When your system is configured to operate in foreign currencies, a message at the top of the window is displayed. The purpose of this message is to inform you that you are working in a foreign denomination. These Currency Indicator Messages are entered on the Currency Master window and stored on the Currency Master table in the General Ledger module.

If the invoice is for a foreign currency, the amount will be entered in the foreign currency. Therefore, no modifications have been made to this tab to operate in foreign currencies.

PO Transactions to Include Source Code Group Number ID Number Subsidiary Code PO Number Feedback Invoice Number Amount Invoice Date Discount

Payable Date Total Payment Name Address Code Payment Attn Line Payment Address Payment City Payment State Payment ZIP Code

Country Transaction Date Received Date Payment Group Num Default Account Number Default Project Code Reference Number Summarize on Payment Stub Tax Refund Code

1.    Access the Create Vendor Invoices window.

2.    Click the New button. The Invoices window appears.

3.    Enter the date of the invoice in the Transaction Date column. This is typically the date you are entering the invoice. It may or may not differ from the date on the actual invoice form from the vendor.

4.    From the ID Number drop-down options, select the vendor you are invoicing.

To search for a vendor, right-click and select Advanced Search or LookUp. The Name Search or Lookup for ID #/Subsidiary Code window appears where you can select the appropriate vendor.

5.    In the Received Date, enter the date the items were received. This column is optional.

6.    From the Subsidiary Code drop-down options, select the subsidiary code to be associated with the invoice. This determines the general ledger accounts to be debited and/or credited.

7.    If you are entering two invoices for a vendor that will be in the same check run, but want to generate separate checks, enter a unique number in the Payment Group Number.

8.    From the PO Number drop-down options, select the purchase order to be paid by this invoice.

9.    In the Default Account Number, enter the account number to automatically be used for all invoice transactions entered on the Detail tab.

10.  From the PO Transactions to Include options, select All Received or Select.

11.  In the Invoice Number column, enter the number or code for the invoice.

The same invoice number cannot be used more than once for a vendor.

12.  In the Amount column, enter the total amount of the invoice.

13.  In the Invoice Date column, enter the date of the vendor invoice.

14.  In the Discount column, enter the total amount of any discounts being applied to the invoice.

15.  In the Payable Date column, enter the date the invoice should be paid.

16.  From the Default Project Code drop-down options, select the project associated with the invoice. The project number is automatically used for the invoice transactions entered on the Detail tab.

You can update the project code for individual transactions.

17.  In the Reference Number column, enter a number or code that can be used to refer to an invoice at a later time.

This number is only connected with the invoice and is not with the purchase order or requisition.

18.  In the Summarize on Payment Stub column, enter any brief summary description you want to appear on the invoice or check stub.

This replaces the Transaction Description for the invoice detail line items when processing the check and is the description that prints on the check stub.

19.  In the Tax Refund Code column, enter the tax refund percentage used to indicate the type of refund or rebate your organization claims for taxes paid.

20.  When you select a vendor's ID, the address on file for that vendor automatically appears. You can update the payment address information as needed.

Updates to the payment address only apply to this invoice. To make permanent changes to the vendor's address, use the Address Master (Maintain Addresses) window.

21.  Click the Save button.

22.  Click the Detail tab.

23.  Select the Partial Order checkbox if the invoice you are entering is only partially paying for a PO. This ensures that the correct funds are unencumbered/reduced from the general ledger account.

24.  In the Percent of Total column, enter the percent of the total invoice amount for this line item to have the amount of the invoice automatically split between line items.

OR

In the Transaction Amount column, enter the amount of the transaction.

25.  In the Discount column, enter the total amount of any discounts being applied to the invoice.

26.  In the Account Code column, update the account to credit for an individual invoice transaction, if necessary.

To search for an account number, right-click and select Account Number List. The GL Master Account Codes window appears where you can select the appropriate account.

27.  In the Transaction Description column, enter a brief overview of the individual invoice transaction.

28.  To update the Project Code for an individual invoice transaction, select the project associated with the transaction.

29.  The Folio column is an optional column used to store additional information regarding the invoice that may be specific to each organization.

30.  The ID Number column is populated with the student ID number when the invoice being entered is a refund check to the student.

To search for a student, right-click and select Advanced Search. The Name Search window appears where you can select the appropriate student.

31.  From the Subsidiary Code drop-down options, select the subsidiary control account for the student???s refund transaction.

32.  The Financial Aid Period drop-down options are displayed only when the customer has ???Open Items??? configuration turned on. This column is required when a student ID Number is populated on the invoice detail tab and is the period of time to which the student???s refund transaction is related.

33.  From the AP Subsidiary Code drop-down options, update or select Accounts Payable subsidiary code to which the line item will be applied.

34.  The Fee Code column is displayed only when the customer has "Open Items" configuration turned on. In the Fee Code column, enter the charge fee code to which this invoice should be applied.

35.  From the Tax Refund Code drop-down options, select the type of refund or rebate your organization claims for taxes paid.

36.  In the Tax Refund Amount column is automatically calculated based on the Tax Refund Code.  

You can update the amount, but the update only applies to this invoice.

37.  From the Government Form Code drop-down options, select the 1099 form related to this transaction.

38.  From the Government Label Code drop-down options, select the 1099-MISC form related to this transaction.

39.  If you have a license for the Fixed Asset module, enter the asset associated with this transaction.

To search for an asset, right-click and select Asset Number Lookup. The Asset Master Lookup window appears where you can select the appropriate asset.

40.  Click the Save button.

1.    Click the Add Feedback icon or Review Feedback icon. The Review/Add Comments and Attachments window appears.

2.    To add a comment, enter it in the Comment box and click the Add button.

3.    To edit a comment:

a.    Hover over the comment and click the Edit icon. The Edit Comment window appears.

b.    Make your update and click the Update comment button. The Edit Comment window closes and the comment automatically appears on the Review/Add Comments and Attachments window.

You can only edit comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment.

4.    To delete a comment, hover over the comment and click the Delete icon. The comment is deleted.

You can only delete comments you have added and before they have been read by other users. This helps maintain the overall conversation as comments are often made referring to a previous comment.

5.    To e-mail the author of another comment:

a.    Click the E-mail icon. The Send Email window appears.

b.    In the From column, enter your e-mail address.

c.     Use the remaining e-mail options to enter your message.

d.    To include an e-mail attachment, click the Attachment button. The Select File window appears. Locate the file, select it, and click the Open button. The Select File window closes and the file is attached.

e.    To remove an e-mail attachment, click the Remove Attachment button. The attachment is automatically removed.

f.     Click the Send button. Your e-mail message is sent.

6.    To add an attachment:

a.    Click the Select a file to attach button. The Select the File to Attach window appears.

b.    Locate the file and select it.

c.     Click the Open button. The Select the File to Attach window closes and the file is selected.

d.    Click the Add button and the selected attachment appears on the Review/Add Comments and Attachments window.

7.    To print the comments:

a.    Click the Print button. The Print window appears.

b.    Select the appropriate printer and settings.

c.     Click the Print button. The comments are printed.

d.    To close the Print window, click the X icon.

8.    To close the Review/Add Comments and Attachments window, click the Close button or X icon.