Restrict printing invoices without posting.

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Is there a way to restripting invoice printing without posting invoice transaction entries ?!

Thanks.

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  • Hi Abdul,

    Good to see you here, too!  :-)  

    One way I can think of to accomplish this it to take away users access to the unposted invoice reports.  If you are using the default tasks set up in GP, these are in the TRX_SALES_003* Task.  You would not want to take away this task entirely, just remove the non-historical invoice reports (SOP Blank Invoice Form, SOP Short Invoice Form, SOP Blank Invoice Form, SOP Long Invoice Form).  I have never tested this, but I believe users would still have access to all the print windows...but when they actually click the final print button, they would get a permissions error.  If you want something a little more user friendly (that does not require a customization), you could instead replace the invoice reports with a report that simply prints something like 'Invoices must be posted prior to printing".

    As an aside, this is a pretty unusual request.  I have only run into it once before and that was because the users were coming from a system that routinely had issues when posting invoices, so they kept having to recreate them with new numbers.  Once they were comfortable that this would not happen in GP, they no longer needed this.  I would be curious to know why you have this requirement.  

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  • Abdul,

    Do you mean you want only invoices that have been posted first to print?  So a user should not be able to print an unposted invoice?  If so, is this in the SOP module?  

  • Good to see you here Victoria. Yes, user should not be able to print an unposted invoice and it is in SOP module.

  • Hi Abdul,

    Good to see you here, too!  :-)  

    One way I can think of to accomplish this it to take away users access to the unposted invoice reports.  If you are using the default tasks set up in GP, these are in the TRX_SALES_003* Task.  You would not want to take away this task entirely, just remove the non-historical invoice reports (SOP Blank Invoice Form, SOP Short Invoice Form, SOP Blank Invoice Form, SOP Long Invoice Form).  I have never tested this, but I believe users would still have access to all the print windows...but when they actually click the final print button, they would get a permissions error.  If you want something a little more user friendly (that does not require a customization), you could instead replace the invoice reports with a report that simply prints something like 'Invoices must be posted prior to printing".

    As an aside, this is a pretty unusual request.  I have only run into it once before and that was because the users were coming from a system that routinely had issues when posting invoices, so they kept having to recreate them with new numbers.  Once they were comfortable that this would not happen in GP, they no longer needed this.  I would be curious to know why you have this requirement.  

  • Thanks Victoria, I'll try the second method as it seems more user-friendly, for me and users :).

    We found that some users changing invoices, which is created through integration from other applications. This causes same printed invoices to have different amounts. By restricting invoice printing before posting, we can be sure that there will not be same invoice printed with different amounts.

  • Another solution would be to create a field level security to disable the Invoice Checkbox on the print documents window.

    *** If my answer resolved you issue, please verify the answer to make it easy for other users who has the same case ***

    Regards,

     

    Mohammad R. Daoud MVP-MCT

    Have you seen the GP Excel Paste yet? http://di.jo/GPExcelPaste.aspx

  • Hi Abdul,

    Thanks for explaining your reason for asking about this.  What if a user changes the invoice before it is posted, even though they cannot print it?  Wouldn't this still cause an issue because the invoice (from your other system) went out with a different amount than what is now in GP?  

  • As long as user changes before posting, it's an internal issue and can be tracked back. But, when a customer receives same invoice twice with different amount, the issue becomes really serious. It happened few times already and want to avoid further. :)