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.  Invoices in Sage 200 are automatically picked up by the WAP system and processed through the configured approval routes.  For Sage 200, it is recommended that you enter the invoices into the Sage 200 purchase ledger and mark them as requiring authorisation (see below for more detail).  For Sage 50 users, it is recommended that the invoices be entered into the WAP system and approved.  Once fully approved, they will be automatically posted to the Sage 50 purchase ledger for you.

For Document Management Users

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

Sage 50: scanned invoices can be attached to the invoice details to approve and can be viewed by other users in the approval process.

Multi-Currency

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

Purchase Ledger Settings


1. Prerequisites

Sage 200 – Purchase Invoice ‘Authorisation Required’

In the Sage 200 Purchase Ledger Settings, you must set a value at which purchase invoices require approval.  If all invoices require approval, set this value to £0.01.

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.

Enter PI


2. New Invoice Tab

NB: Although it is possible to use the New Invoice function with Sage 200, it is generally recommended for Sage 50 Users.  Sage 200 users should continue to use the built in Invoices functionality where possible.

Select the New Invoice button within the Invoices Menu on the left of the screen.

New Invoice Tab

  • Supplier: select the Supplier from the drop down list which is drawn through from the Sage database.  Note; suppliers that are on hold in Sage will not appear in WAP.
  • WAP Reference: this will be auto populated by WAP once the invoice is saved.
  • Document Date: this will auto populate to the current date but can be changed if needed.
  • Due Date: this will auto populate to one month from the current date but can be changed if needed.
  • Reference: free text box, enter the invoice number in here.
  • Second Reference: free text box, can be used to enter an additional reference, i.e. GRN if required.

2.1. Add a New Item

Select Add a new Item and enter the required information in the details box.  Complete all other information as required.

N.B:  some boxes may not be visible as below depending on the System Setup.

Add a new item

  • Details: free text box, enter the description of the item that is being invoiced.
  • Account reference: populated with Supplier details and is not possible to amend.
  • Reference: populated with the invoice reference and is not possible to amend.
  • Supplier Name: populated with Supplier details and is not possible to amend.
  • Second Reference: populated with the invoice second reference and is not possible to amend.
  • Transaction Date: populated with the transaction date and is not possible to amend.
  • Gross Goods Value: populated with the gross goods value and is not possible to amend.
  • Tax Code: this will be defaulted to the Standard Tax Rate but can be overridden if needed.
  • Tax Value: populated with the tax value and is not possible to amend.
  • Narrative: free text box, a narrative for the journal can be added here if required.

2.2. Nominal Analysis Tab

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

Invoice Line Details


2.3. Project Analysis Tab

This tab will only appear if either Sage Project Accounting or Sicon Job Costing is being used as the costing module.  If the invoice is linked to a Project/Job, select the correct Project/Job and Project Item/Costing Header from the drop down menus.

Invoice Line Details


2.4. Approval Route Tab

The approval route for the document can be seen by clicking this tab.  If the user has permission to create Ad-hoc routes they will be able to edit this route.

Approval Route Tab


2.5. Budget Tab

If budget checking is enabled in the System Settings and set to appear on requisition entry then the budget status for either the Project or Nominal will appear here.  If a User has permissions, they will be able to click on any details here to see a budget breakdown.

Budget Tab

If the invoice exceeds budget, either a warning will appear but the user will be able to proceed or will not be able to submit the invoice, depending on the System Settings.

Click Save to save the invoice line to the invoice.  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.

Details Tab


2.6. Nominal Analysis Tab

This tab will show a breakdown of the lines on the invoice with the Nominal code, description, narrative, Goods Value and Status.  Once the invoice has been submitted the Waiting For column will be populated.  If an Ad-hoc approval route was created rather than the default being used, the Custom Route box will be checked.  If the invoice is rejected during the approval route, the reason for the rejection will appear under the Reject Reason box.  These lines can be edited or deleted if required.  Clicking Reset will start the approval route again, once submitted.

