Accept or reject incoming documents

The receiving company decides what it accepts; the sender is told.

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What it does

Incoming intercompany documents wait for the receiving company's decision. Accept, and a user can add the document; reject, and the sender is notified with the decision.

When you need it: A subsidiary receives an invoice it did not expect and rejects it before it is posted.

A draft sales order received from a sister company: on the Intercompany tab, Document Status offers Pending, Reject and Accept (demo data)

How it works

An incoming intercompany document arrives in draft form, owned by the B1i user.
A user opens the draft. On the "Intercompany" tab, "Document Status" reads Pending, Accept or Reject, next to the sender's document number, total and owner.
To accept, the user sets Accept and adds the draft as a firm document; the document cannot be added without Accept.
To reject, the user sets Reject. Intercompany closes the draft and creates a cancellation of the sender's document.
The sender follows the outcome on its own document: the receiver's status shows there, and "Confirmed" is ticked once the receiver has posted.

Set it up

The starting status of incoming documents is set under Administration › Setup › Intercompany › General Settings, field "Default Status for Marketing Documents". Accept is preselected and can be changed to Pending. To work through what is waiting, run Financials › Financial Reports › Un-posted Intercompany Transactions, filtered by company or left open for all companies.

Good to know

The status can be changed only while the document is a draft.
For pairs set to direct creation as firm documents, documents whose totals match are created firm and skip the draft step.
The workflow tells the sender company what was decided; who receives alerts and emails is set in Intercompany Alerts Administration.
Receiving users find the waiting drafts by choosing the B1i user in the "Draft Documents" window.
Administrators see the count of waiting documents across all companies on the "Unposted Marketing Document" tile of the cockpit in the Administration Console, and can open the detail from there.