The Invoices feature is used to enter invoices for Standard POs, Blanket POs, Non-Purchase Orders, and Revenue Refunds. This module is an important step in the accounts payable process. Once a purchase order has been approved, received, and released (depending on the district’s process), an invoice will be created for payment. An invoice must be created before a batch of checks can be printed. Creating the invoice and the batch will be done from the Invoices module.
1. From the Purchasing/Accounts Payable menu, click Invoices.
2. From the Batches tab, enter the Batch Name in the provided text box at the bottom of the listed Open Batches.
3. From the Batch Type pull-down, select Standard (unless creating a different type of batch, such as PCard Transaction or PCard Repayment).
4. Press Enter when done to save your information and create the batch.
Values do not appear in the Total and Invoice Count columns until invoices have been attached to the batch.
From the Batches tab, you can also Review/Post any batches already created in the Open Batches section.
5. Click the corresponding tab depending on the type of invoice you need to create.
At any point while on the Invoices screen, you will have the ability to search for invoices by using the Look up Invoice # feature at the top of the screen. You will also have the option to add vendor criteria by selecting a vendor from the for vendor pull-down.
1. Click the PO Invoice tab once your batch has been created.
2. Select the created batch from the Batch pull-down.
3. Select the PO you wish to attach to the chosen batch from the PO # pull-down.
4. Click Load.
Clicking Load will display several sections, such as General Information, Line Items, Invoices, and Request Allocations.
5. To view the details of the Purchase Order, including vendor information, line items, allocations, and any files or comments, follow the link provided in the PO # / Type field under General Information.
6. Review a PO by clicking on the link mentioned above or navigate to the Line Items section to review items purchased. To review accounting strip information regarding allocations, navigate to the Request Allocations section.
7. To create the invoice for this PO, navigate to the Invoices section. Enter the Invoice # (Number), Invoice Date, Due Date, Amount, and the corresponding account strip.
The Due Date populates based on the Vendor Payment Terms selected when the purchase order is created or by the selection made on the invoice.
8. Select the Vendor Location from the pull-down, which displays when more than one payment address is assigned to Vendors/Customers.
9. Select the applicable Vendor Payment Terms from the pull-down.
Vendor Payment Terms must first be set up via Setup > Settings > Accounts Payable tab.
The Allow Override of Vendor Payment Terms permission enabled via Setup > Profiles > Purchasing/Accounts Payable tab > Accounts Payable section allows you to override the default Vendor Payment Terms on the Invoice based on the invoice due date.
10. Enter the quantity that is to be invoiced in the Invoice Qty text box.
The Invoice Qty field displays when the Show quantity paid and amount paid on applied line setting is enabled via Setup > Settings > Accounts Payable tab. This field will be determined by the invoice posted on the PO. For example:
- Quantity of 4 was ordered
- Quantity of 2 was invoiced
- Quantity Invoiced would reflect 2 on this line item
11. Select the Payment Override option from the pull-down menu to modify the payment method for a vendor on an individual invoice. This allows you to override the vendor's default payment type, such as switching from an electronic payment (e.g., Regions) to a Paper Check.
The available options in the pull-down, including Paper Check and Bank Integration, are pulled from the vendor's setup in Vendor/Customers under the Vendor Payment Type field. If the vendor’s payment type is set to Special, a payment selection must be made from these options to process the invoice.
12. Select the applicable debit and credit accounts.
The selection of a Debit Account and a Credit Account is dependent on district settings and may not be available to everyone. This also applies to the different elements you may see listed here--every district uses different elements and a different element order. For example, this specific district uses Fund, Function, Object, Center, and Project for expense accounts.
13. If you create more than one invoice, you can select to print a Separate Check for each invoice.
Creating a PO Invoice with a negative amount that is selected as a Separate check, makes an error message display: An invoice with a separate check can't have a negative total amount.
14. Select the Credit Memo check box in order to enter a negative Amount in order to accept a credit from the vendor/customer.
15. For quicker entry, click Create an invoice based on a PO or Create multiple invoices based on a PO for additional invoices.
Click Create an invoice based on a PO to create one invoice for all line items and allocations for the original PO. If needing to create multiple invoices based on multiple allocations from the original PO, click Create multiple invoices based on a PO to create an invoice for each allocation line.
Clicking Create an invoice based on a PO defaults to the remaining encumbrance amount.
a. Clicking either of the links will auto populate invoice information pulled from the original PO. Note that the Invoice # and Invoice Date do not auto populate and must be completed.
b. Check to be sure the correct Amount has been entered and select Separate Check (if applicable).
c. Click the red minus sign to delete an invoice line if needed.
d. To add a line, type all information in the top line. Then, press the Enter key to commit the line.
Click the green plus sign to split an invoice between Centers/Facilities or other elements and accounts. Once clicked, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
Focus allows general ledger overrides on the purchase order when the setting Invoices can be entered before POs are released but items must be applied is enabled via Setup > Settings > Accounts Payable tab. When enabled, Focus supports retainage using the following methods:
- Select Extra Charges from the Item # pull-down.
