Invoice Draft/Approved

In the process of creating invoices in HirePOS, ensuring accuracy and approval before sending them to customers or exporting to accounting systems is crucial. This guide will walk you through the steps to mark individual invoices as approved, revert invoices back to draft, and efficiently manage the approval process.

To mark an invoice as approved:

1. In the sales record (invoice) screen, click the Options button drop-down located at the top-right.

2. If the Invoice is locked, choose the 'Unlock' option first to unlock the sales record.

3. From the Options button drop-down, click Approve. The invoice will save and re-load in Approved mode.

4. Approving an invoice will also lock it.

To revert an invoice back to draft:

1. In the sales record (invoice) screen, click the Options button drop-down located at the top-right.

2. From the Options button drop-down, click Unlock. The invoice will save and re-load.

3. Just above the Comments box, uncheck the Approved checkbox.

4. Save the Invoice.

To efficiently approve invoices before emailing:

• Navigate to Sales > Email/Review Invoices.

• Preview invoices using the 'eye' preview button and mark them as approved or draft.

• Utilize the 'approve and next' button to quickly move through the list.

In the Sales > Email/Review Invoices screen, use the Show Approved Only setting in the Filters area to view and send only approved invoices, leaving drafts for further action.

In accounting exporters (Xero, MYOB, Quickbooks), toggle the Export 'Approved' Invoices Only setting in the Options tab to control whether draft invoices can be exported.

To enforce the Draft/Approved process and prevent exporting of unapproved invoices:

1. Go to Setup > Preferences > Restrictions from the main menu.

2. Check the Use Draft/Approved process for invoicing box under General Restrictions.

3. Save Changes to activate the setting.