Invoice Manager Screen

 

The Invoice Manager screen allows the user to work on the batch selected in the Invoice Manager Dashboard. The screen provides the ability to view the batch statistics, view and edit the batch details, access the Purchase Order Manager screen, add, update and delete invoices, mark Task Complete and Amount Approved for purchase orders matched to an invoice, add, edit and delete variance/change order items, assign an invoice for coding and approval of variance amounts and/or purchase order amounts, attach scanned images to invoices, record notes against invoices, manage credit requests to suppliers, place invoices on and off hold and generate batch reports.

 

The screen focuses on the batch selected in the Invoice Manager Dashboard.

 

Notes

The Invoice Manager screen has been optimized to allow users to enter invoices with key strokes only.

For more information on performing tasks using the keyboard only, take note of the keyboard shortcuts described for each task, or take note of the keyboard shortcuts displayed on the Invoice Manager drop down menus.

The Invoice Manager screen may also be navigated using standard mouse clicks if desired.

 

To view Batch Details and Batch Statistics in the Invoice Manager screen:

  1. The Invoice Manager screen displays the Batch Details panel and the Batch Statistics panel to the left of the Invoice Entry Grid.

  2. The Batch Details Panel on the upper left of the screen will display information about the batch selected in the Invoice Manager Dashboard including the batch number, batch dates, description and the user who created the batch

  3. The Batch Statistics panel on the lower left of the screen will display the number and amounts of invoices in the batch, the numbers and amounts of invoices by invoice state and stage, as well as the number and amounts of invoices with variances.

 

To hide/show the Batch Details and Batch Statistics:

  1. The Batch Details and Batch Statistics panel on the left of the screen may be hidden to provide more screen space for invoice entry.

  2. Click the button on Batch Details toolbar to hide the panel.

  3. The Batch Details toolbar will become vertically aligned against the left hand side of the Invoice Manager screen, as the Invoice Grid and Invoice information panels expand according.


     

  4. Click the button on the Batch Details toolbar to show the Batch Details and Batch Statistics panel.

  5. The Batch Details and Batch Statistics panel visibility is automatically saved and restored for each session of Invoice Manger.
     

To enter Batch Details:
 

 

  1. Show the Batch Details panel if it is hidden. For more information, see To hide/show_the_Batch_Details_and_Batch_Statistics.
     

Notes

When a new batch is created, the Batch Details panel will be automatically shown.

 

  1. Enter a Batch Description if necessary. The batch description is displayed in the Batch Information panel when the batch is selected in the Invoice Manager Dashboard.

  2. Enter a Batch Category if necessary. The batch category is user defined and can be used to sort and group batches in the Invoice Manager Dashboard.

  1. Enter a Supplier (default) by clicking on the drop-down menu in the Supplier (default) control OR Press the F4 keyboard shortcut to display the Supplier Lookup table, otherwise leave the field blank.
    For more information on selecting a supplier using the Supplier Lookup Table, see Using the Supplier Lookup.
     

Notes

If a default Supplier is not selected for the batch, a supplier must be selected for each invoice entered.

To reduce invoice entry keystrokes, each invoice entered will automatically pre-fill with the last supplier selected.

  1. Change the Batch Accounting Date if necessary, otherwise accept the default. Dates may be typed directly into the control or selected using the drop-down calendar.
     

Notes

The batch accounting date will default to the Current Accounting Date displayed on the Batch Number toolbar.

For more information on setting the Current Accounting Date and the impact of changing the Current Accounting date , see

To_Change Current_Accounting_Date and/or  Integration Menu PO Approval Options.
 

Invoice Manager does not verify the accounting date entered as valid for the integrated Accounts Payable system. If an invalid accounting date is entered (i.e. the accounting period that includes the selected accounting date has already been closed), the invoice may reject at the time the Send Invoice to Accounting process is run, or the invoice may not correctly post in Accounts Payable after it is imported.

If the batch accounting date is changed after invoices are entered into the batch, this does not automatically change the accounting date on existing invoices in the batch. To update the accounting date on existing invoices in the batch to the current batch accounting date perform the following steps:

  • Select the invoices in the invoice grid which are to be updated. Use Ctrl Click or Shift Click keyboard/mouse actions to multi select as required.

  • click the button next to the Batch Accounting Date control to apply the Batch Accounting date to the selected invoices

  • a confirmation dialog will display to confirm the change was successful.

