Material Transfers – Invoice Processing

The Invoice Processing tab is the final stage in the Material Transfers workflow. It’s where you manage the final status of invoices generated from approved transactions.

This screen is found under Material Transfers, on the tab labeled Invoice Processing, alongside:

• Transaction Verification

• Invoice Generation

• Invoice Processing
  
  

Workflow Overview – From Transaction to Invoice

To reach this stage, users must complete the following steps:

1. Create a Transaction

A user initiates a Material Transfer transaction (e.g., a movement of inventory). This starts the approval process.

2. Approve the Transaction

Go to Material Transfers → Transaction Verification.
Here, the transaction must be reviewed and either:

• ✅ Approved – moves it forward in the flow

• ❌ Rejected – ends the process for that entry

Only approved transactions move to the next step.

3. Generate the Invoice

Go to Material Transfers → Invoice Generation.
In this tab, approved transactions are grouped into draft invoices. You can:

• Select the transactions

• Click Generate Invoice

• This action creates a new invoice and downloads it as an Excel file for review or recordkeeping

Once generated, the invoice appears in the Invoice Processing tab.

4. Process the Invoice

Go to Material Transfers → Invoice Processing.
Here you can:

• ✅ Book the invoice to finalize it

• ❌ Reject the invoice if incorrect

• ⚪ Cancel items that no longer apply

Important:
If an invoice has multiple line items, you may:

• Book some

• Reject others

• Cancel the rest

This action will automatically split the invoice into new versions based on status, ensuring clean separation of approved and rejected content.

? Invoice Processing Table

Each row in the table represents a single invoice. You’ll see:

✅ Booked Invoices

• Booked invoices are finalized and locked

• Marked with a green Booked tag

• Can be exported as a .csv file

• Booking info is shown under Booked and Booked By

❌ Rejected or Cancelled Invoices

• Rejected (red): Manually rejected due to errors or invalidity

• Cancelled (gray): Voided either manually or by the system

Both statuses lock the invoice from further action and prevent CSV export.

Exporting Booked Invoices

• Only invoices marked Booked are exportable

• Click the green Export CSV button to download

The export is logged with the user and timestamp in the appropriate columns.

Filtering, Sorting & Search

Use the toolbar above the table to:

• Customize visible columns (Columns)

• Apply filters (Filters)

• Resize/reset columns for layout

• Use the Search box (top-right) to find specific invoices

Notes

• Rejected and Cancelled invoices remain visible for audit history

• You can process partial invoices: book some lines, cancel or reject others

• The system automatically splits mixed-status invoices into new versions as needed

• Only invoices created through Invoice Generation appear here