Invoice Report

The Invoice Report screen houses the Invoice Report, the Invoice Reconciliation report, and the Utility Report. These reports aid users in reviewing invoices, invoice batches, purchase orders, utility usage, and more.

Generating the Invoice Report

The Invoice Report is used to review invoices, as well as invoice batches, purchase orders, checks, manual journals, and more linked to the applicable invoices.

1. From the Purchasing/Accounts Payable menu, click Invoice Report.

The screen defaults to the Invoice Report tab; here you can generate the Invoice Report.

2. Select the correct fiscal year from the pull-down. The fiscal year defaults to the current year.

3. Start by selecting the type of invoices to include in the report by selecting the applicable check boxes, such as Standard, Blanket, P-Card, Non-PO, Paid, and/or Not Paid.

4. Select the Internal Accounts check box to include invoices that were invoiced from an internal account.

5. Select the Revenue check box to include invoices that were invoiced from a revenue account.

6. Select the Show Element Names check box to display element names in the report along with element numbers.

7. To include a specific range of invoice numbers, enter the beginning Invoice # (from) in the text box and an ending Invoice # (to) in the second text box.

8. To include a specific range of check numbers, enter the beginning Check # (from) in the text box and an ending Check # (to) in the second text box.

9. To include invoices created over a specific date range, enter the beginning Invoice Date (from) in the text box and an ending Invoice Date (to) in the second text box.

10. To pull invoices attached to specific invoice batches select the batch from the Invoice Batch pull-down.

11. To pull invoices linked to a specific Vendor, select the vendor from the corresponding pull-down.

12. To pull invoices as they pertain to specific check batches, select the batches from the Check Batch pull-down.

13. To include invoices based on a range of linked purchase order numbers, enter the beginning PO # (from) in the text box and an ending PO # (to) in the second text box.

14. To include invoices based on the Request Name, enter the applicable name of the purchase request/order title.

15. To include invoices as they pertain to linked purchase orders over a specific date range, enter the beginning PO Date (from) in the text box and an ending PO Date (to) in the second text box.

16. To include invoices as they pertain to generated checks over a specific date range, enter the beginning Check Date (from) in the text box and an ending Check Date (to) in the second text box.

17. To filter the Invoice Report based on accounting strip elements, such as a specific Fund, Facility, etc., enter the element code in the applicable text box. You can filter by as many elements as needed.

To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.

18. When all of the report criteria has been entered and/or selected, click Run Report.

The Invoice Report displays the following columns: Invoice Batch, Internal indication, Invoice #, Invoice Date, Invoice Void Date, PO Type, PO #, PO Name, PO Date, Vendor, Vendor #, E-Verify, Release indicator, Check Batch, MJ # (manual journal), MJ Source & Amount, Check #, Check Date, Check Void Date, selected fiscal YYYY-YYYY Paid (such as 2019-2020 Paid), Amount Invoiced, Facility, Department, applicable accounting strip elements, Program, Internal Account information, Debit Account, and Credit Account.

The E-Verify column indicates whether E-Verify authorization has been obtained to accommodate Florida law regarding contractors doing business with the school district. E-verification is documented via Vendors/Customers > Current Contact tab > General section.

Click the Invoice # link to open Purchasing/Accounts Payable > Invoices > Invoice Lookup tab.

Click the PO # link to open Purchasing/Accounts Payable > Purchase Requests/Orders > Current Request tab.

Click the MJ # link to open Budgeting/General Ledger > Manual Journals.

Click the Check # link to open Purchasing/Accounts Payable > Checks > View Check Run tab.

The columns displayed are included in the report; however, if you find specific columns unnecessary, you can remove columns by clicking Toggle Columns. To hide a column from the report, clear the selected check box. To include the column, select the check box.

Generating the Invoice Reconciliation Report

The Invoice Reconciliation report is used as a reference for reconciling invoices in Focus against hard copy, vendor invoices prior to printing checks.

1. From the Purchasing/Accounts Payable menu, click Invoice Report.

2. Click the Invoice Reconciliation tab.

3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.

4. For a date range of invoices created over a specific time, enter the beginning Invoice Date (from) in the text box and an ending Invoice Date (to) in the second text box.

5. To include invoices based on a specific Invoice Batch, select the batch from the pull-down.

6. To include invoices based on a specific Invoice Cycle, select the cycle(s) from the pull-down.

7. Select how you want the invoices to be sorted in the report from the Sorting pull-down; options include Fund then Vendor, Batch then Vendor, or Vendor.

8. Select the Show Element Names check box to display element names in the report along with element numbers.

9. When all of the report criteria has been entered and/or selected, click Run Report.

To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.

The Invoice Reconciliation report displays the Fund, Invoice Batch, Vendor, an Internal account indicator, PO Type, PO #, PO Name, PO Date, Invoice #, Invoice Date, MJ #, MJ Source & Amount, Facility, Department, applicable accounting strip elements (such as Fund, Facility, Function,etc.), and Amount.

Click the PO # link to open Purchasing/Accounts Payable > Purchase Requests/Orders > Current Request tab.

Click the Invoice # link to open Purchasing/Accounts Payable > Invoices > Invoice Lookup tab.

Click the MJ # link to open Budgeting/General Ledger > Manual Journals.

11. To print the Invoice Reconciliation report, click the Print All link.

12. To download the report as a PDF, click the Download PDF link.

Generating the Utility Report

The Utility Report generates a report of invoices as they pertain to facility utilities, such as electricity, water, etc.

1. From the Purchasing/Accounts Payable menu, click Invoice Report.

2. Click the Utility Report tab.

3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.

4. For a date range of invoices created over a specific time, enter the beginning and ending date in the Invoice Date Range text boxes.

5. Select applicable Facilities from the corresponding pull-down to pull invoices as they pertain to select facilities.

6. Select applicable Objects from the corresponding pull-down to pull invoices as they pertain to select object element codes.

7. When all of the report criteria has been entered and/or selected, click Run Report.

You have the ability to save your report before or after running the report.

a. Click the floppy disk icon to name and save the report.

b. Click the Trash Can icon to delete saved reports.

c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.

d. In order to generate a saved report, from the Invoice Report screen, select the saved report from the pull-down; your report will generate automatically.

The report display the Facility, the corresponding Object, the Type, the year and month of the invoice, as well as the Total.

The grand totals are listed at the bottom of the report broken down by type.

The columns displayed are included in the report; however, if you find specific columns unnecessary, you can remove columns by clicking Toggle Columns. To hide a column from the report, clear the selected check box. To include the column, select the check box.

Additional Features

Use the Filter text box located in select pull-down to quickly find a selection. Begin typing the name or number of the data in question to pull it to the beginning of the list.

Click the Check all visible link to select all options in the pull-down. Click Clear selected to remove any selections made in the pull-down.

To navigate through the listed pages, click the Prev and Next buttons. To jump to a specific numbered page, type the number in the page text box and press Enter.

Click the Excel icon in the Export section to export the report to an Excel spreadsheet, where it can then be saved to your computer.

To print the report, click the Print icon in the Export section.

Click Filters to further breakdown your report without having to change the report criteria and rerun the report.

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.

See Filters for more information.

The Page Size determines the numbers of results displayed per page. To customize the Page Size, click the field and enter in the desired amount, such as 20.

You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results. In the image displayed, Invoice # has been clicked once.