  • The Accounting date will NOT be updated on selected invoices with the stage 'Sent for Payment'.

 

  1. Choose the Invoice Date (default) if necessary, otherwise leave the field blank. Dates may be typed directly into the control or selected using the drop-down calendar.

 

Notes

If a default Invoice Date is not selected, the following rules are applied to automatically calculate the invoice date for each invoice:

  • the associated purchase order's Date Completed is used for the invoice date if the task is complete AND the Division Settings PO Approval Options setting Use Completion Date for Invoice Date is checked.

  • otherwise, the current date is used for the invoice date. The user may over-ride this date is necessary.

If the batch default Invoice Date is changed after invoices are entered into the batch, this does not automatically change the invoice date on existing invoices in the batch. To update the invoice date on existing invoices in the batch to the current batch default Invoice Date perform the following steps:

  • Select the invoices in the invoice grid which are to be updated. Use Ctrl Click or Shift Click keyboard/mouse actions to multi select as required.

  • click the button next to the Invoice Date (default) control to apply the batch default Invoice Date to the selected invoices

  • a confirmation dialog will display to confirm the change was successful.

  • The invoice date will NOT be updated on selected invoices with the stage 'Sent for Payment'.
     

Invoice Manager validates all changes to invoice dates against the Payment Date Range Validation settings in the Integration | Accounting | Accounting Integration Settings > PO Approval Options tab. For more information on invoice and payment date range validation see  Integration Menu PO Approval Options.

 

  1. Choose the Payment Date (default)  if necessary, otherwise leave the field blank. Dates may be typed directly into the control or selected using the drop-down calendar.

 

Notes

If a default Payment Date is not selected for the batch, the payment date is calculated for each invoice, based on the invoice supplier's payment terms as defined in the integrated Accounts Payable system. These terms can be viewed in the Desktop Setup>Supplier screen on the Accounting Integration Tab

If the batch default Payment Date is changed after invoices are entered into the batch, this does not automatically change the payment date on existing invoices in the batch. To update the payment date on existing invoices in the batch to the current batch default Payment Date perform the following steps:

  • Select the invoices in the invoice grid which are to be updated. Use Ctrl Click or Shift Click keyboard/mouse actions to multi select as required.

  • click the button next to the Payment Date (default) control to apply the batch default Payment Date to the selected invoices

  • a confirmation dialog will display to confirm the change was successful.

  • The payment date will NOT be updated on selected invoices with the stage 'Sent for Payment'.
     

Invoice Manager validates all changes to payment dates against the Payment Date Range Validation settings in the Integration | Accounting | Accounting Integration Settings > PO Approval Options tab. For more information on invoice and payment date range validation see  Integration Menu PO Approval Options.

 

  1. Review the Documents Folder. The documents folder will display the default documents folder for the batch.
     

Notes

A documents folder is automatically created for each batch as a central repository for all documents that relate to the batch.

The default location of this folder is under the \BATCH folder in the Master Document Attachments Folder, as defined in Company Folder Settings.

The default name of the documents folder is Batch_ plus the new Batch Number. e.g. if the Batch Number is 7 the documents folder for the batch will be\BATCH\Batch_7

 

  1. To keep changes, click Save.

 
 

To Change Current Accounting Date:

 

Notes

The Current Accounting Date displayed on the Batch Number toolbar is the date selected in the Integration | Accounting | Accounting Integration Settings > PO Approval Options tab > Accounting Date for PO Approvals.

For more information on setting the Accounting Date for PO Approvals see  Integration Menu PO Approval Options.

If the user has the privilege Edit Current Accounting Date and the Invoice Manager screen is not in Edit Mode, the current accounting date setting can be changed directly from the Invoice Manager screen by:

  • selecting a new date from the drop down calendar of the Current Accounting Date on the Batch Number toolbar.

  • Once the date is selected a confirmation dialog is displayed. The contents of this dialog depend on the state of the setting 'Automatically update Accounting Date on invoices not sent to accounting' in the Integration | Accounting | Accounting Integration Settings > PO Approval Options tab > Accounting Date for PO Approvals.

    If 'Automatically update Accounting Date on invoices not sent to accounting' is checked, the following dialog will be displayed :



    If 'Automatically update Accounting Date on invoices not sent to accounting' is not checked, the following dialog will be displayed :

  • to accept the change and update the accounting dates as applicable click the Yes button

  • or Cancel to abandon the change.
     

