Hi Miranda,

I'm afraid there isn't a field on the Import template that would automatically make the transaction on hold.

The only option I could think would be to use the Disputes option in the program to set your invoices as in dispute.  

For a help guide on this, please click here.

It would be worth bearing in mind however, that putting an invoice in dispute wouldn't prevent it from being paid.  it will give a warning when trying to pay an account that has disputed items, but it will still let you pay it.

Hopefully this feature will be of use to you.

that's a bit silly really....so any thoughts on how i avoid paying invoices that havent been authorised, because the current system I am using in excel is archaic.....its like having day books - pre computer (yes old enough to remember that!). It negates any need for Sage at all really, as I dont get accurate reports, accurate VAT or anything remotely useful without doing it all in excel.

does anyone else have this problem?

the disputes system is just more work as i would have to go into individual invoices to flag them....no use when you process 100's of invoices per month

Hi Miranda,

This does not solve your situation here and now but Sage 200cloud Professional which in effect is the next step up in terms of Sage Accounts products does offer functionality to set a monetary value and then all purchase Invoices above that value have to be authorised by someone with the relevant access rights. It also comes with a feature rich Authorisation feature for Purchase order Processing, wherein you can setup value breakpoint and even multiple people have to authorise an order if needed.

May I suggest posting on our ideas hub here communities.sage.co.uk/.../sage_50_accounts to see if the idea can be introduced to a future version of Sage 50 Accounts?

Regards

Stu Mcalister

thanks for your reply, but you are right it doesnt solve that i am currently using a cash book, invoice register and purchase day book in excel to do something that a computerised system should be able to do. Competitively Sage is not cheap, if this wasnt a company system in the place i'm employed, really, I think i'd be looking elsewhere. Why would I encourage my employer to upgrade?

Have to say i'm actually disappointed as this doesn't compare too well with systems i have previously used.

i'll just go back to my spreadsheets.

Hi Miranda,

I'm sorry to hear we couldn't find a better solution for you.

When using the Disputes option, you can highlight multiple Invoices to put into dispute at once, albeit it will only show you the invoices for a selected supplier account.  Would this help you in any way?

no not really because i have approx 300 suppliers a month to deal with.

Hi Stu,

We have Sage 200 and we currently enter all invoices and then spend a lot of time finding the budget holders to sign the paper invoices to release payment. We use the Suggested Payments report to check against what invoices have been signed and then remove them from the payment process if they haven't.

You mentioned in your response to Miranda that there is a way to set all purchase invoices above a value to be authorised within Sage - do you mean purchase invoices or the just the orders?

We currently have budget holders using the workspaces to authorise orders but I would like to be able to scan the corresponding invoice, link it to the order and then have the budget holder review and authorise that too in the online workspace - all without the need for the paper copy! I'm now looking into the PaperLess add on which looks good but I wanted to check if this would give us this functionality?

Kind regards,
Emily

Hi Emily,

I've amended my original post in this thread to clarify the feature Purchase Invoice Authorisation is currently only available in Sage 200cloud Professional, this is our on premise version of Sage 200. Once enabled you can set a monetary value which if exceeded would require a manager type person to authorise the Invoice, until such a time the Invoice would not appear on a Suggested Payments run. This is separate from Purchase Order Authorisation and Purchase Requisition Authorisation.

Sage 200cloud Standard has this earmarked to be included in a future version, the current ETA is not confirmed however.

Regards

Have you considered using purchase orders? Raise the PO. Place the order. Just mark the goods as received when you receive the physical invoice. Send the invoice and PO if necessary with the delivery documents, away for signature. Following its return from being authorised, you could then input on to your ledger.
Alternatively, issue purchase orders as normal and get them authorised initially. Then receive a delivery on Sage (even if it is a service). This will show you orders placed, and show any outstanding where no invoice has been input.
Then when the invoice does arrive, it can be input immediately.