17.1 Incoming Register (17010m)

The Incoming Register is a facility that records the arrival of various type of documents at your office. These can then be scanned and their key details entered into the system, and a Responsible Person notified so they can be acted upon.

The most frequent use is for recording Supplier invoices. The prompts for some questions (i.e Field 16 onwards) will depend upon what type of Document is being processed. In the image below the document type is an INVOICE so the questions are tailored to the processing of an Accounts Payable Invoice.

The buttons on the Top Right (mostly) do not come into play when you are ADDING a new record - they can only be activated if you select an existing Incoming document and CHANGE it. So for example if you wish to advise of the need to raise a Credit for a prviously entered Invoice (relating to a Purchase Order not a Subcontract or an item under the Security of Payments Act)

1. Incoming No. - Muli assigns the next sequential incoming document number - starting with 00000001
2. How Received 666 - This indicates how the document arrived at the company - your choices include mail, courier, email etc.
3. Document type 491 - choose from Controlled Document, Correspondence, Digital, Invoice (Payable), Order (Sales), and various subcontract documents. 
4. Project/ Order - Enter the project number or if you enter the Order Number, Muli will replace it with the corresponding Project number and then pre-fill the Allocation, Subcontract and Supplier fields with the relevant details.
5. Allocation - the code for the appropriate Trade
6. Order - Subcontract Order number
7. Organisation - Supplier Organsiation
8. Element - Trade Element (This and Project Stage are optional and only necessary if more detailed analysis is required.)
9. Stage - Project Stage
10. Document Date - The date printed on the Document by the Supplier
11. Received Date - The date your office received the document
12. Note Incoming 302 - Optional notation - it is useful for internal communication - For an Invoice you would normally use field #22 to describe the Scope related to this document.
13. Response RPC do - The Responsible Person for doing the next work with this document. It would normally be the RPC shown on the original order and the software will insert that persons code here. This will be overridden by subsequent entries at fields 23 to 27.  
14. Priority 495 - The priority selected here will determine which In-Box the item will be placed in - as shown on the Main Menu.
15. Object Grouping 433 - Some Digital Documents Types may benefit from special grouping - this is not relevant though for Accounts Payable Invoices.
16. Invoice Number- Accounts Payable Invoice number 
17. Currency 223 - Select a Foreign currency (if applicable)
18. Tax Invoice - Enter the total value of the Tax Invoice
19. G.S.T. - The system will calulate and display the GST value - if this is different from what is dsiplayed on the invoice then you can change the value here.
20. CI Sec of Pay - Yes/No - You indicate if there is a clause on the Invoice that invokes the Construction Industry Security of Payments Act.
21. Credit Adjustment Note 305 - This note field would be completed if a credit note had been raised against a previous Invoice entry
22. Invoice Scope 301- Optional description of scope of work - if different from description on the order
23. WorkdoneRPC - Depending upon the division of responsibilities of your company, you could have up to 3 people involved in the approval of Invoices. The Work Done RPC is the lowest level.
24. Approval 288 - Single character code indicating the Approval Status. The 8 Values include A = Approved as Invoiced and E Credit Required.
25. Recommended RPC - The second level of Resonsible Person.
26. Approval 288 - The Approval Status Code
27. Approved RPC - The Highest level of Resonsible Person
28. Approval 288 - The Approval Status Code