To change the accounting date of the current batch to the new Current Accounting Date:

  • Click the icon next to the Current Accounting Date on the Batch Number toolbar.


    For more information on changing the batch accounting date see Change_the_Batch_Accounting_Date.
     

 

 

To set/change Invoice Entry Preference:

 

Notes

The Invoice Manager screen provides two modes for invoice entry:

  1. Purchase Order

  2. Supplier/Invoice Number

For more information on the two invoice entry modes, see Add Invoices_into_a_Batch

 

  1. From the Invoice Manager menu, select the Invoice Entry Preference sub menu.

  2. The currently selected Invoice Entry mode will be checked.

  3. From the Invoice Entry Preference menu select either:

  5. The currently selected Invoice Entry mode is displayed on the Batch Number toolbar.

 

 

To Add an Invoice to a Batch:

 

  1. After a new batch is created, the user will be automatically prompted to add the first invoice to the batch after either:

 

  1. Or, from the Invoice Manager menu, select Add Invoice, Or click the Add Invoice icon on the Invoice Manager toolbar, Or press the Ctrl Ins keyboard shortcut.

  2. After the new blank invoice line is inserted in the Invoice Grid, enter the invoice information based on the current Invoice_Entry_Preference.

 

 

Notes

 

Entering Invoice information by Invoice Entry Preference
 

Purchase Order Mode - using Purchase Order Selection screen

After the invoice is added, the cursor moves to the Purchase Order Number(s) - Quick Entry control.

  1. Click the ellipse button of the Quick Entry control OR press the F4 keyboard shortcut to display the Purchase Order Selection Screen.

  2. use the Purchase Order Selection screen to match one or more purchase orders to the invoice. For more information on locating and selecting purchase orders using the Purchase Order Selection screen, see Purchase Order Selection Screen.

  3. Click Back to Invoice Manager in the toolbar of the Purchase Order Selections screen, Or press the Ctrl B keyboard shortcut. This will return the screen to the Invoice Manager screen and the invoice will automatically pre-fill with the matched purchase order information. For more information on pre-filling the invoice with matched purchase order information see Purchase Order Mode - Pre-filling Invoice from Matched Purchase Orders.

Purchase Order Mode - using Quick Entry control

After the invoice is added, the cursor moves to the Purchase Order Number(s) - Quick Entry control.

  1. Enter one or more purchase order numbers into the Quick Entry control. Separate multiple purchase order numbers with a comma (,).

  2. Press the Enter key to validate and accept the quick entry purchase order numbers.

  3. If all entered purchase order numbers are issued to the same supplier and are valid, based on the current Purchase Order Filter Options, the invoice will automatically pre-fill with the matched purchase order information. For more information on pre-filling the invoice with matched purchase order information see Purchase Order Mode - Pre-filling Invoice from Matched Purchase Orders.

  4. If all entered purchase order numbers are not issued to the same supplier or any are invalid, based on the current Purchase Order Filter Options,  an error dialog will display accordingly and the previous value in the Purchase Order Number(s) - Quick Entry control will be restored.

Purchase Order Mode - Pre-filling Invoice from Matched Purchase Orders

After purchase orders are matched to the invoice in Purchase Order Entry mode, the invoice is pre-filled as follows:

  • the matched purchase order header information is added to the Purchase Orders tab.

  • the matched purchase order detail line item information is added to the Distributions tab.

  • the Supplier AP Code and Supplier Name are automatically pre-filled from the matched purchase order supplier information.

  • the Invoice Number is automatically pre-filled based on the first purchase order number matched. If an invoice already exists in WMS for the selected supplier with the first purchase order number, a unique invoice number is automatically calculated by appending a lower case letter to the purchase order number. e.g. AH00014-036a

  • the Invoice Description is automatically pre-filled based on the Invoice Description settings in the Division Settings Approval Options and the first purchase order matched.

  • the Net Amount (ex Tax) is automatically pre-filled with the total net amounts remaining to be paid on the matched purchase orders.

  • the Tax Group is automatically pre-filled with the tax group assigned to the distribution items of the matched purchase orders only if all taxable distribution items are assigned the same tax group, otherwise the Invoice Tax Group is left blank.

  • the Tax Amount is automatically pre-filled with the total tax amounts remaining to be paid on the matched purchase orders.

  • the Invoice Total is automatically pre-filled with the total amounts remaining to be paid on the matched purchase orders.

  • the Accounting Date is automatically pre-filled with the Batch Accounting Date.

