Product overview

This WAP Help and User Guide Invoices Module will take you through the features and settings for the Sicon WAP Invoices Approval Module.  The module is designed to allow Users of the WAP system to approve Purchase Invoices. For Sage 200, it is recommended that you enter the invoices either into the Sage 200 Purchase Ledger or Sage 200 Purchase Order Processing. Invoices in Sage 200 are automatically picked up by the WAP system and processed through the configured approval routes.  For customers using Sage 200 but without commercials, and who use WAP Requisitions, it is recommended that the invoices be entered directly into the WAP system. Once fully approved, they will be automatically posted to the Sage 50 Purchase Ledger for you.

Costing Module Integration

The WAP Invoice Approval module is fully compatible with Sicon Job Costing and Sage Project Accounting. Please note that Sage 200 Commercials needs to be installed to integrate WAP with Sicon Job Costing and therefore we would recommend, as above, that you enter invoices either into the Sage 200 Purchase Ledger or Sage 200 Purchase Order Processing.

Document Management

Sage 200: scanned invoices will be available to view in the WAP invoice approval screen.

Multi-Currency

The WAP Invoices Module supports full multi-currency relevant to the supplier’s invoices being approved.


1. Prerequisites - Sage 200

In the Sage 200 Purchase Ledger Settings, enable Purchase Invoice ‘Authorisation Required’ (Purchase Ledger – Utilities – Ledger Setup – Ledger Settings – Processing tab) and set a value at which purchase invoices require approval.

When you enter an invoice into the Purchase Ledger (directly or via Purchase Order Processing) that is over this value, the tick box is set by default to Requires Authorisation and the WAP Invoice. Approval Module will load the invoice.  This replaces the need to use the basic invoice authorisation process in Sage 200 Purchase Ledger but note that this function is still available, depending on whether the feature is enabled on the user’s Role.

When an invoice requires Authorisation, a query status ‘U’ will be applied to the transaction, and the values will not, at this point, post to the associated nominal code/s. We therefore recommend that an Unauthorised Payments  Balance Sheet Code is created and listed in the Nominal Ledger Default Accounts. The invoice value will then post to this Balance Sheet code until the invoice is authorised, at which point it will move from the BS Unauthorised Payment Code and post to the appropriate Nominal. Note: if this code is not set up and added to the Default Nominal Accounts, the value will initially post to the Suspense Account.  The transaction date will be taken from the Invoice date but the Invoice will post to the next available open Accounting Period.

Note: If required, a Reverse Journal, included in the WAP Addons module in Sage, can be run at month end to post the values of any outstanding unauthorised invoices to the appropriate P&L, month end reports can be run, and then the journal reversed to put these unauthorised invoices back to the Balance Sheet.


2. New Invoice

We recommend Sage 200 Users should continue to use the standard functionality within Sage Purchase Ledger and/or Sage POP, entering PL and PO invoices accordingly  The New Invoice  function within WAP is generally recommended for those customers who do not use Sage Commercials and who may be using WAP Requisitions module.

Select the New Invoice button within the Invoices Menu in the side menu:

Filter: Suppliers can be set up as approved suppliers in Sage PL using Sage 200 analysis codes with the supplier selection filtered by Approved, All Suppliers or the category values. For further information on setting up Approved Suppliers, please refer to the WAP Requisitions Help and User Guide.

Supplier: select the Supplier from the drop down list which is drawn through live from the Sage database.  Suppliers that are on hold in Sage will not appear in WAP.

WAP Reference: will be auto populated by WAP once the invoice is saved.

Document Date: will auto populate to the current date but can be changed if required.

Due Date: will auto populate in accordance with the Supplier’s payment terms on their PL Account.

Reference: free text box to enter the invoice number.

Second Reference: free text box, can be used to enter an additional reference, i.e. GRN if required. Alternatively, a system setting can be enabled to auto populate with the WAP reference once saved (System Setup – System Settings – Invoices)

Select Add a new Item and enter the free text description in the details box at the top of the page.  At this point it is also possible to change the Tax Code and add to the Narrative if required.

