Voucher registration for sales orders

When registering a voucher, you can also post the voucher as an expence sales orders.

Supplier settings

You have the option to assign a fixed approver for all order costs from a specific supplier. This overrides the standard procedure, where the order responsible must approve the order costs.

You can also specify a preferred Cost Type for order costs related to the selected supplier.

These changes apply to new vouchers sent to the inbox.

1. Open the Supplier
2. In the Setup box, select the Supplier tab.
3. Click the edit icon or double-click the box.
4. Select Default Approver and Default Cost Type.

Order cost in voucher registration

You must always start by selecting an order task. The tasks displayed in the list depend on their status and whether they are configured to be shown in accounting. Read more about task status here.

Select a cost type, then register the cost line with or without an article number. If the line has no sales price, the sales price is calculated as cost price + the margin percentage added to the selected Cost Type.

All amounts shown for order costs are excluding VAT.

Use the Edit All and Clear List buttons to make bulk changes or deletions to order costs on the voucher.

If a Cost Type, Quantity, or Cost Price is missing, the costs cannot be approved. In this case, an error message will appear at the bottom of the voucher, and the Bookkeep button will be disabled.

Approval flow

In Voucher Registration, there are multiple options for handling a voucher. The buttons displayed depend on the user's permissions in the accounting system.

Users with financial posting rights:

• Bookkeep: Posts the voucher in the financial module and approves the order costs that the specific user is authorized to approve based on the fiscal settings for approval procedures. If the voucher requires further approval, it is automatically forwarded to the first user who needs to approve the contents of the voucher.
• Send to Approval: Forwards the voucher for approval of order costs but does not post it financially.

Users without financial posting rights:

• Approve: Marks order costs as approved. The voucher is then forwarded to the next approver or returned to the selected inbox (Setup > Ledger Setup > Authorization Setup > Settings).

You can choose between two different workflows, depending on whether the voucher should be immediately posted in finance or only after all order costs are approved.

• Flow 1:
  The bookkeeper clicks Bookkeep to record the voucher in finance.
  The voucher is automatically forwarded to the first approver.
  The user approves the order costs by clicking Approve.
  
  
• Flow 2:
  The bookkeeper clicks Send to Approval, after which the voucher is automatically moved to the first user who needs to approve the order costs.
  This user clicks Approve
  Once all costs are approved, the voucher is automatically moved to the inbox selected under Setup > Ledger Setup > Authorization Setup > Settings.
  The user posts the voucher in finance by clicking Bookkeep.

For both workflows, if a valid procurement rule exists for the voucher, it is automatically sent for final procurement approval as the last step.

➡️ Read more about approval setup here.

Order costs on the sales order

Once a voucher wit order cost posts is posted, the cost posts are visible on the sales order under Sales > Order.

• In the Costs tab, you can view the records from the voucher, which can then be further invoiced.
• In the Documents tab, you can view the original invoice.
• In the Statistics tab, the costs contribute to the calculation of margin etc., per task.
• In the Reports > Project menu, you can find various reports based on order costs.

➡️ Read more about voucher registration in general here.

➡️ Read more about registering electronic invoices here.

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