In this guide, we will show you how to process Centrally Paid Invoices within the Finance Module.
Access: The minimum permissions required to process Centrally Paid Invoices are found in the Finance Module of Config>Setup>Roles & Permissions.
Related Guides:
- How to add a Non Order Invoice
- How to Raise an Invoice
- How to Pass an Invoice for Central Payment using Central Authorisation
- How to Complete Central Manual Reconciliation
To begin, go to Modules > Finance > Accounts Payable > Invoices & Credit Notes.
Click +New.
Select the appropriate Invoice type. For illustration in this guide we will use Non Order Invoice.
Tick Centrally Paid.
Complete the remaining Invoice Header fields and click Save.
Click Record/Edit Invoice Row.
Complete the required fields and click Save & Next to add further rows or to complete the rows click Save.
Click Save.
Your Invoice is now complete and saved with an Unauthorised status.
Subject to relevant Roles and Permissions, click Authorise or seek the relevant approval.
Cancelling a Centrally Paid Invoice or Credit Note
Centrally Paid Accounts Payable (AP) Invoices and Credit Notes can be cancelled under specific conditions. This ensures that incorrect entries can be corrected without requiring manual data adjustments.
Applicable Documents for Cancellation
The following centrally paid documents can be cancelled:
- Accounts Payable – Order Invoice
- Accounts Payable – Non-Order Invoice
- Accounts Payable – Credit Note
Cancellation is only available for documents that are either POSTED or AUTHORISED, with Pay From set to CENTRAL (i.e., no physical bank account involved).
Conditions for Cancellation
- Authorised but Not Centrally Authorised or Reconciled:
- Can be cancelled without creating a journal entry.
- The document status updates to Cancelled and is removed from Central Authorisation.
- Centrally Authorised but Not Centrally Reconciled:
- Can be cancelled.
- The document is removed from both Central Manual Reconciliation and Central Authorisation screens.
- Centrally Authorised and Centrally Reconciled:
- Cannot be cancelled.
- Corrections must be made using a Credit Note.
- The Cancel button remains disabled.
Invoice Status and Reporting
- Centrally Authorised Invoices appear under Passed For Pay in the Invoice/Credit Status filter.
- The following reports include cancellation data to ensure accurate financial tracking:
- Cost Centre Transactions Report
- Detailed Cost Centre Transactions Report
- Ledger Code Transactions Report
- Cost Centre Summary Report
- Budget Holder Report
- VAT Reporting
This process ensures accurate financial management by allowing users to efficiently process, manage, and cancel Centrally Paid Invoices and Credit Notes when required.