- Select a Debit and Credit account from the select pull-downs to override the Debit and Credit system set up accounts.
- Enter a negative Amount on a new allocation line when the Credit Memo check box is selected, which allows you to accept a credit from the vendor/customer.
The selections made here would override the PO allocations submitted.
If the vendor "Does Not Collect Sales Tax" as defined via Vendors/Customers, an additional invoice line item should be added to account for the negative amount of the Tax, which allows you to pay the vendor the taxable amount while the negative tax amount goes into a liability account that you can set on the Invoices screen. State taxes are defined via Setup > Settings > Accounts Payable tab, State Tax section.
16. Attach any additional Files and add any additional Comments. See the section on Additional Features for more information.
17. Review the Total of the Invoice. Select the check box to Close PO when batch is posted.
Closing a PO reduces its remaining encumbrance to zero. Open Blanket POs or POs with items still outstanding (not yet received and released) should remain open.
18. Click Submit.
Upon submitting this invoice, it will post to the batch selected. Only when the batch is reviewed and posted will the invoice be ready to be processed into a check. Note: The process may vary depending on district procedures.
1. To attach a non-purchase order to a batch, click the Non-PO Invoice tab from the Batches tab.
2. Once your batch is created, select it from the Batch pull-down.
3. Select the Vendor from the pull-down.
4. If applicable, select the customers (and students) from the Customers pull-down.
5. Click Load.
4. Navigate to the Invoices section to create the invoice.
5. Enter the Invoice # (Number), Invoice Date, Due Date, Amount, and the account strip.
The Due Date populates based on the Vendor Payment Terms selected.
6. Select the Vendor Location from the pull-down, which displays when more than one payment address is assigned to Vendors/Customers.
7. Select the applicable Vendor Payment Terms from the pull-down.
Vendor Payment Terms must first be set up via Setup > Settings > Accounts Payable tab.
The Allow Override of Vendor Payment Terms permission enabled via Setup > Profiles > Purchasing/Accounts Payable tab > Accounts Payable section allows you to override the default Vendor Payment Terms on the Invoice based on the invoice due date.
8. Select the Payment Override option from the pull-down menu to modify the payment method for a vendor on an individual invoice. This allows you to override the vendor's default payment type, such as switching from an electronic payment (e.g., Regions) to a Paper Check.
The available options in the pull-down, including Paper Check and Bank Integration, are pulled from the vendor's setup in Vendor/Customers under the Vendor Payment Type field. If the vendor’s payment type is set to Special, a payment selection must be made from these options to process the invoice.
9. Select any debit or credit accounts that may apply.
10. Select the Separate Check check box (if applicable).
Creating a Non-PO Invoice with a negative amount that is selected as a Separate check, makes an error message display: An invoice with a separate check can't have a negative total amount.
11. To save the line of data, press the Enter key.
12. Click the delete button (red minus sign) to delete an invoice line if needed.
Click the green plus sign to split an invoice between Centers/Facilities or other elements and accounts. Once selected, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
13. Attach any additional Files and add any additional Comments. See the section on Additional Features for more information.
14. Review the Total of the invoice.
15. Click Submit.
Upon submitting this invoice, it will post to the batch selected. Only when the batch is reviewed and posted will the invoice be ready to be processed into a check. Note: The process may vary depending on district procedures.
1. To create an invoice for services from a utilities company, such as electricity, click the Utility Invoice tab.
2. Once your batch is created, select it from the Batch pull-down.
3. Select the Use Vendor check box to use a vendor for the invoice, then select the Vendor from the pull-down.
4. Clear the Use Vendor check box to create the invoice based on a purchase order, then select the PO # from the pull-down.
5. Click Load.
6. Navigate to the Invoices section to create the invoice.
7. Enter the Invoice # (Number), Invoice Date, Due Date, Amount, Meter Number, Demand, KW Usage, KW Days, GAL Usage, and the accounting strips, such as Fund, Center, etc.
The Due Date populates based on the Vendor Payment Terms selected when the purchase order is created or by the selection made on the invoice.
8. Select the Vendor Location from the pull-down, which displays when more than one payment address is assigned to Vendors/Customers.
9. Select the applicable Vendor Payment Terms from the pull-down.
Vendor Payment Terms must first be set up via Setup > Settings > Accounts Payable tab.
The Allow Override of Vendor Payment Terms permission enabled via Setup > Profiles > Purchasing/Accounts Payable tab > Accounts Payable section allows you to override the default Vendor Payment Terms on the Invoice based on the invoice due date.
10. Select the Payment Override option from the pull-down menu to modify the payment method for a vendor on an individual invoice. This allows you to override the vendor's default payment type, such as switching from an electronic payment (e.g., Regions) to a Paper Check.
The available options in the pull-down, including Paper Check and Bank Integration, are pulled from the vendor's setup in Vendor/Customers under the Vendor Payment Type field. If the vendor’s payment type is set to Special, a payment selection must be made from these options to process the invoice.