Select the appropriate Nominal Code from the drop down list or begin typing the account number or name; only codes that have been assigned to the User will appear on the list (see WAP User Setup Help and User Guide for further details).

Enter the total Goods Value and the Tax Value will be calculated automatically.

If Budget checking has been enabled, the details will be shown under the Budget Status and a detailed drilldown displayed by clicking on the budge link.

If a Costing module is enabled, an additional tab will show enabling the User to select the appropriate Job/Project and Job Header/Project Item.  The dropdown selection will only show those Jobs/Projects and Job Header/Project Items that have been allocated to the User.

The Approval Route tab will show the approval route for the document. Note: only if the User has the User Type permission to create Ad-hoc routes will they be able to edit this route; if not, the route will still be displayed but the Edit button disabled/greyed out.

Click Save to save the line to the invoice.

Note: the Invoice Line details box will remain on the screen ready to add further lines but when no further invoice lines are required, click Close.

Once the Invoice is created, the options are:

Save Only: this will allow the User to save the invoice before submitting, i.e. if extra lines or attachments need to be added before the invoice is submitted.  Once the invoice has been saved it will be given a WAP Reference number.

Save and Submit: will send the invoice for approval and depending on User Type permissions, the User may no longer be able to make amendments or delete the invoice.

Close: will close the invoice screen without making any changes.  Note; if the invoice has previously been saved, the invoice will remain on the system even if the page is closed.

Once submitted for approval, the Invoice can be seen on the Existing Invoices screen, with the Waiting for column populated with the Approver.


2.1. Attachments

It is possible to add an attachment to an Invoice in WAP eg a – this typically would be a scanned copy/saved file of the original invoice. This attachment will then be visible to the approver.

Note: Check for New Documents is only applicable for invoices entered directly into Sage 200 and using Sicon DMS or Draycir Spindle.


2.2. Justification

Use this tab to enter any additional notes or information regarding this invoice that will then be visible to the approver (not the Supplier)

Note: if WAP analysis fields have been set up (System Settings – Analysis fields) these will be displayed and can be completed as required.


2.3. Approval History

This tab will only be populated once the Invoice has been submitted and progressed through the approval route.  Any rejections and edits that affect approval will be shown here. Note: lines that do not require approval will not be shown  eg Comment Lines.

A full approval history is therefore recorded.


3. Record PO Invoices

A Purchase Invoice that covers a single supplier and either one or many POs raised and approved in WAP can be recorded by selecting Record PO Invoice from the side menu.  This menu option will only appear if the User has User Type permission to enter PO invoices. We recommend PO invoices should only be recorded in WAP for those Sage 200 Users with no Commercials.

Select the appropriate Supplier and enter the Invoice Date and Reference. It is not necessary to enter the Goods and Tax Value at this point.

Select Find Orders to display all approved and outstanding POs from the chosen Supplier.

From the list displayed choose the appropriate PO/PO’s  that the invoice matches to and click Ok.

Select the PO lines and Goods Received Lines to which the invoice relates to. Note: if the invoice values differ from the PO line, edit the Qty to be Invoiced and or Unit Price on the appropriate line.

Once all details have been checked, the options are to Save and Submit the Invoice straight for approval, or to Save and Open the Invoice which will open up the document with a WAP reference, allowing the User to add Attachments ie. scanned invoice and add Justification notes as required, before submitting the Invoice for approval. Note: once the invoice has either been Saved and Opened or Saved and Submitted, this will then be linked to that Purchase Order/s which will be updated as invoiced.  If in any doubt, untick the lines and select Close.


4. New Credit

Credit notes can be entered into WAP following the same process as for Invoices detailed above.  The ability to enter credit notes is a User Type Permission and therefore certain Users may be able to enter invoices but not credit notes if required.


5. Batch Entry

Select Batch Entry from the side menu and complete the fields as required, using Update to save each batch line.

Once the batch is completed, the invoices can then either be Saved, Saved and Submitted or Closed.  Once submitted, the invoices will follow the configured approval routes and appear in the Submitted tab in Existing Invoices until approved.