  • theInvoice Date is automatically pre-filled with the Batch Invoice Date if one is assigned, otherwise the Invoice Date is calculated based on the Use Completion Date for Invoice Date setting in Division Settings Approval Options.

  • thePayment Date is automatically pre-filled with the Batch Payment Date if one is assigned, otherwise the  Payment Date is calculated based on the Invoice date, the invoice supplier's Payment Days and Payment Days Type in the Accounting Integration Tab of the Setup Suppliers screen.

  • the Discount Date is calculated based on the Payment Date and the invoice supplier's Discount Days in the Accounting Integration Tab of the Setup Supplier screen.  

  • the Discount Amount is calculated based on the Calculate Discount On: setting in Division Settings Approval Options and the invoice supplier's Discount Percent in the Accounting Integration Tab of the Setup Supplier screen.  

  • the Retainage Amount is calculated based on the Calculate Retainage On: setting in Division Settings Approval Options and the invoice supplier's Retainage Percent in the Setup Supplier Screen.  
     

Supplier/Invoice Number Mode:

After the invoice is added, the cursor moves to the Supplier AP Code control if there is no pre-selected supplier, otherwise the cursor moves to the Invoice Number control.

 

The Supplier AP Code control may be pre-filled when a new invoice created if any of the following conditions exist:

  • New Batch with a Supplier (default) selected for the batch. In this case the new invoice will pre-fill with the Batch Supplier.

  • New Batch with no Supplier (default) selected for the batch. In this case the new invoice will pre-fill with the Desktop Supplier.

  • A previous invoice has been added to the batch in the current session of Invoice Manager. In this case the new invoice will pre-fill with the supplier from the previous invoice.

Suppliers who have been flagged as TBD Supplier for Purchase Orders are not available for selection when adding invoices in Invoice Manager. For more information on TBD Supplier for Purchase Orders, see Overview of Supplier Setup.

 

To Enter or Change the Invoice supplier or access the Supplier Lookup table:

  1. Click on the Suppliers drop-down menu on the Supplier AP Code control OR Press the F4 keyboard shortcut to display the Supplier Lookup table.

  1. For more information on selecting a supplier using the Supplier Lookup Table, see Using the Supplier Lookup.

  2. The Supplier AP Code may also be entered directly into the Supplier AP Code control. If a valid code is entered the Supplier Name will pre-fill automatically, otherwise an Invalid Supplier Code error dialog is displayed and the previous value in the Supplier AP Code control is restored.

  3. Once at least one purchase order has been matched to the invoice, the invoice supplier cannot be changed, however the Supplier Lookup table may still be displayed by following the actions in step 1. if required to view additional supplier information.

 

To Enter the Invoice information in the Invoice Header panel:

 


 

  1. Invoice Number
    Enter the Invoice Number into the Invoice Number control. If an invoice already exists in WMS for the selected supplier with the invoice number as entered, a prompt will display, requesting confirmation to automatically generate a unique invoice number, based on the invoice number entered.


     

  2. Net Amount (ex Tax)
    Enter the invoice amount exclusive of tax.

  3. Tax Group
    Click on the Tax Group drop-down menu on the Tax Group control OR Press the F4 keyboard shortcut to display the Tax Group Lookup table, OR enter the invoice Tax Group directly into the Tax Group control.
    If a valid tax group is entered or selected the Tax Amount will pre-fill automatically with the amount calculated from the Net Amount (ex Tax), otherwise an Invalid Tax Group error dialog is displayed and the previous values in the Tax Group andNet Amount (ex Tax) controls are restored.

  4. Tax Amount
    Enter the invoice tax amount if desired, or leave this field blank if you wish the invoice tax amount to be pre-filled from selected invoice tax group. Entering a tax amount will blank out the invoice Tax Group.

  5. Invoice Total
    Enter the invoice total amount inclusive of tax. Tax will only be back calculated if a tax group is selected.

  6. Check to ensure the required fields for the invoice have been filled in. Required invoice fields are:

    • Supplier AP Code

    • Invoice Number

    • Invoice Date

    • Payment Date

Any invoices in the batch without valid values in these fields will cause an Error Dialog to be displayed when clicking Save. The updates will not be saved until the missing information is provided for each invoice/field listed.

  1. Match purchase orders to the invoice using either:

  1. Change the Invoice Net or Invoice Total amounts for each matched purchase order on the Purchase Orders tab if necessary to match the invoice amounts entered in the Invoice Header panel.
     

