At any time after an invoice is created, it may be found under Vendor Invoice Maintenance. Parts of Vendor Invoice Maintenance may be accessed from other parts of the system. Those sections may forward to this article and then a specific section.

Finding specific invoices is the primary purpose of this screen.

In the instance that users only have a vendor invoice or a purchase order, the partial search is the right tool to use. If a user prefers to filter invoices down by other factors, try “Exact Search”.

Enter a number in the vendor invoice or purchase order fields or enter number in both to get a results screen.

The search tries to get exact matches where the numbers appear anywhere in either field or both fields. The results also show near-matches.

Click the document arrow icon to view (anchor link to view section) the indicated invoice record.

This search tool is for when users lack the exact invoice or purchase order information, but have other pieces of information like vendor name, invoice date, or an amount.

Enter a “Customer NumberCustomer Number A unique identifier that streamlines the retrieval and organization of customer records, ensuring efficient and precise data management. There may only be one customer record per number and it is protected from editing.”, “Alternate Vendor Number”, “Date”, or “Invoice Amount” to filter by all fields for best matches.

Click the document arrow icon to view (anchor link to view section) the indicated invoice record.

The “Invoice Maintenance – Inquiry” screen forwards to this section of this help page.

Many of the fields present on this screen will be self-explanatory. The following fields may require additional explanation.

Discounted Amount

The field Discounted Amount may be accurately understood as “Discounted Invoice Total”. This is the amount that may be paid to consider the invoice paid in full on or before the Discounted Expiration Date.

Discounted Expiration Date

The date upon or before which the discounted invoice amount applies. After this date, the full Invoice Amount is due on the due date.

Approve for Payment

Click this option to approve an invoice for payment.

This action requires a supervisor’s approval.

If you have access to the Approve Vendor Invoices for Payment or Client Approval of Vendor Invoices for Payment queues, you may approve an invoice for payment from those screens.

Block/Update Payment Block

The purpose of this action is to set or update a block reason for the invoice.

Click “Block/Update Payment Block” to enable the block reason field.

Click the dropdown and select an option. Click submit to save.

This action requires a supervisor’s approval to complete this screen.

If one has access to either Approve Vendor Invoices for Payment or Client Approval of Vendor Invoices for Payment and the invoice appears in either of those queues, one may block the invoice and apply a block reason from there. If one has access to the Approve Blocked Vendor Invoices for Payment, one may update a block reason from there.

Payment Summary

If any payments were made to an invoice, the payments will appear after clicking the payment summary button.

Only two payment records appear at a time. Click the page down button to view additional payments.

Change Notes/Dates

This action may be better understood as “Change Notes, Discount Amount, and Dates”.
Click the button “Change Notes/Dates.”

1. Discounted amount is the amount the invoice may be paid if by the discount expiration date.
2. Discount Expiration is the date when the discounted amount no longer applies and the full invoice amount is expected to be paid. Must be less than or equal to the due date and greater than or equal to the invoice date.
3. Due date is the date when the full invoice total is expected to be paid. Must be greater than or equal to Invoice Date.
4. The notes field may take up to 256 characters.

Reprint Scan Sheet

To reprint the Scan sheet, click reprint scan sheet.

Change Payment Code

This action changes how the payment is issued, whether by Paper Check, eCheck, ACH, or another method. This action requires a supervisor’s authorization.

Click Change Payment Code.

If you click Change Payment Code and the supervisor’s authorization window appears, then you will have to get approval before making the change.

Select a payment from the drop down menu.

Click Submit to save changes.

Adding an invoice takes a minimum number of fields shown here.
1. Invoice Details
          a. Vendor
          b. Invoice date
          c. Invoice total
2. Payment details
          a. Account Description
          b. Amount

Vendor

To add a vendor, type the vendor’s name and click on an autocomplete option. Upon clicking, the vendor’s number appears. Press enter or click submit.

Invoice #

This is a unique field and represents the number on the invoice from the vendor. It takes letters and numbers.

Invoice Date

Type in an 8 digit date or use the date picker. Dates may be selected in the past.

Order #

This is an alphanumeric number for internal tracking.

Shipping Charges

Enter a number for shipping charges. This number plus sales tax must be smaller than the invoice total. It is assumed that shipping and sales tax are already factored into the invoice total.

Sales Tax

Enter a number for tax charges. This number plus shipping charges must be smaller than the invoice total. It is assumed that shipping and sales tax are already factored into the invoice total.

Invoice Notes

Enter invoice notes if necessary. Maximum character count is 256.

This section splits the invoice total into different general ledger accounts according to description.

Account Description

Select an account description from the drop down menu. This will automatically select the corresponding G/L (General Ledger) account number.

Amount

Enter an amount less than or equal to the invoice total and press enter or click submit. The screen will validate all fields and add your selection and amount to the list. You may divide up the total invoice across multiple general ledger accounts as long as the total amounts under Payment. When the total under payment details is equal to the invoice total under invoice details, the new invoice may be added by clicking record invoice.

Type a vendor name, click a name from the autocomplete.

The Vendor number will appear in the vendor field.

Enter other minimum fields and any additional fields.

Press click Validate to update the payment details, subtotal and contact information.

If all the details are accurate, click Record Invoice.

Any missing required fields will highlight cyan.

After entering a search query, with a list of invoices up on the vendor invoice maintenance screen, click the trash can icon.

Next, confirm the invoice for deletion by clicking Delete or pressing F11. To cancel, click Back, Exit, or press F12.