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Booking is the last step. Glimps posts the invoice in your purchase journal and records the purchase entry it got back.

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Sending one invoice

Open the invoice and click Send. Where PO matching is on, the button says Book with PO, and the menu next to it offers Book without PO.

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What has to be true first

Glimps only books an invoice when every one of these holds:
  • The invoice has a number, a type (invoice or credit note), an invoice date, a financial year and period, and a currency.
  • It has payment terms or a due date. One of the two is enough. The fields only turn red when both are empty.
  • A supplier is known, and it exists in Exact Online.
  • Every line has a ledger account, and a VAT code where your settings require one.
  • The math check passed, or somebody recorded an override.
  • No changed bank account is waiting for confirmation.
  • The purchase order matched, or somebody chose to book without it.
  • The contract matched, where the contract register applies.
  • The invoice is not on hold.
  • A purchase journal is set.
If one of them fails, the button refuses and the invoice says which one. If the purchase order is not matched, the invoice says so once and names the way out: match the order, or choose Book without PO. Two things do not stop you, only automatic booking:
  • A suspected duplicate. The invoice warns you and names the invoice it matched. If you know it is not a duplicate, you can send it. Automatic booking stays off for it.
  • An open approval. By default Glimps books the invoice with a payment block and lifts the block after the last approval. If your company books after approval, Send asks the approvers and Glimps books the invoice after the last approval. See Booking before or after approval. See Why an invoice is not booked.
These conditions are checked in Glimps at the moment of sending, not only in the screen. That is why an invoice sometimes refuses although the screen looks clean: something changed since you last loaded it. Reload the invoice and the notice appears.

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What happens when you click Send

  • Unsaved changes are saved first. Glimps does not ask. Clicking Send means: book what is on the screen.
  • One question per click. If Glimps asked you about the purchase order, it does not also ask in the same click whether to save a booking rule for the supplier. That question comes back with a later invoice from this supplier.

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Automatic booking

An invoice that needs nothing from anybody can be booked without a click. That is what zero-touch means. Whether it happens is your decision, not Glimps’s, and you make it per supplier. Under Settings > Booking rules > Relations every supplier sits at one of three levels: A supplier with no level of its own follows the company default at the top of the same screen. A new administration starts on Prepare, so nothing books itself until you say so. Two things hold at every level. An invoice that fully matches a purchase order is booked straight away, because it was approved when the order was placed. And an invoice Glimps is unsure about comes to you first: a new supplier, an unusual amount, a changed bank account. Automatic booking also stays off for an invoice where a person made a manual decision, such as accepting a purchase order difference. A person started it, so a person finishes it.

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Moving a supplier up

You can set a level by hand at any time. Glimps also proposes: when a supplier has run clean for a while, it asks on the dashboard whether it may book that one itself. You answer yes or no. Correct an automatically booked invoice and Glimps steps that supplier back down on its own.

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The brake

All manual in the header stops automatic booking for the whole administration, whatever the per-supplier levels say. Everything is still read, coded, and prepared for you. Switch it off and your levels pick up where they were.

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Booking without a purchase order

An invoice that carries a purchase order number normally waits for a match. Book without PO overrules that for this invoice. Glimps books on your booking rules instead and records who chose it.

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What comes back

Once Exact accepts the booking, the invoice carries its purchase entry: the entry number, the journal, the period, and the booked lines. You find it on the invoice and in the archive. To correct a booked invoice, see Changing a booked invoice.

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When sending fails

The invoice keeps the error from Exact, in Exact’s own words, and stays where it is. Nothing is half booked. Fix the cause and send again. See Booking errors.
Do not book the same invoice by hand in Exact while Glimps still has it open. You end up with two entries and a reconciliation job. Settle it in one place.