Sicon WAP Invoice Approval Help and User Guide - Batch Entry Screen


6. Existing Invoices

Select Existing Invoices from the side menu to display invoices under the various stages:

New: Invoice has not yet been submitted – only invoices which are entered directly into WAP and have yet to be submitted for approval should appear.

Submitted: Invoice has items awaiting approval.

Approved: Invoice has been approved but not yet posted to Sage

Rejected: One or more items on the Invoice have been rejected

Completed: The Invoice has been posted to sage, or the query flag has been removed (depends

on where the invoice was entered)

Failed: The Invoice failed to post to sage. Please check Event Viewer.

Archived: Not currently possible for Invoices

Use the Quick Links option to display all Active Invoices/Credits, Invoices/Credits awaiting approval or fully approved.  Alternatively, the search option filters can be used to find a specific invoice.  Clicking Apply Filter will display all invoices that the User has permission to view.

Sicon WAP Invoice Approval Help and User Guide - Invoice Entry

Depending on User Type permissions, an Invoice can be viewed/edited.

Sicon WAP Invoice Approval Help and User Guide - Invoice Entry

Show Related Requisitions: only relates to invoices linked to a Purchase Order (see Record PO Invoice)  A pop-up displays the related Requisitions and Requisition lines.

Reset Lines: if a document has been submitted for approval, clicking this will reset all the lines back to the start of their approval routes.  This can be used if a change was made to the invoice or the approval routes.

Copy Invoice: will copy current invoice and create a new document, allowing the user to select a different supplier if required or copy current line details and create a Credit Note.


7. Approve Invoices

Invoices awaiting the User’s approval can either be accessed through the Approve Invoices menu option in the side menu or through the hyperlink on the User’s notification page. Note: the option to ‘Approve Selected Items’ shown in the screenshot below is a User Type permission and we would recommend that this would only be enabled for finance and senior members of staff.

Click on the Arrow next to an invoice line to view the invoice details.

Sicon WAP Invoice Approval Help and User Guide - Approval Route

If a scanned document has been electronically attached to the invoice either using Sicon DMS or Draycir Spindle in Sage 200, or the file document was attached to the invoice at point of entry into WAP, the first screen to appear will be the Attachments, enabling the Approver to view a copy of the Invoice.

Sicon WAP Invoice Approval Help and User Guide - Approval RouteSicon WAP Invoice Approval Help and User Guide - Approval Route

Notes tab: will display any notes entered when the invoice was created (in WAP only), any  variance notes (see Automatic Invoice Approval) and if the Approver has the appropriate User Type permissions they can Edit or Add New Notes which would then be visible to other approvers in the route.

Sicon WAP Invoice Approval Help and User Guide - Approval Route

Budgets tab: If budget checking has been enabled in the System Settings  (System Setup – System Settings – Budgets) the information can be viewed under this tab; either against the Nominal and/or the Project/Job selected if a costing module is integrated.

Sicon WAP Invoice Approval Help and User Guide - Approval Route

Approval History tab:  an automatically populated audit trail detailing the approval process to date.

Lines Tab: Select the Lines tab to show the lines that require approval. If an invoice has multiple lines coded to separate nominal codes, it may be that they flow to other users for approval and therefore only the lines for this particular approver will be displayed.

Each line on the invoice can be approved individually, or the entire invoice approved by selecting Approve All . At this point, and if the Approver has the user type permission to amend/edit and invoice, if required select edit on the relevant line to change the nominal code (dropdown will only show those codes allocated to the User) and if Transaction Analysis Codes are enabled within Sage 200 these will be pulled through to WAP and can also be edited as required.

If further information is required and you wish to see the invoice in full,  click the View Details button to open up the invoice. This is particularly useful if the Approver needs to see the original Purchase Order. Select ‘Show Related Requisitions’ at the bottom of the screen to display the order and the order lines details.

Note: Please see section on Editing Invoices for further information regarding re-coding/re-submitting for approval, splitting lines and re-routing. 


