Posting an Invoice Before Approval (For Netsuite)

NOTE- This feature can be enabled on request. 

To avoid having to accrue these expenses, Centime allows users to post an invoice to the General Ledger before it has been approved. When this happens, the invoice will be visible in both Centime (Documents tab) and the GL at the same time.

After the invoice is approved and finalized, any additional changes made in Centime can be posted back to the GL, updating the existing invoice.

Terminology: 

• Initial Posting: Centime displays the initial posting status when an invoice is posted before approval. This is displayed next to the invoice status in parenthesis. It can also be tracked in the Invoice history. 
  • The status can say initial posting in progress, initial posting successful or initial posting failure. 
  • An invoice can be initially posted only after all critical fields have been completed. 

• Final posting: This is applicable when an initially posted invoice has been approved. 
  • At this point, the invoice is always in the “ready to post” status. 
  • Final posting will sync back any additional changes added after the initial posting. 
  • Note- Final posting is not different from regular GL posting. (single time posting)

Posting Before Approval Invoice Journey with status and available invoice actions.

Posting before Approval is not applicable for PO invoices: 

Centime users will not be able to initially post PO invoices accurately. This is because posting a PO invoice to the GL will impact the billing of the purchase order.

What if the posting period closes after I initially post an Invoice? 

• Posting will fail if the period has been closed.
• In such a scenario, any additional changes made to the invoice after initial posting will not get synced back to the GL upon final posting. This is because the posting period is closed in the general ledger and this blocks out any new updates. 
• Centime will display an alert when the posting period has closed and when any changes were made to the invoice after initial posting. 

• Required user actions in GL: 
  • The invoice needs to be credited out in the GL.

OR

• The period can be reopened.

When the invoice is credited out in the GL:

Allow Non-GL Changes: User Action required varies based on this NS setting. 

• If this is checked, any Non-GL impacting updates (like custom fields) can be made to invoices even when the accounting period is closed.
• To find this setting: 
  • In Netsuite: Go to Setup > Accounting > Manage G/L > Manage Accounting Periods. 
  • Navigate to Setup > Accounting > Accounting Preferences.

If the above mentioned setting is enabled, the user action will slightly change