--- title: "Stock Invoice Approval Screen - Field Definitions" canonical: "https://kb.myframeworks.com.au/space/FRAM/28385042/Stock%20Invoice%20Approval%20Screen%20-%20Field%20Definitions" format: markdown --- The **Stock Invoice Approval** maintenance view allows users to enter, review and post supplier stock invoices by matching invoice amounts to receipted stock from purchase orders. Posting a stock invoice through Stock Invoice Approval correctly reverses the purchase clearing account entries created during stock receipting and creates the trade creditor liability in the General Ledger. Users with the [Restrict Process Supplier Invoices](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28378032/User+Maintenance+Screen+-+Field+Definitions#Restrict-Process-Supplier-Invoice) setting enabled on their user account have limited access within the maintenance view. Restricted users can view and resolve invoices assigned to them and update attachments, but cannot create new invoices, modify core invoice fields, edit reason codes or comments, add charges, delete invoices, or post invoices. ## Screen Access From the **Frameworks Menu**, navigate to **Payables > Transaction Processing > Stock Invoice Approval**, then click an **Invoice** hyperlink in the results grid to open the maintenance view, or click **New** to create a new invoice. To return to the dashboard from the maintenance view, click the **Search** hyperlink in the breadcrumb menu at the top of the screen. ## Screen Structure ![image-20260225-011837.png](media://329a560e-6f34-4083-9028-c77f69088266) The **Stock Invoice Approval** maintenance view is organised into the following sections: 1. **Header Details** - Company, supplier, invoice number, purchase order, dates, amounts and narration. 2. **Additional Invoice Details** - Due date, creditor, status, assignee, reason and comments. 3. **Supplier Details** - Read-only supplier reference information. 4. **Action Buttons** - Functions for receipt management, selection, posting and matching. 5. **Receipted/Invoiced Stock Grid** - Product lines showing receipted and invoiced quantities and values. 6. **Command Buttons** - Save, Cancel, Delete and Close. --- ## Header Details ![image-20260225-011934.png](media://1cce6fce-a354-42a9-b1eb-17990ef94539) The header details section contains the company selection, core invoice identification and financial information for the stock invoice. ### Company The **Company** field identifies which company the stock invoice belongs to. Select a company from the drop-down menu. The **Company** field determines the General Ledger accounts used when the invoice is posted. **Format:** Drop-down menu | **Required:** Yes | **Editable:** Yes ### Supplier The **Supplier** field identifies which supplier issued the stock invoice. Enter a supplier code, name or partial name and select from the results. Click the **Search** icon to open the **Supplier Finder** window. The **Supplier** field must be completed before the invoice can be saved. For restricted users, the **Supplier** field is locked and cannot be edited on existing invoices. **Action:** Click the **Search** icon to open the **Supplier Finder** window. **Format:** Text (alphanumeric search) | **Required:** Yes | **Editable:** Yes (unrestricted users); No (restricted users, existing invoices) ### Invoice Number The **Invoice Number** field records the supplier's invoice number. Enter the invoice number exactly as it appears on the physical supplier invoice. The **Invoice Number** must be unique for the supplier within **Stock Invoice Approval**. The system's response to a duplicate **Stock Invoice Approval** invoice number for the same supplier is controlled by the system flag **InvPayDupl**. > ⚠️ For restricted users, the **Invoice Number** field is locked and cannot be edited. **Format:** Text (alphanumeric) | **Required:** Yes | **Editable:** Yes (unrestricted users); No (restricted users, existing invoices) | **Related fields:** The system flag [InvPayDupl](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13175290) controls whether a duplicate invoice number for the same supplier triggers a warning (allowing the invoice to save) or an error (preventing the invoice from saving). The related [Invoice](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404012/Expense+Invoice+Entry+Screen+-+Field+Definitions#Invoice-(Details)) field in **Expense Invoice Entry** uses the same flag to control its own duplicate check. ### P/O Number (Header) The **P/O Number** field links the stock invoice to a purchase order. Enter the purchase order number or click the **Search** icon to find and select a purchase order. Linking a purchase order populates the receipted/invoiced stock grid with the receipted stock from that purchase order. The **Upload** icon next to the **P/O Number** field allows you to attach files to the invoice. **Action:** Click the **Search** icon to open the purchase order search. Click the **Upload** icon to open the **Attachments** window. **Format:** Text (alphanumeric search) | **Required:** No | **Editable:** Yes ### Invoice Date The **Invoice Date** field records the date of the supplier's