Sales Invoice Reprint
For control purpose I was thinking that, if a sales tax invoice is approved in the application then it should never be reprinted again the same way we do not allow the approved sales invoice not to be deleted. I know we can still delete unapproved invoice but once approved it is locked , now I want to do the same with reprinting:
(1) I'm thinking of designing a VBA code like below:
Dim Cancel as Interger
IF " approved" = Dlookup(" Status", " tblCustomerInvoices"," [InvoiceID] = " &Me.CboInvoiceID) Then
MsgBox " Please note that approved invoices cannot be reprinted"
Cancel = True
Exit Sub
End If
Can the above code stop the printing or are there better ways of doing it , any suggestion is very welcome
I have not yet tried the code, I can clearly state here that the code is my own thinking in term of financial internal controls
By the way assuming it is okay which event should I place it on a form used to print the invoices
Regards
Chris
(1) I'm thinking of designing a VBA code like below:
Dim Cancel as Interger
IF " approved" = Dlookup(" Status", " tblCustomerInvoices"," [InvoiceID] = " &Me.CboInvoiceID) Then
MsgBox " Please note that approved invoices cannot be reprinted"
Cancel = True
Exit Sub
End If
Can the above code stop the printing or are there better ways of doing it , any suggestion is very welcome
I have not yet tried the code, I can clearly state here that the code is my own thinking in term of financial internal controls
By the way assuming it is okay which event should I place it on a form used to print the invoices
Regards
Chris
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Just in case the code fail is it possible to change the second print and those that follow to read COPY
Yes. Add a background picture with COPY which you initially hide. Then mark the record as printed and, if so, for subsequent prints, unhide the picture.
/gustav
Hi,
Just wondering why the invoices should not be re-printed?
What is the fraud risk?
Imagine you email an invoice to me (pretty much universal nowadays). I can print as many copies of that invoice as I like, but how is that a problem?
We re-print (email) invoices upon request regularly - especially when people don't pay and have 'lost' the invoice(s) that are outstanding.
I am intrigued.
Alan.
Just wondering why the invoices should not be re-printed?
What is the fraud risk?
Imagine you email an invoice to me (pretty much universal nowadays). I can print as many copies of that invoice as I like, but how is that a problem?
We re-print (email) invoices upon request regularly - especially when people don't pay and have 'lost' the invoice(s) that are outstanding.
I am intrigued.
Alan.
Good point how do we do it by code?
Regards
Chris
Regards
Chris
I can print as many copies of that invoice as I like
That's what I mean(t). The task if moot.
/gustav
Okay
Good point Allan
When you allow some invoices to be reprinted within the company it is not a good thing for internal control because all invoices given to customers must have the follow:
(1) Company stamp on it
(2) Printed on the original company letter head
(3) signatures for the issuer on it
The above are the common features which legitimize the sales Tax invoices ,now imagine you allow people to reprinting the invoices, don't you think it will be source of confusion because many invoices will officially stamped. The email copies is not sufficient evidence for audit purpose no serious auditor will take it as a source document.
Regards
Chris
Good point Allan
When you allow some invoices to be reprinted within the company it is not a good thing for internal control because all invoices given to customers must have the follow:
(1) Company stamp on it
(2) Printed on the original company letter head
(3) signatures for the issuer on it
The above are the common features which legitimize the sales Tax invoices ,now imagine you allow people to reprinting the invoices, don't you think it will be source of confusion because many invoices will officially stamped. The email copies is not sufficient evidence for audit purpose no serious auditor will take it as a source document.
Regards
Chris
The email copies is not sufficient evidence for audit purpose no serious auditor will take it as a source document.
It certainly is here, Denmark, and has been for years. You can even save the received PDF or scanned paper invoice (and maculate the original) if just you can point to it later for auditing.
/gustav
Yes - same here in New Zealand, and the same in the UK I believe.
Nearly 100% of invoices here are emailed (I don't recall receiving a hard copy invoice for maybe ten years or more). When you email it to me, I can print it once or a hundred times - they will all be identical.
This is not an audit issue in any way though - I used to be an auditor (but don't tell anyone!)
If your auditors believe that it is an issue, then perhaps get them to explain *precisely* what they believe the risk is. For example, it won't be overstating income (unless your accounting system is screwy in which case you have major issues already), and it won't be accuracy of income - same comment on accounting system.
Ultimately, the transaction record is in the accounting system, not anchored on the existence (or otherwise) of a piece of paper that has been printed one or more times. I'm pretty sure we were past that by about 1980 :-)
There might be something else I am not getting of course - it happens frequently!
Alan.
Nearly 100% of invoices here are emailed (I don't recall receiving a hard copy invoice for maybe ten years or more). When you email it to me, I can print it once or a hundred times - they will all be identical.
This is not an audit issue in any way though - I used to be an auditor (but don't tell anyone!)
If your auditors believe that it is an issue, then perhaps get them to explain *precisely* what they believe the risk is. For example, it won't be overstating income (unless your accounting system is screwy in which case you have major issues already), and it won't be accuracy of income - same comment on accounting system.
Ultimately, the transaction record is in the accounting system, not anchored on the existence (or otherwise) of a piece of paper that has been printed one or more times. I'm pretty sure we were past that by about 1980 :-)
There might be something else I am not getting of course - it happens frequently!
Alan.
Okay Job well done
ASKER
Thanks to all ,
The customer invoice must not be reprinted several times to avoid financial fraud , that is why once approved the lock is placed for the following:
(1) No Editing
(2) No Deleting
(3) Now the proposed VBA code above
I'm currently not in the production studio I try it when I get there @ 7 PM and probably close the question tomorrow @ 8 AM.
Just in case the code fail is it possible to change the second print and those that follow to read COPY
Regards
Chris