Nominal Analysis Tab


2.7. Project Analysis Tab

This tab will show a breakdown of the lines on the invoice with the description and the Project/Job and Project Item/Cost Header if a costing module is being used and a Project/Job was chosen when the line was initially entered.  These lines can be edited or deleted if required, and once submitted the Reset button will start the approval route again.

Project Analysis Tab


2.8. Attachments Tab

It is possible to add a scanned attachment or photograph to an invoice using the Browse and Upload buttons; typically this will be a scanned copy of the original document.  When added, this will become mandatory viewing for all approvers.  Once added, all documents attached will be listed under this tab.

Attachments Tab


2.9. Justifications Tab

It is possible using this tab to enter any additional notes or information regarding this invoice.  WAP analysis fields will be displayed here and can be completed if required (these are set in System Settings – Analysis Labels).

N.B:  existing invoices containing Justification notes will show a yellow post it note icon in the flag column in the Invoice Summary table, while if an Additional Analysis label was entered a luggage tag will appear.  A paper clip icon represents an attachment while two paper clips represents multiple attachments.  If an invoice contains either a nominal or project that is over budget, a red flag will show.

Justification Tab


2.10. Approval History Tab

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, lines that do not require approval will not be shown (i.e. Comment lines will not show).

Approval History Tab


2.11. Save or Save and Submit an Invoice

Save or save and submit invoice

  • Save Only: clicking 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: this will send the invoice for approval and depending on User Type permissions, the user will no longer be able to make amendments or delete the invoice.
  • Close: this 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.
  • Show Related Requisitions: if a PO invoice is being entered on the system, clicking this will open a pop-up showing 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 done to the invoice or the approval routes.

3. New Credits

Credit notes can be added following the same process as for invoices as detailed above.  The ability to enter credit notes is a User Type permission so some users may be able to enter invoices but not credit notes if required.  Note; credit notes will not be automatically approved even if the user submitting has a self-approval value for invoices; credit notes will always follow the default route for Rejected Invoices and Credit Notes (Approval Route Setup – Default Approval Routes).

New Credits


4. Existing Invoices

Select the Existing Invoices button under the Invoices Menu on the left of the screen.

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.

Existing Invoices

Selecting Edit next to an invoice will open the existing invoice screen and changes can be made.  Alternatively, invoices can be deleted if a user has the appropriate User Type permissions.

Invoices Image 18


4.1. Split lines on existing invoice

Once an invoice has been submitted its lines can be split between nominals if needed.  Click Edit to open the invoice and then click Edit to open the line that needs to be split and then click on the Nominal Analysis tab.

Invoice Line Details

Once an invoice has been submitted its lines can be split between nominals if needed.  Click Edit to open the invoice and then click Edit to open the line that needs to be split and then click on the Nominal Analysis tab.

Invoices Image 20

Once the invoice is accurate it will need to be submitted for the amended lines to go for approval.


5. Approve Invoices

Invoices awaiting the user’s approval can either be accessed through the Approve Invoices button on the left of the screen or through the hyperlink on the User’s notification page.

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

Approve Invoices

If the DMS module is being used and an invoice was scanned and attached during initial processing, this will be displayed in WAP as soon as the approval occurs.

Invoices Image 22


5.1. Lines Tab

To view the lines that require approval, click the Lines Tab.

Each line on the invoice can be approved or rejected individually, or the entire invoice approved or rejected by selecting Approve All or Reject All.

If Transaction Analysis Codes are enabled within Sage 200 these will be pulled through to WAP and if the approver has the correct permissions to make amendments to an invoice, analysis codes can be changed by clicking Edit.

Lines Tab

If further information is required, click the View Details button to bring up the following screen where lines can be edited or deleted, approved or rejected and the approval route reset.