invoice. The **Invoice Date** defaults to the current date but can be changed to match the date on the physical invoice using the date picker. If the system integer **FWApWrnDays** is configured, a warning message displays when the invoice date is backdated beyond the specified number of days. If the **Invoice Date** corresponds to a closed GL period, the system posts the GL allocations to the current open GL period when the invoice is posted. > ⚠️ For restricted users, the **Invoice Date** field is locked and cannot be edited. **Format:** Date (DD/MM/YYYY) | **Required:** Yes | **Default:** Current date | **Editable:** Yes (unrestricted users); No (restricted users) | **Related fields:** The system integer **FWApWrnDays** controls the backdating warning threshold. ### Reference The **Reference** field displays the creditor's invoice reference as imported from the supplier's e-invoice file. The **Reference** is populated automatically when stock invoices are imported via the **Import Mitre 10 Creditor Invoices** process and provides traceability back to the supplier's own reference for the transaction. The **Reference** is also used as a matching criterion during **Supplier Statement Reconciliation** and is included in the payment remittance XML output. **Format:** Text | **Editable:** No (display only, populated from import) ### Invoice Amount(Ex) The **Invoice Amount(Ex)** field records the GST-exclusive amount of the supplier's invoice. Enter the subtotal amount from the physical invoice. The system uses the **Invoice Amount(Ex)** to calculate the variance against the receipted value and to determine whether the invoice can be posted within the configured tolerances. > ⚠️ For restricted users, the **Invoice Amount(Ex)** field is locked and cannot be edited. **Format:** Currency (two decimal places) | **Required:** Yes | **Editable:** Yes (unrestricted users); No (restricted users) | **Related fields:** The **GST Amount** field is automatically calculated based on the **Invoice Amount(Ex)** and the supplier's GST settings. ### GST Amount The **GST Amount** field displays the calculated GST for the invoice. The **GST Amount** is automatically calculated based on the **Invoice Amount(Ex)** value and the supplier's tax settings. The **GST Amount** can be manually overridden if the calculated amount differs from the supplier's invoice. The **GST Amount** is not calculated for suppliers flagged as GST exempt. The system validates that the sign of the **GST Amount** matches the sign of the invoice total before allowing posting. An invoice with a positive total and a negative GST amount (or the reverse) cannot be posted. > ⚠️ For restricted users, the **GST Amount** field is locked and cannot be edited. **Format:** Currency (two decimal places) | **Required:** No | **Default:** Auto-calculated | **Editable:** Yes (unrestricted users); No (restricted users) ### Group Disc Amt(Ex) The **Group Discount Amount(Ex)** field displays the GST-exclusive group discount amount imported from the supplier's e-invoice file. The **Group Discount Amount(Ex)** is populated automatically when stock invoices are imported via the **Import Mitre 10 Creditor Invoices** process. When the invoice is posted, if a mapped GL account exists for group discounts (configured per branch in the **Branch Discount Accounts Maintenance** screen), the group discount value is posted to that GL account. **Format:** Currency (two decimal places) | **Editable:** No (display only, populated from import) | **Related fields:** The **Applied Discount Amount(Ex)** field displays the settlement discount for the same invoice. GL account mappings for group and applied discounts are configured in **Branch Discount Accounts Maintenance**. ### Applied Disc Amt(Ex) The **Applied Discount Amount(Ex)** field displays the GST-exclusive settlement (applied) discount amount imported from the supplier's e-invoice file. The **Applied Discount Amount(Ex)** is populated automatically when stock invoices are imported via the **Import Mitre 10 Creditor Invoices** process. When the invoice is posted, if a mapped GL account exists for applied discounts (configured per branch in the **Branch Discount Accounts Maintenance** screen), the applied discount value is posted to that GL account. **Format:** Currency (two decimal places) | **Editable:** No (display only, populated from import) | **Related fields:** The **Group Discount Amount(Ex)** field displays the group discount for the same invoice. GL account mappings for group and applied discounts are configured in **Branch Discount Accounts Maintenance**. ### Narration The **Narration** field allows you to enter a brief description or notes about the stock invoice. The **Narration** text is displayed in the dashboard results grid. **Format:** Text (free text) | **Required:** No | **Editable:** Yes --- ## Additional Invoice Details ![image-20260225-021511.png](media://34a59637-db3d-491c-bd4d-607d5e5dfd47) The additional invoice details section contains workflow, assignment and status fields for managing the invoice approval process. This section is displayed to the right of the header details. ### Due Date The **Due