INVOICE
Go to Transaction/AP Invoices (Legacy)Invoices
- Click +CREATE
- Enter Purchase Order Number and click CREATE
- Enter all Invoice information
- VALIDATE
- POST
...
- Click ✓SAVE
Alternative way to INVOICE:
Go toTransactions/Purchase Orders
Filter Grid to find Purchase Order , and Click on 
"Invoice"to invoice. You will be taken to AP Invoice (Legacy)Invoice
- Enter all Invoice information
- VALIDATE
- POSTClick ✓SAVE
Next, go toTransaction/Payables
- From Vendor tab, select total outstanding payables to post disbursements to (this option totals disbursement by vendor to group all payables by vendor)
OR:
- From Detail tab, select payables to post disbursements to (this option totals disbursement by chosen items from the PO)Click Post outstanding payables by invoice detail for each vendor
- Click ✓Post Selected
- Choose options from Post Disbursements window
- Default grouping option of 'vendor' will group all payables for the same vendor under one disbursement
- Grouping option of 'invoice' will group payables by invoice for the same vendor creating a separate disbursement for each invoice
- ✓POST (At this point funds are expended from the accounts)
- Continue to Print ** (This will take you to Transactions/Disbursements grid
...
- a Pop Up box to post your Disbursement or you can Go to Transaction/Disbursements steps below)
**You can choose to print the disbursement now or at a later time. After payables are posted (this is the point in time they are expended from your books); you can chooseto print now or print at a later time, the monies are expended from the accounts.
Go to Transaction/Disbursements *** (You will be at this screen from the above process)
- Select the Payable just posted or click on the 'Show Printable' box to display all disbursements without a check number assigned to them
- Click Generate Print File
- Enter: Check # or let auto assign
- Select Sorting Options
- Checkmark 'Print Electronic Checks" if you want a check number assigned to an electronic disbursement
- Output type (XML or PDF)
- Check form if you have a custom form. Otherwise, leave the default option chosen.
- Click GENERATE (Will get a PDF of check or XML file of the check)
***Disbursement grid is a listing of all transactions that have been expended/posted to USAS, even if a check number has not been assigned/printed
Modify InvoiceInvoice
Go to to AP Invoice (Legacy)
- Search for Invoice by entering beginning and ending dates, PO #, or Invoice #
- Click on Find
- Select Invoice, to modify, from results grid
- Click Modifyon to edit
- Enter correcting information
- Click Validate
- Click PostClick Save