7.1. Rejecting Invoices and Credit Notes

This functionality is to be used when the responsibility for the Invoice is not with the Approver and they need to send the invoice back to finance eg incorrect coding. Note: a pre-requisite is that ‘Rejected Invoices and Credits’ approval route needs to have been configured within Approval Route Setup – Approval Routes – Edit Default Approval Routes – Rejected Invoices and Credits and we would normally advise this is a member of the finance team.

When an Approver rejects an invoice or individual lines, a reason for the rejection needs to be entered before selecting the Reject button at the bottom of the page and the Invoice will then go to the User in the Reject Route.

The Approver in the reject route will receive a notification and it will then sit with them until they deal with the query as required eg. re-code and re-submit for approval by Editing the appropriate rejected line, Reset the Line, Save and Submit.

Note: Please see section on Editing Invoices for further information regarding re-coding/re-submitting for approval, splitting lines and re-routing. 


7.2. Holding an Invoice

This functionality is to be used when the responsibility for the Invoice approval remains with the Approver but there may be a query eg price, qty, service received. By placing On Hold, the document cannot be approved and is visible to Finance Teams in the Existing Invoices screen and in reports that the Approver is dealing with the document but there is a query.

To place an invoice on hold, the Approver should select the invoice awaiting approval in their queue, click on the Lines tab, enter a reason in the free text box and click Hold Invoice.

The invoice will now show as On Hold in the Existing Invoices screen and the reason visible by hovering on the blue information icon. Once the query has been answered and the invoice is accepted, the Approver would then take it off hold by selecting the invoice awaiting approval in their queue, click on the Lines tab, and select Unhold Invoice.

If a Credit Note is requested, once it arrives it should be entered into Sage or WAP and will be pulled through to appear in the Invoices and Credits awaiting approval. The Approver would then select the credit in the same way as an invoice, but when approving a credit note an extra ‘Invoices on Hold’ tab is available; this will show any invoices that are currently on hold within WAP for that particular Supplier.  Tick the select box to choose the relative invoice and then select the Action for Invoices:

Approve Invoices: When clicking ‘Approve Credit and Action Invoices’, both the Credit Note and the selected Invoice will be approved together.

Unhold Invoices: When selecting ‘Approve Credit and Action Invoices’, the Credit Note will be approved but the selected Invoice will only be taken off hold and remain in the list to be approved separately.


8. Editing Invoices

Amending an Invoice, whether it was originally entered into Sage and pulled through to WAP for approval or entered directly into WAP, is a User Type permission.  Users can select Edit on the Existing Invoices screen.

In addition, if an Approver has permission to edit/amend and invoice, they can select View Details on the approval screen to open up the invoice for editing.

The invoice will open up and lines can then be edited as required.


8.1. Editing the Job/Project Selection

When a PO Invoice is recorded in Sage, the Job/Project will be populated from the relative PO. Once this invoice is pulled through to WAP for approval, it is not possible to change the Job/Project or the Job Header/Project Item as this would lead to issues with the purchasing commitment not matching correctly to the actual purchasing costs already recorded on the Job/Project. However, if the PO Invoice is linked to the N/A job (Sicon Job Costing), it is then possible to change the Job.

When a PO Invoice is recorded in WAP, you should still be able to change the Job/Project until it’s authorised, depending on User Type permissions (Costing tab).

On the invoice that you are editing, select the Project Analysis tab, Edit a line and this will bring up the option to change the Job/Project as required.

At this point, if the invoice needs to be sent back for approval based on the Job/Project selection, select Reset Line (if only an individual line have been changed) or Reset Lines at bottom of page (to send all lines on the invoice back through for approval) and Save and Submit.

Alternatively, if the Job/Project  is being editing during the Approval process, the approver can Approve Lines.


8.2. Editing the Nominal Selection and Re-routing

On the invoice that you are editing, select the Nominal Analysis tab, Edit a line and select the pencil icon. Note: if the invoice is already linked to a Project/Job other than N/A, it will not be possible to edit the nominal as it has already allocated to a transaction.

This will bring up the option to change the nominal as required.