Supplier/Invoice Number Mode - Pre-filling Invoice fields

 

After amounts are entered for the invoice in Supplier/Invoice Number Mode, the invoice is pre-filled as follows:

  • the Accounting Date is automatically pre-filled with the Batch Accounting Date.

  • theInvoice Date is automatically pre-filled with the Batch Invoice Date if one is assigned, otherwise the Invoice Date is calculated based on the Use Completion Date for Invoice Date setting in Division Settings Approval Options.

  • thePayment Date is automatically pre-filled with the Batch Payment Date if one is assigned, otherwise the  Payment Date is calculated based on the Invoice date, the invoice supplier's Payment Days and Payment Days Type in the Accounting Integration Tab of the Setup Suppliers screen.

  • the Discount Date is calculated based on the Payment Date and the invoice supplier's Discount Days in the Accounting Integration Tab of the Setup Supplier screen.  

  • the Discount Amount is calculated based on the Calculate Discount On: setting in Division Settings Approval Options and the invoice supplier's Discount Percent in the Accounting Integration Tab of the Setup Supplier screen.  

  • the Retainage Amount is calculated based on the Calculate Retainage On: setting in Division Settings Approval Options and the invoice supplier's Retainage Percent in the Setup Supplier Screen.  

 

After purchase orders are matched to the invoice, selecting Update Invoice Amounts from the Purchase Order tab menu, Or clicking the Update Invoice Amounts icon on the Purchase Order tab toolbar will pre-fill the invoice as follows:

  • the Net Amount (ex Tax) is automatically pre-filled with the total net amounts selected to be paid on the matched purchase orders.

  • the Tax Group is automatically pre-filled with the tax group assigned to the distribution items of the matched purchase orders only if all taxable distribution items are assigned the same tax group, otherwise the Invoice Tax Group is left blank.

  • the Tax Amount is automatically pre-filled with the total tax amounts selected to be paid on the matched purchase orders.

  • the Invoice Total is automatically pre-filled with the total amounts selected to be paid on the matched purchase orders.
     

 

  1. Change the Invoice Date on theDetails tab if necessary, otherwise accept the default. Dates may be typed directly into the control or selected using the drop-down calendar. Press the F4 Key to display the drop-down calendar.

  2. Change the Payment Date on theDetails tab if necessary, otherwise accept the default. Dates may be typed directly into the control or selected using the drop-down calendar. Press the F4 Key to display the drop-down calendar.

  3. Repeat steps 2-5 to enter additional invoices as required.

  1. To keep changes, click Save.

To Edit an Invoice:
 

Notes

Invoices may be edited up until the invoice stage is Sent for Payment.

If an invoice in theApproved stage is edited, it may revert to the Matched orUnmatched stage, depending on the extent of the changes, and the invoice will have to go through the approval work-flow again in Approvals Manager

For more information on invoice stages, see Understanding Invoice Stages.

 

  1. Select an invoice in the invoice grid.

  2. Edit the invoice information as per steps in Enter_Invoice_Information.

 

To Delete an Invoice:

 

Notes

Invoices may be deleted up until the invoice stage is Sent for Payment.

If an invoice in theApproved stage is deleted, the Task Complete dates or On Hold states on matched purchase orders are not altered.

If the invoice is re-entered, it will have to go through the full approval work-flow again in Approvals Manager

For more information on invoice stages, see Understanding Invoice Stages.

 

  1. Select an invoice in the invoice grid.

  2. From the Invoice Manager menu, select Delete Invoice, Or click the Delete Invoice icon on the Invoice Manager toolbar. Pressing theCtrl+Del keyboard shortcut will also delete the selected invoice.

  3. A warning message appears, asking to verify the invoice's deletion.

  4. To continue the invoice's deletion, click Yes,

To Add a Note to an Invoice:
 

Notes

An unlimited number of notes may be attached to any invoice in the batch.

The invoice notes may be viewed in the Notes tab by clicking on the Note drop down control on the note line.

Each note is automatically stamped with the Time and Date the note was created or last edited, together with the User Name of the User creating or editing the note.

