Materials management (MM)

invoiceR knows two process types for invoices:

• GK (overheads): invoices without an order. They are accounted and approved manually.
• MM (materials management): invoices with an order reference, for example for stock or consumables. They come pre-accounted from the order and skip the accounting step.

Depending on your setup, all invoices are first read in as GK. Whether an invoice belongs to materials management is then decided in manual assignment.

Manual assignment MM

If an invoice belongs to an order, you switch it to the MM process during manual assignment. Depending on your setup there are two ways:

Via the order number:

1. Enter the order number of the invoice on the Overview tab, or check it if text recognition has already found it.
2. Complete the assignment.

invoiceR uses the order number to identify the responsible department and changes the process type from GK to MM.

Via a document action:

1. Click Problem with this document.
2. Select the action for switching to materials management, for example Change to MM process type, or the responsible department if several are offered.

Caution

Always check the order number on the Overview tab before passing the invoice to materials management. A wrong order number sends the invoice to the wrong department.

If an invoice is in the MM process by mistake, it can go back to the normal flow with Change to GK process type, depending on your setup.

Approval request MM

MM invoices arrive pre-accounted directly in the Approval request step. The responsible person checks the invoice and approves it like other invoices, see Approval.

Depending on your setup, these actions are available under Problem with this document in this step:

• Reject invoice: if the invoice is wrong in content or belongs to another department. The invoice goes back to accounting into the Rejection request step.
• Create email request: creates an email that you use to send the invoice to another person for review.
• Park: puts the invoice aside for a certain period. It gets the “parked” chip and does not appear in the daily task summary during that time.

More about these actions in Document actions.

After approval

Once approved, the invoice is passed to the accounting or materials management system, depending on your setup, and is ready for posting there. In invoiceR it waits in a separate step until posting in materials management is done. When the document is completed there, it changes to the status Completed and is only visible in the archive.

Goods receipt

For invoices with an order reference, invoiceR can require each accounting line to be linked to a goods receipt. If the link is missing, the notice Goods receipt linking needed points this out. In accounting, use the Add new itemline with order reference button to add a line that refers to an order line. How to record and link goods receipts is described in Goods receipt.