Invoice Exception Settings (Audit Checks)
Discover how to set up and manage audit checks within your invoice exception settings to ensure accuracy and compliance in your financial processes.
Written by Ryan Osborne
Updated at July 10th, 2025
Table of Contents
What are Invoicing Exception Checks?
When credit customer sales orders have been supplied, they become available for batch invoicing. There is a process to confirm the orders are all good to be invoiced, followed by a wizard to get them emailed/printed and sent to the financials.
Running the invoice checks ensures that orders have things like selling and cost prices, are making good margins, and are to terms you are happy to work with. By doing the checks, you reduce the need to raise credit notes against invoices in the future, or miss out on sales value from incorrectly priced items.
Choosing the right invoice checks for your business makes the process as quick and straightforward as possible, whilst checking the elements that confirm.
Default Invoice Audit Exception Settings
This setting group defines the system-level audit checks that are triggered during invoice validation. These exceptions help flag potential issues or deviations from standard pricing and operational rules, and can require management sign-off before finalising an order.
Overview
Use the table below to help configure your Merchanter systems' invoice audit settings. Each check can be enabled or disabled, depending on your business process. When enabled, the system will flag or block invoices that meet the defined criteria.
| Audit Check | Enabled? | Action |
|---|---|---|
| Order Margin | ☑ Yes / ☐ No | Checks if the overall margin on the invoice meets the depot or ledger margin levels. |
| Line Margin | ☑ Yes / ☐ No | Ensures each individual line meets the product's minimum margin threshold. |
| Sales Value | ☑ Yes / ☐ No | Flags orders where the total sales value is zero or negative. |
| Costs | ☑ Yes / ☐ No | Ensures cost values are present and above zero for all lines. |
| Line Descriptions | ☑ Yes / ☐ No | Flags if a user modifies the product description on any order line. |
| Specials | ☑ Yes / ☐ No | Flags orders containing "special" products (i.e. bespoke or non-stock items). |
| Discounts | ☑ Yes / ☐ No | Flags if the applied discount exceeds 20.00% (adjustable threshold). |
| Order Header Totals | ☑ Yes / ☐ No | Flags if the header total does not match the calculated sum of all order lines. |
| First Sale from Depot | ☑ Yes / ☐ No | Flags if the product has never been sold from the dispatching depot before. |
| Check All Orders | ☑ Yes / ☐ No | Enforces management sign-off on all orders, regardless of other checks. |
Notes & Configuration Tips
- The Enabled? The column can be configured in your business settings for each audit check using:
☑ Yes — to activate the check
☐ No — to disable the check - The Discount threshold (defaulted to 20.00%) can be adjusted to match your pricing policy.
- If multiple checks are enabled, only triggered exceptions will require intervention, unless "Check All Orders" is also enabled.
- These settings can only be accessed and updated by Ten25 Admin users at this time.
Best Practice
- Regularly review these settings in consultation with sales and finance leads.
- Use audit exceptions to reduce pricing errors, enforce commercial policy, and flag unusual order patterns.
- Ensure that staff are trained on the meaning of exception warnings and how to escalate them if required.+
Invoice audit checks in Merchanter provide a robust framework for monitoring order accuracy and commercial compliance. By tailoring these settings to your business needs, you can ensure greater consistency, reduce risk, and improve operational control.
If you're unsure which checks to enable or need help interpreting exceptions, please contact Merchanter support team for guidance.