Use Subscription Invoices to locate and work with invoice records associated with subscriptions. Finance officers use this area to review subscription invoice records and apply the available approval or payment treatment actions when required by the invoice lifecycle.
A subscription invoice progresses from Draft through approval handling to Approved, then Upcoming, Due, and Paid. Use the invoice form to work with the selected record in accordance with its current processing status.
Before you start
Ensure that you can sign in to the application successfully. The account is locked after failed attempts.
Steps
In the application navigation, select Subscription Invoices.
The Subscription Invoices list displays subscription invoice records. The list includes the Company, Invoice date, Invoice no., Total amount, and Subscription columns.
Subscription Invoices
To locate a specific invoice, enter relevant search text in Search box.
Select Select for the subscription invoice that you need to work with.
Work with the selected record in the subscription invoice form. Use the invoice lifecycle as the processing context: invoices begin in Draft, progress through approval handling, and then continue through Approved, Upcoming, Due, and Paid.
When your business process requires a change to the invoice’s approval or payment treatment, use the applicable action:
Select Consider as not approved when the invoice requires the available approval reversal treatment.
Select Consider As Not Paid when the invoice requires the available unpaid treatment.
Select Consider As Paid when the invoice requires the available paid treatment.
Use these actions only for the invoice currently selected in the form and only when they are appropriate for its processing status.
Review the invoice processing outcome before leaving the form. An invoice that reaches Paid has completed the payment stage of the declared invoice lifecycle.
Tips & cautions
Note: The approval request path is available only when invoice validation is valid. Approval processing also depends on whether the approval process applies to the invoice.
Warning: No changes are allowed due to binding invoices. Do not attempt to alter a subscription invoice when it is binding.
Warning: A binding invoice cannot be reverted. The application also prevents an invoice from being un-delivered when a due invoice already exists.
Troubleshooting
Symptom
Likely cause
Fix
You cannot change the subscription invoice.
The invoice is binding.
Do not continue attempting changes, because no changes are allowed due to binding invoices.
You cannot revert the subscription invoice.
The invoice is binding.
Retain the invoice in its current state because binding invoices cannot be reverted.
A payment confirmation asks whether principal invoices are completely paid.
The payment action requires confirmation of principal invoice payment.
Confirm only when the principal invoice or invoices are completely paid.
You cannot sign in.
The account has been locked after failed attempts.
Use the organisation’s authorised account access process before continuing with subscription invoice work.
Result
You have located a subscription invoice and applied the appropriate available approval or payment treatment for its processing status.
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