 

  1. Select an invoice in the invoice grid.

  2. Click on the Notes tab or press theCtrl N keyboard shortcut. This will display the Notes grid on the Notes tab.

  3. From the Invoice Notes menu, select Add Note, Or click the Add Note icon on the Invoice Notes toolbar.

  4. A new note line is created with a drop down memo control automatically open in the Note column.

  5. Enter the note text as required. Multiple lines may be entered using the Enter key to move to the next line.

  6. Click the OK button of the drop down memo control to accept the new note
    or
    Click the Cancel button of the drop down memo control to cancel the new note.

  7. To keep changes , click Save.

    1. Or, click the Cancel button on the lower left of the Invoice Notes tab to cancel the changes made since activating the Invoice Notes tab.

 

To Attach a Document to an Invoice:
 

Notes

A document such as a scanned copy of the paper invoice may be attached any invoice in the batch.

The attached document may be viewed in the Attachments tab by clicking on the document icon or the View link on the attachment line.

 

  1. Select an invoice in the invoice grid.

  2. Click on the Attachments tab or press theCtrl t keyboard shortcut. This will display the Invoice Attachments grid on the Attachments tab.

  3. From the Invoice Attachments menu, select Attach, Or click the Attach icon on the Invoice Attachments toolbar.

  4. The Open screen displays the files currently located in the batch's specific document folder.


     

  5. If necessary, browse to a different location to find the file to attach. Click on the file name to attach.

  6. Click Open in the lower right corner of the screen.

  7. A new attachment line is created with a drop down list automatically open in the Document Type column.


     

  8. Select a Document Type for the attachment.

  9. To keep changes , click Save.

To View a Document Attached to an Invoice in a Batch:
 

  1. Select an invoice in the invoice grid.

  2. Click on the Attachments tab or press theCtrl t keyboard shortcut. This will display the Invoice Attachments grid on the Attachments tab.

  3. Double click the Document Icon or the View link in the View column of the selected document to open and view the contents of the document.
     

Notes

The files can only be viewed if the related software (Acrobat Reader, CAD, Word, etc.) is installed on the user's workstation.

 

To View Purchase Order(s) matched to an Invoice in a Batch:
 

  1. Select an invoice in the invoice grid.

  2. Click on the Purchase Orders tab or press theCtrl P keyboard shortcut. This will display the Purchase Order(s) Selected for Invoice on the Purchase Orders tab.

  3. Select a purchase order in the grid.

  4. From the Purchase Orders menu, select Preview Purchase Order, Or click the Preview Purchase Order icon on the Purchase Orders toolbar.

  6. The selected PO appears for preview.

  7. Close the preview window to return to the Invoice Manager screen.
     

Notes

The purchase order may also be printed from the preview window
OR
The purchase order may also be printed from the Purchase Orders tab:

  1. Select a purchase order in the grid.

  2. From the Purchase Orders menu, select Print Purchase Order, Or click the Print Purchase Order icon on the Purchase Orders toolbar.

    • Alternatively, right-click the purchase order in the grid, and select Print Purchase Order from the pop-up menu.

  4. Select a printer from the Windows Print dialog to print the purchase order.

 

To Request Credit on an Invoice:

 

Notes

If it becomes necessary to request a credit on an invoice, the invoice may be manually moved to the Credit Requested stage. This sets the state of the invoice to On Hold and prevents the invoice from being sent to accounting for payment, regardless if it's completion or approval state. For more information on invoice states, see Understanding Invoice States  

If it is required to request a partial credit on an invoice, it is recommended to split the invoice into two invoices and request the credit only on the invoice which represents the amounts in dispute. This allows the approved amounts to be paid promptly if required.

An Invoice can only have a Credit Requested by a user with privileges to Request Credits. For more information see Security Management  

 

  1. Select an invoice in the invoice grid.

  2. From the Invoice Manager menu, select Request Credit, Or click the Request Credit icon on the Invoice Manager toolbar.

  3. The Place Invoice on Credit Request screen will be displayed:


     

  4. Enter the Credit Request Reason and press OK to close the form, or Cancel to return to the Invoice Manager screen.

  5. To keep changes, click Save.

      • Or, Cancel the changes.

 

To Enter a Credit Invoice:

 

Notes

Credit Invoices or Credit Notes are entered as invoices with negative amounts.

Credit invoices should be matched to an invoice which has been previously placed in the Credit Requested stage. The Credit Requested invoice may be in another batch.