At this point, if the invoice needs to be sent back for approval based on the new nominal selection, select Reset Line (if only an individual line have been changed) or Reset Lines at bottom of page (to send all lines on the invoice back through for approval) and Save and Submit.

Alternatively, if the nominal is being editing during the Approval process, the approver can Approve Lines.


8.3. Split Lines on an Invoice

On the invoice that you are editing, select the Nominal Analysis tab, Edit a line and select the Split Lines icon. Note: if the invoice is already linked to a Project/Job other than N/A, it will not be possible to split the line as it is already allocated to a transaction.

The line will split out to equal values but at this point it is then possible to edit each line to the appropriate nominal and value as required.

At this point, if the invoice needs to be sent back for approval based on the new nominal selection, Reset Lines at bottom of page (to send all lines on the invoice back through for approval) and Save and Submit.

Alternatively, if the nominal is being editing during the Approval process, the approver can Approve Lines.


8.4. Re-routing an Invoice (Ad-Hoc Approval Route)

On the invoice that you are editing, select the Nominal Analysis tab, Edit a line and select the ‘Edit the Approval Route for this item’ icon.

Note: only users with the User Type Permission to create Ad-Hoc Approval Routes will be able to re-route the Invoice and the route selected will apply to this document only.

The current route will be visible and can then be edited as required. The Invoice will then need to be Saved and Submitted for approval.


8.5. Deleting Invoices

Invoices can be deleted from WAP if a User has the appropriate User Type permissions. However,  this would be mainly applicable to invoices entered directly into WAP incorrectly; be aware that if this was a PO invoice, the PO would already have been marked as invoiced and further invoices could not be recorded against it. If the invoice was entered in Sage 200, deleting the invoice in WAP will only delete the document in WAP (not Sage 200) with that particular reference and the WAP service will pick up that unauthorised invoice again from Sage to push through to WAP for approval but with a new WAP reference. If in any circumstances the Invoice is authorised directly in Sage 200, the query status U would be removed and the WAP service would therefore not pick the invoice up and this should then disappear from the list in WAP. If not, the delete function in WAP can be used.


9. Automatic Invoice Approval

The WAP system has been developed with three settings regarding approving invoices that are linked to purchase Requisitions generated and approved within WAP.  Note: only one of the below settings can be enabled.  If any of these settings are changed, please restart the WAP service once saved to ensure the service uses the new configuration.

Option 1 – Automatically approve invoices that are linked to Requests in WAP
This option allows for the auto approval of an invoice that is linked to a related Requisition (irrespective of value and quantity) and we therefore strongly advise that it is used in conjunction with the variance checking option ‘Check for variance when auto approving invoices’  with variance preferences detailed below.  If an invoice fails the variance check it will not be automatically approved but will be pulled through into WAP and follow the pre-configured invoice approval routes; the approver will see a post-it note icon against the invoice on the approval screen to show the notes have been populated with the variance details eg:

Check the invoiced quantity matches the goods received quantity:  if three way matching is enabled, the invoiced quantity will be checked against the goods received quantity.

Check the invoice line values compared to the purchase order line:  If this setting is enabled the gross value of the invoice line will be compared with the gross value of the Requisition line it is being matched to ie. a line that has been part received and part invoiced would still require approval because the invoice line total doesn’t match the original order line total. Therefore, if three way matching and/or part invoicing, we would recommend not enabling this option. Only use this setting if only two way matching and orders are normally invoiced in full.

Check the invoice line unit prices compare to the purchase order line: this setting will check unit prices on the invoice line against the unit prices on the order line.  If this setting is enabled, a line that has been part received and part invoiced would not require approval unless the invoice unit value was different to the unit value on the purchase order.

Check invoice variance by percent? Tick/enable to check variance by a percentage and then enter applicable percentage e.g. 2% on Invoice line total value variance percentage with purchase order line.  The By Percent and By Value checks can be used in conjunction i.e. to approve if under 2% and under £50 but to require approval if under £50 but over 2%. With the variance set at 0%.