Date** field records when the supplier's invoice is due for payment. The **Due Date** may be set automatically based on the supplier's payment terms or entered manually using the date picker. > ⚠️ For restricted users, the **Due Date** field is locked and cannot be edited. **Format:** Date (DD/MM/YYYY) | **Required:** No | **Editable:** Yes (unrestricted users); No (restricted users) ### Creditor The **Creditor** field identifies the creditor account for the stock invoice. The **Creditor** defaults to the supplier of the products. If required, the creditor can be changed to a different supplier account by entering a supplier code or clicking the **Search** icon. An alternative creditor can also be applied to the supplier via the **Supplier Dashboard**. > ⚠️ For restricted users, the **Creditor** field is locked and cannot be edited. **Action:** Click the **Search** icon to open the **Supplier Finder** window. **Format:** Text (alphanumeric search) | **Default:** Same as **Supplier** | **Editable:** Yes (unrestricted users); No (restricted users) ### Status The **Status** field displays and allows modification of the current workflow status of the stock invoice. Select a status from the drop-down menu to update the workflow state of the invoice. Changing the **Status** creates an automatic diary note, visible in Invoice Maintenance, recording the status change. Available status values: - **New**: The invoice has been imported via a scheduled task, added during stock receipting, or created through Creditors Invoice Registration. - **In-Progress**: The invoice has been created or opened manually via the dashboard. - **Matched**: The imported invoice lines and receipted products have been automatically matched and the values align. The status is also automatically set to Matched when all required purchase order lines are selected and the receipted value matches the invoice value, indicating the invoice is ready to post. When the status is **Matched**, the **Status** field is locked and cannot be changed. The invoice must be unmatched before the status can be modified. - **Issues**: The invoice has been flagged by an accounts payable user with a problem that requires investigation. A reason code is required when setting the status to Issues. The invoice is typically assigned to a restricted user for resolution. - **Resolved**: The assigned user has resolved the flagged issue and the invoice is ready for the accounts payable user to review and post. **Format:** Drop-down menu | **Required:** Yes | **Default:** New (for newly created invoices) | **Editable:** Yes (locked when status is Matched) ### Assignee The **Assignee** field identifies the user responsible for the stock invoice. Enter a user name or use the type-ahead search to find and select a user. Click the **Search** icon to open the **User Finder** window. For restricted users, the **Assignee** defaults to the logged-in user's name when the Stock Invoice Approval screen is first loaded. Changing the **Assignee** creates an automatic diary note, visible in Invoice Maintenance, recording the assignment change. **Action:** Click the **Search** icon to open the **User Finder** window. **Format:** Text (type-ahead search) | **Required:** No | **Editable:** Yes | **Related fields:** The **Restrict Process Supplier Invoices** setting in **User Maintenance** controls whether a user is restricted. ### Reason The **Reason** field allows selection of a predefined reason code when the invoice status is changed to **Issues**. The **Reason** field is required when the **Status** is set to **Issues** and is cleared when the **Status** is changed to a different value. Reason values are maintained in the **Stock Invoice Approval Reason Codes** table, configured in **System Administration > System Setup > Payables > Stock Invoice Approval Reason Codes**. Updating the **Reason** creates an automatic diary note, visible in Invoice Maintenance, recording the change. > ⚠️ For restricted users, the **Reason **field is locked and cannot be edited. **Format:** Drop-down menu (from Stock Invoice Approval Reason Codes table) | **Required:** Yes (when Status is Issues); No (all other statuses) | **Editable:** Yes (unrestricted users); No (restricted users) | **Related fields:** The **Status** field controls when the **Reason** field is required. The **Reason** value is cleared when the **Status** is changed from **Issues** to another status. ### Comments The **Comments** field allows you to enter comments about the stock invoice. Comments provide context for other users reviewing the invoice and are displayed in the dashboard results grid. If the comment text is changed, Frameworks writes the previous comment as an automatic diary note, visible in Invoice Maintenance, before saving the new comment. > ⚠️ For restricted users, the **Comments** field is locked and cannot be edited. Line level comments and additional comments can still be added. **Format:** Text (free text, multi-line) | **Required:** No | **Editable:** Yes (unrestricted users); No (restricted users) --- ## Supplier Details The supplier details panel is displayed to the right of the additional invoice