Lines Tab


5.2. Notes Tab

Any notes entered when the invoice was created will appear here.  If the Approver has the appropriate User Type permissions they may be able to Edit the notes or add new notes.

Notes Tab


5.3. Budgets Tab

If budget checking has been enabled in the System Settings then information can be viewed under this tab; either against the Nominal or the Project/Job selected.

Budgets Tab


5.4. Approval History Tab

An audit trail detailing the approval route steps will be built up here; any rejections or edits will be listed here.

Approval Tab


5.5. Automatically Approving Invoices

5.5.1 Invoice Approval Configuration Settings

There are three settings regarding automatically approving invoices that are linked to purchase requisitions generated and approved within WAP.  N.B. only one of the below settings can be selected.

Invoice HUG - point 5.5 image 1

  • Automatically Approve Invoices that are linked to Requests in WAP. This setting will mean invoices linked to a related requisition approved in WAP will be automatically approved.  NB: there are further sub options relating to this setting which are clarified below.
  • Invoices linked to requisitions should be approved by the requisition requestor. This option generates a custom approval route for each invoice that is linked to a requisition.  This route will contain only the user account that raised the requisition in the WAP system.  NB: this setting is for invoices entered into Sage 200 only.
  • None of the above. If this option is chosen the invoices entered into Sage 200 and picked up by WAP, or entered directly into WAP, will use the standard configured approval route for invoices.

5.5.2 Automatic Invoice Approval Settings

Invoice HUG - point 5.5 image 2

    • Check the invoiced quantity matches the order quantity. If this setting is enabled this will check that the quantity being invoiced is the same as the quantity that was originally ordered.  NB: if requisitions are raised that cover multiple periods (i.e. rent for a year that will be paid monthly), it would be recommended that this setting is not enabled as the invoice quantity will never match the order quantity.  If orders are normally invoiced in full then this setting should be enabled.
    • Check the invoiced quantity matches the Goods Received quantity. If three way matching is enabled then the quantity invoiced will be compared to the quantity received.
    • Check the Line values. 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.  It is possible to configure an acceptable variance in a percentage format.  For example, a variance of 5% could be configured.
    • Check if the invoice is disputed. This setting will check whether the invoice is marked as disputed when it is picked up from Sage 200.  B. this setting relates only to Sage 200.When an invoice is picked up from Sage 200, or entered directly into WAP if using Sage 50, it is possible to check for any variance between the Invoiced Quantities, Goods Received Quantities and the original Requisition line values.  It is possible to have more than one of these settings enabled, depending on your business requirements.

5.5.3 Invoices failing variance check

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.

5.5.4 Example on auto approving invoice checking for Sage 200.

    1. Enter a new requisition in WAP with a Unit Price of £10.  Invoice HUG - point 5.5 image 3
    2. Goods receive the requisition. Invoice HUG - point 5.5 image 4
    3. Record a Purchase Invoice against the order in Sage 200; ensure a Reference is entered. In the below example I have amended the Unit Price from £10 to £5. Invoice HUG - point 5.5 image 5
    4. The invoice will now be picked up by WAP for approval with any variances shown as a Note. Invoice HUG - point 5.5 image 6

6. Rejecting Invoices and Credit Notes

When rejecting 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.  The invoice will then go through the Rejected Invoice Approval Route which is configured within Approval Route Setup – Approval Routes – Edit Default Approval Routes – Rejected Invoices and Credits.

Invoices Image 28

Once an invoice is rejected the original requester will be notified that the invoice has been rejected along with the reason for the rejection. If an invoice has been rejected for a reason similar to the above example, the original requester is able to edit the original invoice and resubmit for approval.


7. Holding an Invoice

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

Holding an Invoice

The invoice will now show as on hold in the Invoices and Credits awaiting approval summary screen.