Check invoice variance by value? Tick/enable to check variance by a value and then then enter applicable value, e.g. £50 on Invoice line total value variance value with purchase order line in WAP base currency. The By Percent and By Value checks can be used in conjunction i.e. to approve if under £50 and under 2% but to require approval if under 2% but over £50.

Automatically approve if invoice line is less than the purchase order line:  this option can  be enabled if it is company policy that if an invoice is received and is less than the purchase order it doesn’t require approval.

Option 2 – invoices linked to Requisitions should be approved by the Requisition requester

This option generates a custom approval route for each invoice that is linked to a Requisition and the route will only contain the User account that raised the Requisition in WAP and will not follow the pre-configured standard approval route.  This means the User who raised the Requisition will also require unlimited invoice approval value.  N.B. this setting is for invoices entered into Sage 200 only.

Option 3 – all invoices require approval

Enable this option if no auto approval is permitted and all invoices entered into Sage 200 and picked up by WAP, or entered directly into WAP, require authorisation through the standard configured approval routes created for invoices.


10. Reports

The Invoice Approval Report (select Reports from the side menu) shows a breakdown per Sage Company for a specified date range, all invoices and values, their approval status, and approval history.

The highly configurable report functionality within WAP provides the Invoice report structure which can be customised to your requirements.  The data can be grouped by dragging column headings to the header bar as well as adding/removing fields by customising the report with the Field Chooser (click the Customise button for the Field Chooser to appear once you have run the report ).  If required, the reports can also be exported to Excel or as a .pdf document.

Note:  as the report is Cookie based you will need to ensure the browser settings allow Cookies from the WAP website to retain any changes you have made to a customised report.

Sicon WAP Invoice Approval Help and User Guide - Reports


11. Settings

System Settings relating to the Invoice module are accessed in System Setup – System Settings – Invoices.

Allow duplicate Transaction References: if Invoices require editing once they are in the WAP system eg nominal code change, this setting will need to be enabled.

Require Invoices to be recorded by matching to a Goods Received note: applicable to Invoices entered directly into WAP only.

Require Expected Invoice Values to Match Actual values when recording Invoices: applicable to Invoices entered directly into WAP only.

Automatically populate the second reference with the WAP Invoice ID: the WAP document ID will be populated on the second reference for invoices entered into Sage or directly into WAP.

Approve Invoices ‘Select all’ check box selects all items on the current page (off selects all items on all pages):  within User Type permissions (General Tab) there is a permission to ‘Use ‘Approve Selected’ option on approval pages’ which allows users the option to select multiple documents to approve at once, rather than approving each document individually. However, if there is more than one page of Invoices to approve, if this setting is enabled, the Select All will only select all items on the current pages, preventing users from accidently approving all items on all pages without checking the invoices on subsequent pages.

Display Allocated (Paid) Status: the status of the Invoice in Sage (Unpaid/Allocated/Paid) will display in the Status column on the Existing Invoices page in WAP.

Automatically Load Existing Invoices on Page Load: when ticked, all Invoices under all headers will be loaded automatically. If un-ticked, the Search and Quick Links can be used to display  the invoices as required.

Validate a Sage accounting period exists for the Invoice Transaction Date:  when ticked, the system will validate whether the accounting period exists when saving / submitting an invoice.

Restrict Invoice Line Date Entry: applicable to Invoices entered directly into WAP only.

When Placing Invoices on Hold:  notifications can be sent as required to previous approvers/current approvers/future approvers to advise invoice has been placed on hold.


12. User Type Permissions

User Type settings relating to the Invoice module are accessed in User Setup – User Types – Invoices.

Enter new invoices:  add new invoices directly into WAP – this is only recommended for organisations who do not use Commercials in Sage 200.

Enter new batch invoices:  enter invoices in batch format in WAP – this is only recommended for organisations who do not use Commercials in Sage 200.

Enter new credit notes:  add new credit notes directly into WAP – this is only recommended for organisations who do not use Commercials in Sage 200.

Copy invoices:  copy a saved invoice to create a new document – this is only recommended for organisations who do not use Commercials in Sage 200.

