already been archived, it must also be returned from the archive first.
Transfer Invoices to Purchase Ledger
- Go to the To be transferred – Purchase Invoices view. The selection opens by default to a view that shows only approved invoices.
- Select the invoices to be transferred by clicking the checkbox in front of the invoice line.
- Click the To Purchase ledger button.
A report of the invoices transferred to Purchase ledger is automatically generated on the screen. Reports can be viewed later again in the Reports – Transfer Reports view.
From the transfer report, you can see the transferred invoices as well as those invoices that have encountered an error for some reason and have not been transferred. The transfer report also includes the transfer file. If the settings for Purchase Invoices (General – Interfaces) have selected Should the transfer file be zipped – Yes, the transfer file will appear as a Zip file.
- Save the transfer file from the transfer report to the desired target directory, from where it can be retrieved into the Purchase ledger program.
- Close the report window after saving the transfer file by clicking the Close button.
Return Invoices from Purchase Ledger
If necessary, invoices can be returned from Purchase ledger back to Purchase Invoices.
Go to the Transferred – Purchase Invoices view and select the invoice(s) to be returned by clicking the checkbox in front of the invoice line. Click the Return from Purchase ledger button. After the return, the program will notify how many documents have been returned. You can close the notification by clicking the OK button in the window.
The invoices will return to the Transferable – Purchase Invoices view. The invoice history will retain the information about the invoice return. No transfer report is generated for the return. NOTE! Returning from Purchase ledger does not perform actions in the Purchase ledger program, but only marks the invoices in Purchase Invoices as returned from Purchase ledger and allows for editing of the invoices. Invoices must be manually removed from Purchase ledger so that they can be transferred back to Purchase ledger after the necessary changes.