We are trying to go away from fully printed systems and utilise MYOB functions of uploading invoices as PDF within MYOB.
How do we then have the manager sign off on everything without having to print each document which defies the purpose of uploading them in the first place?
We have gone fully paperless for invoicing and approvals. Most of the credit for this process goes to another MYOB user (whose username I can't remember) who explained their process to me several years ago. However, we can't do it through MYOB. We save a PDF copy of each invoice on our networked drive in addition to attaching in MYOB. We have multiple folders.
We manually move files between these folders as status progresses. We save the files as SUPPLIER NAME - Date of invoice - Invoice number (approver initials).
We send invoices to the relevant person for approval via slack (could use any messaging system) in batches. They send back a tick (quick for them) and we update and move the file.
We use acrobat reader (free version) to type "Entered (date), Approved (initials), Paid (date)". Acrobat remembers the text you've previously typed so there's minimal re-typing. Just save over the top of the open file, close it, and move it to the new correct folder.
The Paying today folder is used by the person creating and uploading the bank file, then the bank approver can check which invoices are included in the payment and who approved them. Once bank transaction is fully approved, we send the remittance advices and move the PDF files to the paid folder.
We create a new set of folders for each financial year.
We can use the filename to add notes like "Hold - not received yet" to remember why it hasn't been approved yet. Then just edit the filename to remove the extra info once approved.
Thanks Doreen
Hey DeniseD1,
You’re clearly keen in moving away from printing and making full use of MYOB’s PDF upload is a smart step. There's no option for managers to sign off supplier invoices without having to print them. The best way forward is to share your idea on the AccountRight Ideas Exchange board, so the product team can hear what you need and maybe build it into future updates.
Cheers,
Doreen
