Send Invoices to AP

Send Invoices to Sage Timberline Office Accounting

The instructions below outline how to send invoices to Accounting from the Send to Timberline Accounting screen. Invoices can be sorted in this screen by supplier or contract accounting date.

Note

The Contract Accounting Date sorting view follows an Accounting month/supplier/contract/invoice/purchase order/item hierarchy that supports a phase release workflow.

To send invoices to Sage Timberline® Office Accounting:

In theSend to Timberline Accounting screen, click the Invoices tab.

Invoices for purchase orders already approved, but not previously sent to Sage Timberline® Office Accounts Payable, display in this tab.

If the user is authorized to Send on Behalf of Users, all invoices approved but not sent will display.

If the user is not authorized to Send on Behalf of Users, the screen will only display the invoices approved by the current user.

Use the Expand All/Collapse All buttons to open the jobs and options in order to see their associated purchase orders.

Notes

A black warning icon will appear next to an invoice if any of its associated purchase order(s) have not been sent to Accounting.
Additionally, a yellow warning icon will appear next to invoices whose tax sign does not match the tax sign of the invoice amount.
If the user attempts to send invoices to Accounting (with associated POs not sent to Accounting), a warning message appears that lists the invoices and states "The following invoice(s) have not had commitments sent to Accounting. Sending these invoices to Accounting will cause them to be rejected. Do you wish to send these invoices to Accounting? Selecting No will skip the invoices listed above."
If Yes is selected, these invoices are cleared from the tab but rejected in Accounting and placed in a reject file. The user will then have to manually import and post these invoices after the POs have been sent, since WMS does not automatically reprocess reject files.
SelectingNo aborts the Send to Accounting process.

Select the supplier/invoice to send to Sage Timberline® Office Accounts Payable, then click the Send Invoices to AP icon in the screen's toolbar.

All invoices displayed that are not currently on hold will be sent to Sage Timberline® Office Accounts Payable, and the information will no longer display on this tab.

The user may need to create an AP New Transaction file in order to process the budgets. If an AP New Transaction file already exists, this information will append to the existing file, and the "Post Invoices - File Selection" dialog will not display, "The JC New Transaction file was not found. The file will be created."

Any invoices approved for a supplier with expired liability or worker's compensation insurance will be on hold and will not be sent to Accounts Payable. The invoices will remain listed in this tab until the supplier's insurance information is updated in Sage Timberline Office Accounts Payable and the Receive Suppliers from AP process is run.
Additionally, WMS will no longer allow purchase orders or invoices to be sent to Sage Timberline if the associated job is closed. The Job Closed Hold field will be checked for the invoice in the list if its associated job is closed.

Note

The Send to Accounting dialog displays the results of the action. Any errors that occur are detailed in the View Invoice reports.

If any errors occur, view the rejects file and/or reprocess the rejects file.

Send Invoices to Sage Timberline Office Accounting

To send invoices to Sage Timberline® Office Accounting:

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