Create Invoices

The date assigned to the invoice transactions in the spreadsheet. Must be within the current or future fiscal period. Default is today's date. Required.

The date the invoice was received from the vendor. This date may be different from the invoice date (e.g., invoice was dated 5/6 and was received for processing on 5/10). This date can be used for reporting, but is not used in any AP processes.

The amount the vendor invoice is discounted. This can be entered manually, or it is updated automatically based on the Invoice Date and Payable Date when there are values entered in the Discount Days and Discount Percentage fields for the selected subsidiary code on the Vendor Information Details page.

sidebar. Example

The unique invoice identifier assigned by the vendor. Required.

The amount invoiced by the vendor. This must match the transaction total in the details spreadsheet. Required.

Visible when the "Allow Credit Memo Item Selection?" is selected on the Desktop A/P Configuration window and enabled when a negative Invoice Amount is entered. When clicked, a pop-up lets you select the invoices to apply the credit memo to. The invoices selected for the credit memo are added to the transaction details spreadsheet.

The date on the vendor invoice. Must be within the current or future fiscal period. Default is today's date. Required.

The date the invoice should be paid by. If the "Calc Invoice Payable Date Based on Vendor Terms?" checkbox is selected on the A/P Configuration window, this is automatically calculated by adding the Net Days (defined on the Vendor Information Details page for the selected subsidiary code) to the Invoice Date. You can also enter or change the date. Required.

Displays the result of the Invoice Amount minus the Vendor Discount Amount as read-only text.

Select from the POs with a remaining balance that are associated with the selected vendor. POs are shown with the PO number followed by the PO Batch number.

Enabled when PO Transactions to Include is set to "Select"; opens a pop-up where you can select transactions to invoice. When the pop-up closes, those transactions are added to the invoice details spreadsheet.

Unique 4-number identifier. When the same Payment Group Number is entered for multiple invoices, those invoices are combined into a single payment. If the Payment Group Number is left blank, each invoice is paid separately.

An active project code that is automatically assigned to each transaction added to the detail spreadsheet. Available project codes are dependent on your project access permissions.

A 9-character identifier that can be used to reference the invoice. This number is not used by any Jenzabar-provided processes or associated with the invoice's related POs or requisitions.

The name on the check. Defaults to the Vendor Name / ID.

The code assigned to the vendor's address. Default is the current address code for the selected subsidiary. The Payment Address Lines, Payment City, Payment State, and Payment ZIP Code are autofilled based on the selected address code.

Identifies a specific person to route payment to. Default is the Attention Line identified for the address code.

Autofilled based on the Address Code.

Autofilled based on the Address Code.

Autofilled based on the Address Code.

Autofilled based on the Address Code.

Visible when the "Grant Refunds?" checkbox is selected on the Desktop A/P Configuration window. Identifies the tax refund percentages and other items used to calculate tax refunds and indicates the kind of refund or rebate your organization will claim for taxes paid. Options are the Tax Refund Codes defined on the Tax Refund window.

Visible when a PO Number is selected. Select the checkbox if the remaining amount for the selected PO will only be unencumbered by the line item's transaction amount. When unselected, the remaining PO amount will be fully unencumbered regardless of the line item transaction amount.

The percent of the total invoice amount covered by the line item. When entered, the system automatically calculates the Transaction Amount based on the Invoice Amount.

The amount to be paid for the specific line item transaction. If the Percent of Total is entered, this is automatically calculated based on the Invoice Amount. If the Percent of Total is empty, this is entered manually. The total of all transaction amounts in the details spreadsheets must equal the header Invoice Amount. Required.

The expense account the transaction will be paid from. Autofilled when the Default Account Number is entered in the header, and can be manually updated. Available options are the GL accounts you have permission to access. Required.

Autofilled based on the description for the selected GL account.

Visible when the "Invoice Funds Check Warning" is set to Warning or Error on the A/P Configuration window and the selected PO is within the current or future year. Indicates whether the transaction is over, under, or on budget. Click the button to view additional budget information for line item's GL account.

Describes the transaction details (up to 40 characters). Required.

The project the transaction is associated with. Autofilled when the Default Project Code is entered in the header. Available options are the project codes you have permission to access.

The ID number associated with the transaction. Used when you manually enter student refund invoices.

The Accounts Receivable subsidiary associated with the transaction. Used when manually entering student refund invoices.

The financial aid period code associated with the transaction. Used when manually entering student refund invoices.

Autofilled with the description for the selected Financial Aid Period Code.

Indicates whether the transaction should be included in the 1098-T balance calculations. Used when manually entering student refund invoices. The following options are available:

Autofilled with the description for the selected 1098-T eligibility flag.

The year and term associated with the transaction. Used when manually entering student refund invoices. If a Billing Period Identifier is entered, the 1098-T Academic Year / Term should match the selected billing period. Required when an ID Number is entered.

Autofilled with the description for the selected 1098-T academic year / term.

Autofilled with the AP Subsidiary Code selected in the header and can be changed.

Autofilled with the description for the selected AP subsidiary code.

Visible when the "Grant Refunds?" checkbox is selected on the A/P Configuration window. Identifies the tax refund percentages and other items used to calculate tax refunds and indicates the kind of refund or rebate your organization will claim for taxes paid. Options are the Tax Refund Codes defined on the Tax Refund window.

Visible when the "Grant Refunds?" checkbox is selected on the A/P Configuration window. Autofilled with the description for the selected tax refund code.

Visible when the "Grant Refunds?" checkbox is selected on the A/P Configuration window. Autocalculated when the tax refund code is selected.

Indicates whether a credit memo is attached to the invoice.

Autocalculated by subtracting the Vendor Discount Amount from the Transaction Amount.