Payables Processing

INVOICE 

Go to Transaction/AP Invoices 

• Click +CREATE
• Enter Purchase Order Number and click CREATE
• Enter all Invoice information
• Click ✓SAVE

Alternative way to INVOICE:

Go to Transactions/Purchase Orders

Filter Grid to find Purchase Order and Click on to invoice. You will be taken to AP Invoice 

• Enter all Invoice information
• Click ✓SAVE

Next, go to Transaction/Payables 

• From Vendor tab, select total outstanding payables by vendor to group all payables by vendor

OR:

• From Detail tab, select 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 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, 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 Invoice 

Go to AP Invoice  

• Search for Invoice by entering beginning and ending dates, PO #, or Invoice #
• Click on  to edit
• Enter correcting information
• Click Save