AP Invoices

Create AP Invoices

There are three different ways to create an invoice.

From the Purchase Order Grid:

1. From the Transaction menu, select 'Purchase Orders'.  Query for the PO.

2. Click the Invoice icon or view the PO and then click on .

From the AP Invoices Grid:

1. From the Transaction menu, select 'AP Invoices'.

2. Click .

3. Enter the PO number and click .

From the View page of an existing Invoice

1. From the Transaction menu, select 'AP Invoices'.

2. Click the View icon to open an existing invoice.

3. Enter the PO number you intend to create an AP Invoice and click Create.

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   1. Invoice #: Required field that must be manually entered. This field allows a maximum of 15 alpha and numeric characters.  The same invoice number can only be used once on a purchase order; the system will not allow the user to create duplicate invoices against the same PO.

   2. PO #: Will automatically populate with the Purchase Order number. Cannot be modified.

   3. Date: The invoice date will default to the current date. This date will be used as the transaction date when calculating totals. If you want to enter the date from the physical invoice, you can enter it in the 'date' as long as it is entered as a valid date in an open period.  (For example, if February is open and the current posting period, and you have an invoice from January, January must be an open period).  If previous posting periods are not open and you don't wish to re-open them, you can use the 'vendor's invoice date' to enter the date from the physical invoice. 

      1. NOTE: If the invoice date and/or the vendor's invoice date is before the PO date, the user will receive a warning stating, “This invoice date is prior to the PO date; this will cause the PO to be marked as 'then and now'.  

   4. Vendor: Will automatically populate with the vendor from the Purchase Order unless a Multivendor PO is being invoiced. A vendor can not be changed when invoicing unless it is a non-specific vendor purchase order, and in that case, a vendor must be specified before posting.

   5. Vendor Invoice Date: Additional field for date tracking. If entering the date from the physical invoice, it can be entered in this field if the date is associated with a previous period that is no longer open. 

      1. NOTE: If the invoice date and/or the vendor's invoice date is before the PO date, the user will receive a warning stating, “This invoice date is prior to the PO date; this will cause the PO to be marked as 'then and now'.  

   6. Payment Due: Additional field for date tracking. Stores the desired payment due date.

   7. Created Date: Will automatically populate the current date. Cannot be modified.

   8. Amounts: When an amount is entered for an item, the Invoice Total field will update as the user tabs to the next field. If the Item Status field is changed to Cancel_Full or Cancel_Partial, the amount will then show in the Cancelled Total field instead. These fields update in real time as items are entered to allow verification of totals prior to clicking 'Save.'

   9. Items:

      1. Items check marked can be automatically filled or cancelled for the remaining encumbered amount.  Items may also be filled manually by tabbing between the amount and status fields.

      2. All Items from the Purchase Order will show prior to saving an Invoice. Items that have already been filled will not be available to edit.

      3. Each Item shows the following:

         1. Line Number: The Line number from the Purchase Order.

         2. Quantity: Quantity entered on the Purchase Order.

         3. Original: The original Purchase Order line item amount.

         4. Remaining: The remaining Invoiceable line item amount.

         5. Payable: The amount filled (invoiced) already on the line item.

         6. Description: Description entered on the Purchase Order.

         7. Amount: Field to enter the amount being invoiced.

         8. Item Status: Indicates the status of that line item. Full, Partial, Cancel_Full, Cancel_Partial.

         9. Check Number: Not used when creating an invoice. This field will automatically populate with the check number after the payable is posted and a disbursement is created.

         10. Received: The received date on the line item of the invoice will default to the invoice date if left blank.  A received date can be manually entered if desired.

         11. Account: The account selected on the Purchase Order.

         12. Inventory Item: Used to indicate if the line item is an Inventory Item. See the More Information section below for additional details.

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Search/View AP Invoices

The AP Invoices grid allows you to search for existing invoices by clicking in the filter row in the grid columns and entering the desired information. By default, the AP Invoices grid sorts by Purchase Order Number, then by Date. This sort happens even if those columns do not appear on the grid. Click on 

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Click the view icon 

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Edit AP Invoices

Invoices that are currently at a status of 'filled' or 'canceled' and are in an open posting period may be edited. 

1. Search for the desired Invoice.

2. Click on the edit icon  for the invoice that needs editing.

3. Make the desired changes.

4. Click to post the invoice to the system. Click Cancel to return to the AP Invoice grid without modifying the invoice changes.

There are some restrictions on modifying invoices.