Draft invoices must be approved before invoicing.
By default Mill7 will create the drafts on paper or file after which the invoice is deleted from the system.
The account manager will approve the created files after when the actual invoices must be created again.
The invoicing can be delayed due to invoices that are not corrected or approved yet.
Individual invoices cannot be excluded from the invoicing process in batch.
Allocate draft invoices
It is also possible to make and allocate drafts invoices, causing the time and fees included to be allocated as well.
The drafts are saved in Mill7 and can be viewed, corrected and approved on screen. Draft invoices don't need to be printed anymore. And approved invoices can be booked and send also when other invoices aren't approved yet.
Time, disbursements and fees are allocated as well and cannot be invoiced twice.
In order to work with allocated draft invoices the option 'Allocate draft invoices' should be checked in the settings.
In the Invoicing settings can be chosen for the option 'Approve drafts by two users' .
How to create draft invoices is described in the help topic 'Invoicing time, disbursements and fees'.
Approve draft invoices
The approval of draft invoices is done via Bookkeeping menu> Time> Approve draft invoices.
Notes
•This option is only available in the Trust version.
•Only users with the rights 'Change Time registration per debtor' and 'Approve draft invoices' can open this function.
•The function cannot processed in a previous bookyear.
•Draft invoices, regardless of their status, are deleted when a new bookyear for all services companies is created. Time and Fees are deallocated also and can be invoiced in the new bookyear.
At the upper part of the screen a list is shown of all draft invoices of relations whereby the selected person for the given function is involved.
By using the print button in the toolbar the list will be exported to Excel.
By (Account manager)
The account manager can be selected from the person list via the list button or F4 at the field 'By'.
A filter can be applied to the list by entering a Type. The list will show a selection of persons based on the field Type entered at Relations> Persons> General.
Function
Users with the Mill7 Trust version including the relation management module are also able to select a trust employee function. The screen will show a list of all draft invoices of clients whereby the selected trust employee is involved in the given function relation management file F116 field 6 table 7.
Select and view invoice details
By selecting an invoice the tab 'Time in concept' shows all time lines regarding the selected invoice.
With the button <Edit invoice> the screen Draft opens simultaneously showing the invoice details.
When an other invoice is selected in the list the details of this invoice will be shown automatically in the tab 'Time in concept' and in the Draft screen.
Appr.by, Rejected
The columns Appr.by and Rejected shows the usercode of the user who approved or rejected the draft.
When chosen for the option 'Approve drafts by two users' there are two columns Appr.by.
In that case the invoice is only approved when two different users has given their approval.
Tab Time in draft
At this tab the description for time records can be changed. If the option 'Extra column description in list' in the time settings is checked this column can be used during approving to note comments for internal use, for example in case of rejecting the draft invoice.
Tab E-mail addresses
This tab shows email addresses which are used when the invoice is send per e-mail.
<Report>
The <Report> button shows the Invoice and Time specification to the screen for the active draft invoice in the list.
<Edit invoice>
This option will show the invoice details on the invoice screen.
At this screen the 'invoice date', 'Period', the 'invoice address' , Cover letter address' and 'invoice text' can be changed.
Changes to address fields are only adjusted to the activated invoice. When the new addresses have to be used for future invoices the changes should be made at the debtor.
When for several invoices the date and/or period has to be changed there is option to be used at the proposal screen book draft invoices.
<Approve>, <Reject>
The invoices can be individually approved or rejected by using these buttons.
When chosen for the option 'Approve drafts by two' a draft is only considered to be approved when two users have approved the draft.
If an approval or rejection must be undone simply press the button again.
This can only be done by the same user that approved/rejected the invoice in the first place.
A draft which is already approved can rejected by using the button <Reject>.
<Reject all>
All invoices that are not approved can be rejected by pressing Reject all.
<Delete invoice>
When chosen for the option 'Delete drafts in screen draft approval' this button will delete the selected draft.
Only users with the Invoicing right 'Delete drafts in screen draft approval' are allowed to delete drafts.
Deleting the drafts will "free" the time, disbursements and fees included in the draft.
Processing drafts
After the draft invoices are approved or rejected they can be processed, like booked, printed, send by e-mail or deleted, via the invoice module.
Open the invoice module by pressing the button Invoicing 
in the tool bar or select Invoicing in menu Bookkeeping. After that choose the print button 
in the toolbar
Deleting drafts
Rejected draft invoices must be deleted before the involved time and fees could be corrected and a new invoices could be made.