details section. The supplier details provide read-only reference information about the supplier for quick reference during invoice processing. All fields in the supplier details panel are populated from the supplier record in **Supplier Maintenance**. ### Supplier Name The **Supplier Name** displays the full name of the supplier. **Format:** Text | **Editable:** No (display only) ### Postal Address The **Postal Address** displays the supplier's postal address. **Format:** Text (multi-line) | **Editable:** No (display only) ### Settlement Discount The **Settlement Discount** field displays the settlement discount percentage claimable if the invoice is paid within the agreed trading terms. The **Settlement Discount** value is sourced from the supplier's **Trading Terms** tab in **Supplier Maintenance**. **Format:** Percentage | **Editable:** No (display only) ### Payment Terms The **Payment Terms** displays the payment terms configured for the supplier (for example, "31 days from Month End"). **Format:** Text | **Editable:** No (display only) ### ABN The **ABN** displays the supplier's Australian Business Number (for example, "A.B.N. 44979752328"). **Format:** Text | **Editable:** No (display only) ### Payment Method The **Payment Method** displays the supplier's configured payment method (for example, "Direct credit"). **Format:** Text | **Editable:** No (display only) --- ## Action Buttons ![image-20260225-022852.png](media://6b2e2f3c-0151-47ce-8f81-e941082cc6cd) The action buttons are arranged in two rows between the header details and the receipted/invoiced stock grid. ### Add Receipts The **Add Receipts** button allows you to attach additional transaction receipts from the supplier to the invoice. Use **Add Receipts** when receipted stock from additional purchase orders or receipts needs to be included on the invoice. **Action:** Click **Add Receipts** to open the **Supplier Transaction Selection **window and add additional receipted stock to the invoice. ![image-20260225-023014.png](media://d0dd6a9a-9e45-4cdb-a02c-3cc330d5a635) **Add Charge** The **Add Charge** button adds a miscellaneous charge line to the invoice for charges that have not been receipted. Clicking **Add Charge** creates a new line (Line 0) in the receipted/invoiced stock grid. The miscellaneous charge requires a product configured as a **Miscellaneous Product Type** and must be linked to a receipt using the **Dollar** icon in the grid. > ⚠️ For restricted users, the **Add Charge **button is disabled. **Action:** Click **Add Charge** to add a miscellaneous charge line to the grid. ![image-20260225-023151.png](media://871a6b4a-01d5-4fa6-8534-c4bd37a422d1) ### Select All The **Select All** button selects all receipted product lines in the grid for posting. Use **Select All** to quickly select all receipted products when the entire receipt matches the invoice. **Action:** Click **Select All** to select all lines in the grid. ### Deselect All The **Deselect All** button clears all selections in the receipted/invoiced stock grid. **Action:** Click **Deselect All** to clear all selections. ### Toggle GST The **Toggle GST** button switches the receipted/invoiced stock grid between GST-exclusive and GST-inclusive values. The receipt and invoice total values at the bottom of the screen also adjust accordingly. **Action:** Click **Toggle GST** to switch between GST-exclusive and GST-inclusive display. ![image-20260225-023326.png](media://4b810283-5ab9-4087-a268-ccb6d9e740be) ### Clear Import The **Clear Import** button removes any imported receipt/invoice lines from the grid, allowing the invoice to be processed manually as if no import had occurred. **Action:** Click **Clear Import** to clear imported receipt/invoice lines from the grid. ### Post The **Post **button posts the approved stock invoice to the General Ledger and updates the invoice status to **Payable **on the **Supplier Dashboard**. The **Post **button is only enabled when the invoice amount and receipt value match within the tolerances set by the system settings **InvTolAmt **and **InvTolPcnt**. If either tolerance is exceeded, the Post button remains disabled. The system also validates that the sign of the **GST Amount **matches the sign of the invoice total before allowing posting. If the **Invoice Date **corresponds to a closed GL period, Frameworks posts the GL allocations to the current open GL period. If the system flag **APSuppInvAtt** is enabled, the **Post **button is also disabled when no attachment is present on the invoice. When **APSuppInvAtt **is disabled, attachments are not required for posting. The invoice can be adjusted and saved as many times as needed until the **Post **button is clicked. > ⚠️ For restricted users, the **Post **button is disabled and cannot be used. **Action: **Click Post to post the invoice to the General Ledger and Accounts Payable. | **Related fields**: The system settings **InvTolAmt** and **InvTolPcnt **control the variance tolerance for posting. The system flag **APSuppInvAtt **controls whether an attachment is required before posting. ### Expense The **Expense** button creates an Expense Invoice using the header details from