Record PO invoices:  record PO invoices directly into WAP – this is only recommended for organisations who do not use Commercials in Sage 200.

Approve invoices/credits:  permission  to approve or reject invoice or credit notes.

Delete invoices/credits:  permission to delete invoices or credit notes.

View all invoices/credits:  permission to view all invoices in WAP – only recommended for Finance Team or CEO/CFO users.

Amend invoices/credits:  permission to edit an invoice or credit note; change nominal code or split lines. Restrictions apply – please refer to Section on Editing Invoices for further details.

Allow adding notes to invoices/credit notes:  permission to add notes during the invoice approval process; these notes will sit within WAP only and will not post through to Sage and can be useful if an invoice has been edited or re-routed to pass that information on to the next approver in the route.

View invoice/credit reports:  permission to view invoice reports; the Invoice Approval report will show all invoices, their value, status and approval history.


13. WAP Addons

When WAP is installed, Sicon also install a Sage Add-on module called WAP Addons.  This additional set of features for Sage 200 help provide some additional analysis and processing for invoices and month end routines in Sage 200 when used in conjunction Sicon WAP.

Please refer to the WAP Addons Help and User Guide for further information.


13.1. Authorised Nominals

If certain nominal codes do not require approval in WAP, these can be added under Authorised Nominals.  Invoices are input against Suppliers or POs as normal, the invoice will not be flagged as unauthorised and will not be pulled through to WAP for approval


13.2. WAP Invoice Extra Fields

This setting will allow an alternate approver to be selected when posting the invoice and also allow notes to be added that will be pulled through to WAP.


13.3. Imported Invoices Do Not Require Authorisation

This functionality will set imported invoices to be marked as Unauthorised and will not be pulled through to WAP for approval.


13.4. Stop Unauthorised Invoices Being Unticked

Once the PL setting “Requires Authorisation” is switched on/enabled in Sage 200, all purchase invoices entered of any value will set the ‘requires authorisation’ check box on the purchase invoice entry screen to be checked by default and disabled/greyed out. All invoices will be posted to the balance sheet unauthorised purchase invoice control account and be pulled through to WAP for approval. Configuring this setting in WAP Addons to be True, the ‘Requires Authorisation’ check box will be unticked by default and will need to be checked when an invoice needs to be sent to WAP for approval. Note: it is important that the standard Sage setting in Purchase Ledger for the value that ‘Requires Authorisation’ is set high enough. If an invoice is entered above the value entered the user will not be able to uncheck the box and the invoice will be sent to WAP for approval.
In summary, we recommend this setting is therefore only used when the WAP invoice approval system is first used and only some invoices should be sent to WAP and the rest should not require authorisation but once the system is fully operational and the Company requires all invoices to be approved, disable the setting.


13.5. WAP Connection String

If invoices are input into WAP rather than Sage 200 (i.e. if Sage Commercials has not been installed), enter the WAP Connection string to configure a new tab on PL Supplier Transaction Enquiry to show all Pending Invoices that are awaiting approval in WAP.  This is to show the balances that will be posting through once approved.


13.6. Self-reversing Journal - for Unauthorised Invoices

If Invoices have not been approved by month end,  this can leave a value on the balance sheet that typically needs to be moved to the profit and loss or balance sheet accounts that they were coded to for month end reporting. The self-reversing journal routine picks up all unauthorised invoices up to a specified date and allows them to be posted to the nominal code they were originally coded to.  A self-reversing journal is automatically created for the following period to enable the authorisation process to continue. The self-reversing journal created is put on hold by default so that it can be amended by the Finance team before posting to the nominal ledger.


13.7. POP Order Return Accrual

There are four additional reports in the WAP Addon, two covering disputed invoices and two covering standard purchase order accruals.  These reports allow the accruals to be analysed and grouped by Nominal Code or Purchase Order and provide additional analysis to that already provided within Sage 200.


14. Enable Module

Each year your WAP system will require a new enable string to continue working.  When the new one has been issued, select System Settings – Misc – Licencing.

NB: for your information, the module expiry date is shown along with the modules that have been enabled and the maximum number of users.


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