After entering the invoices, you should verify that they are accurate. If they are correct, then you should post the invoices.

1.         Open the Create Vendor Invoices window.

2.         Click New. The Invoices window opens.

3.         Choose Actions, Refund.

4.         Enter necessary information on the Header tab.

5.         Save.

6.         Click the Detail tab, and enter necessary detail rows. This includes information about each item for which you are being invoiced, what account it is expensed to, and a description of the item, etc.

7.         Save.

After entering the invoices, you should edit and post the Transaction Group of immediate check invoices (source code IM).

1.         Open the Create Vendor Invoices window.

2.         Click New. The Invoices window opens.

3.         Choose Actions, Immediate Check.

4.         Enter necessary information on the Header tab. Enter a Check Number Alpha and Check Number Numeric only for the first immediate check invoice in this transaction group. The system assigns the check number to each check after the first one. This is the only column that is different from Regular check invoice entry.

5.         Save.

6.         Click the Detail tab, and enter necessary detail rows.

7.         Save. The Printer Setup window appears allowing you to select the printer to use for Checks and the Overflow report (if necessary). Remember to place the correct paper (such as check forms or plain paper for the Overflow Report) in the printer before continuing.

8.         The Header tab on the Invoices window appears, still in the Immediate Checks mode. You can enter additional invoices or exit.

9.         When you exit the Invoices window after entering Immediate Check invoices, the Printer Setup window appears a final time. Select the printer to use for printing the Register Report, and place the correct paper in the printer before continuing.

After entering the invoices, you should edit and post the Transaction Group of manual check invoices (source code MN).

1.    Open the Create Vendor Invoices window.

2.         Click New. The Invoices window opens.

3.         Choose Actions, Manual.

4.         Enter necessary information on the Header tab. Enter a Check Number Alpha and Check Number Numeric for each manual check invoice entered. This is the only column that is different from Regular check invoice entry.

5.         Save.

6.    Click the Detail tab, and enter necessary detail rows.

7.         Save.

After entering the invoices, you should edit and post the Transaction Group of manual check invoices (source code RF).

1.    Open the Create Vendor Invoices window.

2.         Click New. The Invoices window opens.

3.         Choose Actions, Refund.

4.         Enter necessary information on the Header tab. Note that the Invoice Amount should be a credit (negative amount) when recording vendor refunds.

5.         Save.

6.         Click the Detail tab, and enter necessary detail rows. The Transaction Amount should be a credit (negative amount) when recording vendor refunds.

7.         Save.

1.    Access the Create Vendor Invoices window. All available invoices appears.

2.    Select the invoice to which you want to add a purchase order invoice.

3.    Click the Open button. The Invoices window appears.

4.    From the PO Transactions to Include options, select the Select radio button option. The Select PO Transactions window appears.

	Indicates this purchase order transaction can be added to the invoice.
	If you are configured to require that the item(s) be received before the invoice can be sent, this indicates the item(s) have not been received and cannot be added to the invoice.
	If you are configured to allow invoices to be sent prior to receiving all item(s), this indicates the item(s) have not been received, but can still be added to the invoice.
	Indicates item(s) are assigned to an invoice or are fully unencumbered.
	Indicates item(s) have been returned and are not expected to be replaced. They cannot be added to the invoice.

5.    From the Need Supporting Documents? drop-down options, update or select the supporting documentation status if needed.

o     No Additional Support Needed indicates the required supporting documents are attached to the purchase order transaction.

o     More Support Needed indicates the purchase order transaction requires additional supporting documentation.

o     Remind Support is Needed indicates a support is needed reminder has been sent.

6.    Select the Include? checkbox for those transactions you want to add to the invoice.

7.    To review/add feedback to a request:

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

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

c.     To add an attachment, click the Add Attachment button. The Select the File to Attach window appears. Locate the file, select it, and click the Open button. The file appears as an attachment.

d.    To print the comments, click the Print button. The Print window appears. Select the appropriate printer and settings, and click the Print button.

e.    Click the Close button. The Review/Add Comments and Attachments window closes and the Approve Requisitions window reappears.

8.    To review detailed purchase order transaction information, select the Header tab.

Information provided on the Header tab cannot be updated.

9.    Click the OK button. The purchase order transaction is added to the invoice. The Select PO Transactions window closes and the Invoices window reappears.

1.    Access the Create Vendor Invoices window.

2.    Select the batch to which you want to add invoice(s).

3.         Click the Add Invoices button. The Invoices window appears.

4.    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.

5.    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.

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

7.    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.

8.    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.

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

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

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

12.  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.

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

14.  In the Date column, enter the invoice date from the vendor.

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

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

17.  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.

18.  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.

19.  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.

20.  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.

21.  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.

22.  Click the Save button.

23.  Click the Detail tab.

24.  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.

25.  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.

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

27.  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.

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

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

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

31.  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.

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

33.  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.

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

35.  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.

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

37.  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.

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

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

40.  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.

41.  Click the Save button. The invoices are saved to the batch.

42.  To close the Invoices window, click the X icon. The Create Vendor Invoices window reappears.

1.    Access the Create Vendor Invoices window.

2.         Click the New Batch button. A new batch is automatically created and the Invoices window appears where you can start entering invoices related to the new batch.

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 Date column, enter the invoice date from the vendor.

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. The new batch and related invoices are saved.

41.  To close the Invoices window, click the X icon. The Create Vendor Invoices window reappears.