the current stock invoice and opens the **Expense Invoice Entry** screen with the invoice information pre-populated. When a stock invoice is transferred to an expense invoice, any attachments are automatically copied across, and the stock invoice record is automatically removed from the Stock Invoice Approval dashboard. > ⚠️ For restricted users, the **Expense** button is disabled and cannot be used. **Action:** Click **Expense** to create an expense invoice and open the [Expense Invoice Entry](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404012) screen. ### Match Lines The **Match Lines** button runs an automatic check to match invoiced lines to receipted products linked to the same purchase order or invoice. Use **Match Lines** when a stock invoice has been imported into Frameworks before the stock was receipted, and the receipt has since been processed. If a stock receipt is processed after the supplier invoice has been imported, the invoice matches are automatically refreshed the next time a user opens the invoice in Stock Invoice Approval or clicks the **Refresh** button. **Action:** Click **Match Lines** to automatically match imported invoice lines to receipted products. ### Attachments The **Upload** icon opens the **Attachments** window to attach files and documents to the stock invoice. The **Paper Clip** icon indicates files are already attached. Adding or removing an attachment creates an automatic diary note, visible in Invoice Maintenance,. If a stock invoice was imported via the **Import Mitre 10 Creditor Invoices** process with an INVOICE_LOCATION defined in the XML, a link to the PDF copy of the supplier invoice is added automatically. **Action:** Click the **Upload** icon to attach files. Click the **Paper Clip** icon to view existing attachments. ### Still to Match Indicator The **"$X.XX still to match"** indicator displays the remaining dollar amount that has not yet been matched between the invoice amount and the selected receipted product lines. The indicator updates dynamically as product lines are selected or deselected in the grid. When the still-to-match amount reaches $0.00 (or falls within the configured tolerance), the invoice is ready for posting. **Format:** Currency (calculated, display only) --- ## Receipted/Invoiced Stock Grid ![image-20260225-023927.png](media://460c2d9b-2664-476e-bc81-e2ee80119076) The receipted/invoiced stock grid displays all receipted stock linked to the invoice's purchase order(s). Each row represents a receipted product line. Manually select the stock receipts to post using the checkboxes in the first column. Once selected, the **Qty Invoiced** and **Invoice Value Exc** default to the receipted values but can be adjusted to match the supplier's invoice. The grid totals are displayed at the bottom of the screen, showing the total **Recpt Value Exc** and total **Invoice Value Exc** for all lines. ### Select Checkbox The checkbox in the first column of the grid allows you to select individual receipted product lines for inclusion in the invoice posting. Only selected lines are included when the invoice is posted. When a product line is selected, the **Qty Invoiced** and **Invoice Value Exc** fields populate with the receipted values. Deselecting a product line resets the **Qty Invoiced** and **Invoice Value Exc** to $0.00 and clears the **Additional Comments** and **Comment** values for that line. A product line is also automatically selected when a value is entered directly into the **Qty Invoiced** or **Invoice Value Exc** fields. **Format:** Checkbox | **Editable:** Yes | **Related fields:** The **Qty Invoiced**, **Invoice Value Exc**, **Comment** and **Additional Comments** fields are affected when the checkbox is selected or deselected. ### P/O Number (Grid) The **P/O Number** column displays the purchase order number that the receipted product line is linked to. The **P/O Number** functions as a hyperlink to view the purchase order details. **Action:** Click the **P/O Number** hyperlink to view the purchase order details. **Format:** Text (hyperlink) | **Editable:** No (display only) > ✅ Refer to [Supplier Transaction Enquiry Screen](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28382602/Supplier+Transaction+Enquiry+Dashboard+-+Field+Definitions#Navigating-the-Supplier-Transaction-Enquiry-Screen) for more information about viewing transaction details. ### Line The **Line** column displays the line number of the product within the purchase order. Line 0 indicates a miscellaneous charge line added via the **Add Charge** button. **Format:** Numeric | **Editable:** No (display only) ### Product The **Product** column displays the product code of the receipted item. **Format:** Text | **Editable:** No (display only) ### Description The **Description** column displays the product description of the receipted item. **Format:** Text | **Editable:** No (display only) ### UOM The **UOM** column displays the unit of measure for the receipted product (for example, "lm" for linear metres, "m2" for square metres). **Format:** Text | **Editable:** No (display only) ### Qty Recvd The **Qty Recvd** column displays the quantity of stock