The amount of the Credit Requested invoice, less the total amount of the Credit Invoice should equal the agreed amount to be paid. In most cases this will be a zero amount.
The Credit Invoice will be matched to the same purchase order(s) as the Credit Requested invoice and will take on the current states of the matched purchase order(s). i.e. because the Credit Requested invoice is always on Approval Hold, the Credit Invoice will automatically be placed on Approval Hold as well.
The Credit Requested invoice must be manually released from the Credit Requested stage by applying the Match Credit Invoice action. This will release the Credit Requested invoice from Approval Hold and move the invoice to either theApproved orMatched stage, depending on the current states of the invoice and matched purchase orders.

It is recommended that both the Credit Invoice and the matching Credit Requested invoice be approved and sent for payment in the same accounting period. This will result in the proper net payment to the supplier.

For more information on invoice states, see Understanding Invoice States.  

For more information on invoice stages, see Understanding Invoice Stages.

 

  1. Enter the Credit Invoice by following the steps in Add an Invoice_to_a_Batch.

  2. Match the Credit invoice with the same purchase order and distribution lines as the matching Credit Requested invoice, ensuring that the amounts are entered as negative amounts.

  3. Locate the matching Credit Requested invoice. This invoice may be another batch.

  4. Select the Credit Requested invoice in the invoice grid.

  5. From the Invoice Manager menu, select Match Credit Invoice, Or click the Match Credit Invoice icon on the Invoice Manager toolbar.

  6. A message appears, asking to verify the invoice's matching with a Credit Invoice.

  7. To continue the invoice's matching with a Credit Invoice, click Yes,

  9. The Credit Requested invoice will be removed from Approval Hold and move to either theApproved orMatched stage, depending on the current states of the invoice and matched purchase orders.

  10. Locate the Credit Invoice originally entered and release from Approval Hold if necessary. For more information on releasing invoices from Approval Hold see Release an_Invoice_from Approval_Hold.

  11. To keep changes, click Save.

      • Or, Cancel the changes.

 

To Cancel a Credit Request on an Invoice:

 

Notes

If it becomes necessary to cancel a credit request on an invoice, the invoice may be manually moved out of the Credit Requested stage. This will release the Credit Requested invoice from Approval Hold and move the invoice to either theApproved orMatched stage, depending on the current states of the invoice and matched purchase orders. For more information on invoice states, see Understanding Invoice States  

An Invoice can only have a Credit Request cancelled by a user with privileges to Request Credits. For more information see Security Management  

 

  1. Select an invoice in the invoice grid.

  2. From the Invoice Manager menu, select Cancel Credit Request, Or click the Cancel Credit Request icon on the Invoice Manager toolbar.

  3. A confirmation message appears, asking to cancel the credit request on the invoice.

  4. Click Yes to cancel the credit request on the invoice.

  1. To keep changes, click Save.

      • Or, Cancel the changes.

 

To Place an Invoice on Approval Hold:

 

Notes

If it becomes necessary to hold payment on an invoice, the invoice may be manually placed on Approval Hold. This sets the state of the invoice to On Hold and prevents the invoice from being sent to accounting for payment, regardless if it's completion or approval state. For more information on invoice states, see Understanding Invoice States  

An Invoice can only be placed on hold by a user with privileges to Hold and Release Invoices. For more information see Security Management  

 

  1. Select an invoice in the invoice grid.

  2. From the Invoice Manager menu, select Hold Invoice, Or click the Hold Invoice icon on the Invoice Manager toolbar.

  3. The Place Invoice on Hold screen will be displayed:


     

  4. Enter the Hold Reason and press OK to close the form, or Cancel to return to the Invoice Manager screen.

  5. To keep changes, click Save.

      • Or, Cancel the changes.

 

To Release an Invoice from Approval Hold:

 

Notes

An Invoice can only be taken off approval hold by a user with privileges to Hold and Release Invoices. For more information see Security Management

 

  1. Select an invoice in the invoice grid.

  2. From the Invoice Manager menu, select Release Invoice, Or click the Release Invoice icon on the Invoice Manager toolbar.

  3. A confirmation message appears, asking to verify releasing the invoice from approval hold.

  4. Click Yes to release the invoice from approval hold.

  1. To keep changes, click Save.

      • Or, Cancel the changes.

 

To Print Batch Report:

  1. If the screen is in edit mode, to keep changes, click Save.

  3. From the Invoice Manager Print menu, select Batch Report.

  4. The Batch Report for the current batch will display in a preview window.

  5. The Batch report may be customized and configured as necessary. For more information on customizing work-flow reports see Reports.

 

Related Topics

Invoice Manager Dashboard