11. Select any debit or credit accounts that may apply.
12. Select the Separate Check check box, if applicable.
13. To save the line of data, press the Enter key.
14. Click the delete button (red minus sign) to delete an invoice line if needed.
Click the green plus sign to split an invoice between Centers/Facilities or other elements and accounts. Once selected, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
15. Attach any additional Files and add any additional Comments. See the section on Additional Features for more information.
16. Review the Total of the invoice. Then, click Submit
Upon submitting this invoice, it will post to the batch selected. Only when the batch is reviewed and posted will the invoice be ready to be processed into a check. Note: The process may vary depending on district procedures.
1. For a refund from a revenue account, click the Revenue Refund tab.
The Revenue Refund feature should only be used for refunds from a revenue account for transactions where revenue was collected and the deposit was never expensed.
2. Once your batch is created, select it from the Batch pull-down.
3. Next, select the Vendor from the pull-down.
4. Select the customer/student from the Customers pull-down, if applicable.
5. Click Load.
6. Navigate to the Invoices section to create the invoice.
7. Enter the Invoice # (Number), Invoice Date, Due Date, Amount, and the accounting strips, such as Fund, Center, etc.
The Due Date populates based on the Vendor Payment Terms selected.
6. Select the Vendor Location from the pull-down, which displays when more than one payment address is assigned to Vendors/Customers.
7. Select the applicable Vendor Payment Terms from the pull-down.
Vendor Payment Terms must first be set up via Setup > Settings > Accounts Payable tab.
The Allow Override of Vendor Payment Terms permission enabled via Setup > Profiles > Purchasing/Accounts Payable tab > Accounts Payable section allows you to override the default Vendor Payment Terms on the Invoice based on the invoice due date.
8. Select any debit or credit accounts that may apply.
9. To save the line of data, press the Enter key.
10. Click the delete button (red minus sign) to delete an invoice line if needed.
Click the green plus sign to split an invoice between Centers/Facilities or other elements and accounts. Once selected, an indented line will be added under the original invoice line. Note: This does not create a separate invoice or check.
11. Attach any additional Files and add any additional Comments. See the section on Additional Features for more information.
12. Review the Total of the invoice. Then, click Submit
Upon submitting this invoice, it will post to the batch selected. Only when the batch is reviewed and posted will the invoice be ready to be processed into a check. Note: The process may vary depending on district procedures.
1. When all invoices have been attached to your batch, navigate back to the Batches tab.
You have the option to attach as many invoices to a batch as desired. This usually depends on the process for printing checks. You can print one quick check via Purchasing / Accounts Payable > Quick Check before creating the invoice.
2. Locate your batch, review the Total and Invoice Count (the number of invoices attached to the batch). Click Review/Post to open the batch.
3. The link will open the Batch Review tab. From this screen, you can open any Requisitions, POs, or Invoices by clicking on the corresponding links. Note: Links will be underlined and highlighted in blue.
4. Check the Close check box if the PO will be complete after its corresponding invoice(s) are submitted. Note: This is only applicable to POs.
5. When ready, click the Post button to submit the batch for printing.
1. From the Purchasing/Accounts Payable menu, click Invoices.
2. Click the Templates tab.
3. Enter the Template title in the provided text box.
4. Select the type of invoice template, such as Non-PO, Utility, or Revenue Refund.
5. Click Create.
6. Enter all applicale information that can be used to create future invoices.
The Templates tab also displays Existing Templates.
7. Click the Name field to edit the name of the Template.
8. Click Duplicate to create a copy of the template.
9. Click View to open the template and review or make edits.
10. Click Use to create an invoice based on the template.
a. In the pop-up window, select the Batch and Vendor from the corresponding pull-downs.
b. Click Use Template.
11. Click View All Users to view templates created by other users as well as your own.
Click the Excel icon in the Export section to download data on an Excel spreadsheet.
Click the Printer icon to print the data.
A print preview screen will appear. From here, you will have several options for printing. Depending on the setting of your computer/browser, you may also be able to Open PDF in Preview as shown at the bottom of the image.
You can utilize the Files section by attaching any invoices, quotes, etc. that may be relevant to the PO, Non-PO, or Revenue Refund.
As indicated in the Files section, drag files directly into the box to attach documents or click the Select button to browse for files. There is also a Scan File button next to the Select button for direct scanning. Click the Scan File button; this will prompt you to download Dynamsoft. This is a one-time download that allows you to attach files directly from your scanner. In doing so, you will bypass saving the file to your computer first.
To add a comment, type the comment in the provided text box. Then, click the Post button. The Comments section allows you to add internal comments--these comments will not print on the invoice. This is a great place for notes that will appear on the PO and Invoice, the Non-PO record, or Revenue Refund.
Once a comment is posted, it cannot be deleted or edited.
Click Filters to breakdown data.
a. To add more than one filter to a column, click the green plus sign.
b. To delete an additional filter, click the red minus sign.
c. For additional filtering options, click the gray arrow for a filter pull-down.
You can also sort by clicking on any of the header names with double black arrows. Click once for ascending results, click twice for descending.
Use the Filter feature for a quick search.
