Authorising and Unauthorising Invoices

• Authorising and Unauthorising Invoices
  • Conditions on Authorising Invoices Automatically
  • Conditions for Distributing Invoices
  • Restrictions on Authorised Invoices
  • Conditions on Transmitting Invoices Automatically

Invoices are authorised to allow a released production invoice to be transmitted, or to allow a released proposal invoice to be sent.

Authorisation is only permitted for production invoices with an Invoice Status of Released.

The action of unauthorising an invoice sets the Invoice Status back to Released. At this point in the invoice approvals process, the authoriser has only two choices, to authorise the invoice again, or cancel the invoice. Unauthorising an invoice prevents inadvertent marking of a proposal invoice as sent, or transmission of a production invoice in the case where the laboratory's Auto-Transmit Invoices check box is cleared to make auto-transmission inactive. Therefore, usually this unauthorise process would be required only where the laboratory's Auto-Authorise Invoices check box is cleared to make auto-authorisation inactive.

Conditions on Authorising Invoices Automatically

If the laboratory's Auto-Authorise Invoices is selected, when a production invoice, proposal invoice or credit note achieves an Invoice Status of Released, then the invoice or credit note is authorised automatically.

Conditions for Distributing Invoices

When an invoice is emailed, email settings are set as follows.

If a syntax exists that is in scope and has a Syntax Type of Report Request and a Syntax Code of EMAIL_SUBJECT_TEXT preference, when entering distribution details for a report, then the email subject body contains the text generated by the syntax. Note that this syntax should evaluate only to a single-line subject.

If a syntax exists that is in scope and has a Syntax Type of Report Request and a Syntax Code of EMAIL_MESSAGE_TEXT preference, when entering distribution details for a report, then the email message body contains the text generated by the syntax.

If the EMAIL_BCC application preference is defined and contains a valid email address, when the generated reports are emailed, then the BCC email address is set to this email address.

If the EMAIL_ZIP_ATTACHMENTS application preference is defined and selected, when the generated reports are emailed, then one zip file containing all of the generated reports is emailed as an attachment to the email. If the EMAIL_ZIP_ATTACHMENTS application preference is not defined, or is defined and cleared, when the generated reports are emailed, then multiple attachments are added to the email/s.

Restrictions on Authorised Invoices

Once an invoice is authorised, it can be unauthorised, cancelled, marked as sent if the invoice is a proposal invoice, or transmitted if the invoice is a production invoice.

Conditions on Transmitting Invoices Automatically

If the laboratory's Auto-Transmit Invoices is selected, when a production invoice or credit note achieves an Invoice Status of Authorised, then the invoice or credit note is marked as transmitted automatically. (Typically the Authorise service would have a custom script associated with it that contains logic to perform the transmission.)