receipted against the purchase order line. **Format:** Numeric (four decimal places) | **Editable:** No (display only) ### Unit Cost The **Unit Cost** column displays the cost per unit of the receipted product as recorded on the purchase order receipt. **Format:** Currency (four decimal places) | **Editable:** No (display only) ### Recpt Value Exc or Recpt Value Inc The **Recpt Value Exc** column displays the GST-exclusive total value of the receipted stock for the product line, calculated from the receipted quantity and unit cost. The column displays as **Recpt Value Inc** (GST-inclusive) when the **Toggle GST** button has been used to switch to GST-inclusive display. **Format:** Currency (two decimal places) | **Editable:** No (display only) | **Related fields:** The **Toggle GST** button switches the column between **Recpt Value Exc** and **Recpt Value Inc** display. ### Supplier Catalog The **Supplier Catalog** column displays the supplier's product code or SKU reference for the receipted product. The **Supplier Catalog** value is sourced from the supplier product code mapping configured in the system. **Format:** Text | **Editable:** No (display only) ### Qty Invoiced The **Qty Invoiced** column displays the quantity being invoiced for the product line. The **Qty Invoiced** defaults to 0.0000 until the product line is selected. Once selected, the **Qty Invoiced** populates with the **Qty Recvd** value but can be adjusted to match the supplier's invoice. Changing the **Qty Invoiced** automatically recalculates the **Invoice Value Exc** based on the **Unit Cost**. **Format:** Numeric (four decimal places) | **Editable:** Yes | **Related fields:** The **Invoice Value Exc** field recalculates based on **Qty Invoiced** and **Unit Cost**. The **Qty Variance** and **Cost Variance** fields update accordingly. The **Exceptions** checkbox is enabled when a variance exists. ### Invoice Value Exc or Invoice Value Inc The **Invoice Value Exc** column displays the GST-exclusive value being invoiced for the product line. The **Invoice Value Exc** defaults to $0.00 until the product line is selected. Once selected, the **Invoice Value Exc** populates with the **Recpt Value Exc** value but can be adjusted to match the supplier's invoice. If a value is entered in the **Invoice Value Exc** without first entering a **Qty Invoiced**, the system assumes the full receipted quantity. The column displays as **Invoice Value Inc** (GST-inclusive) when the **Toggle GST** button has been used to switch to GST-inclusive display. **Format:** Currency (two decimal places) | **Editable:** Yes | **Related fields:** The **Cost Variance** field calculates the difference between **Invoice Value Exc** and **Recpt Value Exc**. The **Exceptions** checkbox is enabled when a variance exists. The **Toggle GST** button switches the column between **Invoice Value Exc** and **Invoice Value Inc** display. ### Comment The **Comment** column displays comments that were added to the product line when the purchase order was created. The **Comment** value provides context from the original purchasing process about the specific product line. **Format:** Text | **Editable:** Yes ### Contract The **Contract** column displays the supplier contract ID that was applied to the purchase order line, if applicable. The **Contract** value provides traceability between the invoiced product and any pricing contract that was in effect when the purchase order was created. **Format:** Text | **Editable:** No (display only) ### Additional Comments The **Additional Comments** column allows users to enter additional comments or notes against individual product lines in the grid. The **Additional Comments** column is hidden by default and must be added to the grid configuration by the user and saved to make it visible. The **Additional Comments** field has no user security restrictions and can be updated by all users, including restricted users. Only product lines that are currently selected (checked) in the grid will have **Additional Comments** values saved. Deselecting a product line clears the **Additional Comments** and **Comment** values for that line. **Action:** Click on the cell to enter or edit the text. **Format:** Text (free text) | **Required:** No | **Editable:** Yes | **Default:** Hidden (must be added to grid configuration) ### Matched The **Matched** checkbox indicates whether an imported invoice line has been matched to a receipted product line. The **Matched** checkbox is enabled when the system has successfully matched an imported invoice line to a receipt line based on product code and purchase order reference. **Format:** Checkbox | **Editable:** No (system-managed) ### Cost Variance The **Cost Variance** column displays the difference between the **Invoice Value **and the **Recpt Value **for each product line. A non-zero cost variance indicates a pricing discrepancy between the supplier's invoice and the receipted cost. **Format:** Currency (two decimal places) | **Editable:** No (calculated) ### Qty Variance The **Qty Variance** column displays the difference between the **Qty Invoiced** and the **Qty Recvd** for each product line. A