Bulk Customer/Agent Invoice Actions

Bulk Customer/Agent Invoice Actions

Invoice Mass Actions

Use this article to approve or lock multiple invoices at once.

Summary / Purpose

Use this article to perform bulk actions on customer or agent invoices. This guide explains how to select multiple invoices and apply approval or locking actions in a single operation.

Overview

The Invoice Mass Actions tool allows you to approve or lock multiple invoices at once, instead of processing them individually.

Use this when:

  • You need to approve multiple draft invoices
  • You need to approve and lock multiple closed invoices
  • You want to process invoices more efficiently

Do not use this when:

  • Invoices have unresolved pricing issues
  • Consignments require approval for Additional Services
  • You need to make changes to individual invoices first

Before You Begin

Ensure the following prerequisites are met:

  • You have access to the Finance module
  • You have appropriate permissions to approve and lock invoices
  • Invoices do not have outstanding pricing or service approval issues

Important

Invoices highlighted in red have pricing issues and must be reviewed before bulk actions are performed.
Invoices highlighted in orange have consignments requiring approval for Additional Services and should be reviewed before bulk actions are performed.

Note: Both of these pages operate in the same manner; one is for customer invoices and the other for agent invoices.

Important: This page requires the Finance Module.

Step-by-Step Instructions

Step 1: Navigate to Invoice Mass Actions

For Customer Invoices:

  1. Go to Finance > Operational Tasks > Bulk Customer Invoice Actions.
  2. The Customer Invoice Mass Actions page displays.

For Agent (RTCI) Invoices:

  1. Go to Finance > Operational Tasks > Bulk Supplier Invoice Actions.
  2. The Agent (RTCI) Invoice Mass Actions page displays.

Step 2: Add the Status Column (if needed)

If the Status column is not visible:

  1. Click the column selector icon (top-left of the grid).
  2. Select Status from the list.
  3. The column now displays the current stage of each invoice.

The Status column helps identify:

  • Closed invoices that need approval and locking
  • Invoices that need draft approval

Step 3: Select Invoices

  1. Click the checkbox next to each invoice you want to include.
  2. Two options appear in the top-right corner:
    • Lock with Final Approval
    • Draft Approval

Step 4: Perform Bulk Action

To approve and lock invoices:

  1. Click Lock with Final Approval.
  2. All selected invoices are approved and locked.

To draft approve invoices:

  1. Click Draft Approval.
  2. All selected invoices are moved to draft approval status.

If the Status column is not in your grid, add it via the column selector icon (top-left), as shown below.

Note: Invoices highlighted in red have pricing issues and should be reviewed before performing bulk actions.

Note: Invoices highlighted in orange have consignments requiring approval for Additional Services and should be reviewed before performing bulk actions.

Note: You can also double-click individual invoices to open them, as you would from the Invoice Search screen.

Step 5: Review Individual Invoices (if needed)

If you need to view or edit an individual invoice:

  1. Double-click the invoice row.
  2. The invoice detail screen displays.
  3. Add or remove consignments using Manual Add/Import or Remove in the Consignment Detail section.

Note

You can open and edit individual invoices from the Mass Actions page the same way you would from the Invoice Search screen.

Common Issues & Troubleshooting

Issue: Cannot perform bulk actions
Cause: No invoices selected
Resolution:

  • Select at least one invoice using the checkboxes.
  • Confirm the bulk action options appear in the top-right corner.

Issue: Bulk action fails
Cause: One or more invoices have pricing issues or require service approval
Resolution:

  • Review invoices highlighted in red (pricing issues).
  • Review invoices highlighted in orange (service approval required).
  • Resolve issues before attempting bulk actions again.

FAQs

Can I approve customer and agent invoices at the same time?
No. Customer and agent invoices are managed on separate pages. You must perform bulk actions separately for each type.

What is the difference between "Lock with Final Approval" and "Draft Approval"?
Lock with Final Approval approves and locks the invoice, preventing further changes.
Draft Approval moves the invoice to draft approval status but does not lock it.