Holding an invoice

When the Credit Note arrives it should be entered into Sage and this will be pulled through to appear in the Invoices and Credits awaiting approval and can be approved in the same way as an invoice.  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.  Tick the select box to choose an on hold invoice and then select whether to Approve Invoices or Unhold Invoices (this will require the document to be approved separately) and then click to Approve Credit & Action Invoices to complete all transactions together.

Invoices Image 31


8. Batch Entry

Invoices can be entered quickly using this functionality; choose the required database and then complete the fields and click Update.

Batch Entry

Once all the lines have been 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.

Batch Entry


9. 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 Invoices menu on the left of the screen.  This menu option will only appear is the User has the User Type permission to enter PO invoices and the System Settings permission to enable POP Postings into Sage is switched off.  PO invoices should only be recorded in WAP for Sage 50 users or Sage 200 users with no Financials.

Record Purchase Invoice

  • Sage Database: choose the required Sage Company from the drop down list.
  • Filter: if required choose a group of approved suppliers.  If no filter is chosen, all suppliers will be visible in the next drop down box.
  • Supplier: choose the required supplier from the list; different suppliers will show depending on whether a filter was chosen.
  • Find Orders: click here to bring up all approved and outstanding POs from the chosen Supplier.

From the list displayed choose the required POs that the invoice matches to and click Ok.

Invoices Image 35

Once the POs have been selected, enter the remaining information at the top of the screen:

  • Invoice Date: pick the correct date from the calendar option.
  • Reference: enter the invoice reference number.
  • Goods Value: enter the total goods value from the invoice.
  • Tax Value: enter the total tax value from the invoice.

Invoices Image 36

Tick the boxes to select the POs the invoices matches to and each Goods Received line.

Enter the invoice reference, goods and tax values, then tick the boxes of all the lines that this invoice covers, and for each line tick the good receipt that the invoice relates to.  Press Save & Open to create the single invoice based on these amounts. This will then bring up the new invoice screen:

Invoices Image 37

Check over the lines and ensure the details are correct, then the choose Save Only if you wish to submit later, or Save and Submit to submit the invoice for approval immediately. This invoice will now appear in the Existing Invoices and Approve Invoices sections as appropriate.


10. Reports

The highly configurable report functionality within WAP provides the Invoice report structure which can be customised to your user’s and organisation’s 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).  If required, the reports can also be exported to Excel).

N.B: as the reports are Cookie based you will need to ensure the browser settings allow Cookies from the WAP website to retain a customised report.

Invoice Approval

  • Invoice Approval Report: this report shows a breakdown per Sage Company for a specified date range, all invoices and values, their approval status, and approval history.

11. Settings

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


11.1. Functionality Tab

Functionality Tab

  • Allow duplicate Transaction References: by default this is switched on.
  • Require Invoices to be recorded by matching to a Goods Received note: switch this on if your organisation requires invoices to be matched to a GRN.
  • Require Expected Invoice Values to Match Actual values when recording Invoices: switch this on if your organisation requires expected and actual values on an invoice to match.
  • Automatically populate the second reference with the WAP Invoice ID: by default this is switched off but can be enabled if required.

11.2. User Type Settings

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

User Type Settings

  • View all Invoices/Credits: the ability to view all invoices and credits raised by all users.
  • Enter New Invoices: the ability to add new invoices directly in WAP – predominantly for Sage 50 or Sage 200 with no financial modules.
  • Enter New Credit Notes: the ability to add new credit notes directly in WAP.
  • Amend Invoices/Credits: the ability to amend invoices or credits entered into WAP.
  • Delete Invoices/Credits: the ability to delete invoices or credit notes.
  • Allow Adding Notes to Invoices: the ability to add notes to an invoice during the approval process.
  • Approve Invoices/Credits: the ability to approve invoices or credit notes.
  • Record PO Invoices: the ability to record PO invoices directly into WAP.
  • View Invoice/Credit Reports: the ability to view invoice reports; the Invoice Approval Report will show all invoices, their value, status and approval history.

12. 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.

WAP Invoices Enable Module

N.B: 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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