non-zero quantity variance indicates a quantity discrepancy between the supplier's invoice and the receipted quantity. **Format:** Numeric (two decimal places) | **Editable:** No (calculated) ### Exceptions The **Exceptions** checkbox indicates whether a product line has any discrepancies between the invoice and receipt values. The **Exceptions** checkbox is automatically enabled when a variance exists between the invoiced and receipted quantities or costs. On saving, the message "Exceptions exist that should be checked" displays if any exceptions are enabled across the grid. **Format:** Checkbox | **Editable:** No (system-managed) ### Tally The **Tally** column displays a **T** indicator for tally products. Click the **T** to open the **Split Receipt** window where you can enter the **Quantity Invoiced** for tally products that need to be split across multiple quantities. **Action:** Click **T** to open the **Split Receipt** window. ### Link Icon The **Link** icon at the end of each product line opens the **Stock Invoice Link to PO Receipt** window. Use the **Link** icon when a supplier's invoice has been imported before the purchase order was receipted, or when an invoiced product needs to be linked to a receipt from a different purchase order. You must use the **Add Receipt** button first and add the receipted products before matching with the **Link** icon. **Action:** Click the **Link** icon to open the **Stock Invoice Link to PO Receipt** window. ### Misc Charges Icon The **Dollar** icon at the end of miscellaneous charge lines (Line 0) allows you to match a miscellaneous charge to a stock receipt. Click the **Dollar** icon to open the **Misc Charges** window where you can select a product configured as a **Miscellaneous Product Type** and the receipt to apply the charge to. **Action:** Click the **Dollar** icon to open the **Misc Charges** window for the selected line. --- ## Command Buttons The command buttons at the bottom of the screen provide standard save and navigation functions. ### Save (S) The **Save** button saves the current stock invoice without posting. The invoice can be saved and returned to as many times as needed before posting. **Action:** Click **Save** or press the keyboard shortcut **Ctrl + S** to save the current invoice. ### Cancel (Z) The **Cancel** button discards any unsaved changes to the current stock invoice and returns the screen to its last saved state. **Action:** Click **Cancel** or press the keyboard shortcut **Ctrl +** **Z** to discard unsaved changes. ### Delete (D) The **Delete** button deletes the current stock invoice from the Stock Invoice Approval system. > ⚠️ For restricted users, the **Delete** button is disabled and cannot be used. **Action:** Click **Delete** or press the keyboard shortcut **Ctrl + D** to delete the current invoice. ### Close (O) The **Close** button closes the stock invoice maintenance view and returns to the Stock Invoice Approval dashboard. **Action:** Click **Close** or press the keyboard shortcut **Ctrl + O** to return to the dashboard. > ✅ ## Related Information > ✅ > ✅ - [Stock Invoice Approval Dashboard](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/517799942) - Field Definitions > ✅ - [Understanding Stock Invoice Approval](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/518520841) > ✅ - [Stock Invoice Approval - Overview](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/520257553) > ✅ - [Enter a Supplier Stock Invoice](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30522208) > ✅ - [About Supplier Invoice Scanning](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28377968) > ✅ - [Expense Invoice Entry](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404012) > ✅ - [Creditors Invoice Registration](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28403424) --- ## Additional Information ### System Settings Reference | Setting | Type | Description | | --- | --- | --- | | [APSuppInvAtt](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/590479366) | Flag | Controls whether an attachment is required before a stock invoice can be posted. When enabled, the **Post** button is disabled until an attachment is present and saved. | | [InvPayDupl](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13175290) | Flag | Controls duplicate invoice number validation. When enabled, displays a warning popup for duplicate invoice numbers. When disabled, prevents saving with a duplicate invoice number. | | [FWApWrnDays](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13201801) | Integer | Provides a warning message when the invoice date is backdated beyond the specified number of days. | | [InvTolAmt](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/342917122) | Amount | Sets the dollar amount tolerance for the variance between invoice amount and receipted value. The **Post** button is disabled when the variance exceeds this tolerance. | | [InvTolPcnt](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/342851590) | Amount | Sets the percentage tolerance for the variance between invoice amount and receipted value. The **Post** button is disabled when the variance exceeds this tolerance. |