AP Invoices

The AP Invoices module lists all accounts payable invoices that have not been paid and have not been voided in order to void or expend invoices en masse as part of the rollover process. Note: If the system is setup for Full Accrual, the AP Invoices screen will not be available. 

AP Invoices

1. From the Setup menu, click AP Invoices.

The AP Invoices screen displays the Invoice #, the PO #, the Vendor, the Invoice Date, the Allocation Amount, the Facility, the Department, and the rest of the accounting strip information.

2. Select the applicable fiscal year from the pull-down.

3. Select the check box next to the applicable invoices.

Select the check box located in the header to select all invoices at once.

Click the Filters button to filter data and apply filter rules.

a. To add more than one filter to a column, click on the green plus sign.

b. To delete an added filter, click on the red minus sign.

c. Select the gray arrow for additional filtering rules.

For more information on how to use the Filters feature, see the Filters document.

4. Once invoices have been selected, click the Void Checked Invoices or Expend Checked Invoices button located at the bottom of the screen.

If you elect to Expend Checked Invoices, an AP EOY Invoice Expended journal will be created via Budgeting/General Ledger > Manual Journals / Internal Account Manual Journals.

As a result of this screen, if you try to pay an invoice (Purchasing/Accounts Payable > Checks / Internal Account Checks) from a prior year that has not been expended via the AP Invoices screen, an error message will display: This prior-year invoice has not yet been expended. Please rollover AP Invoices from the Setup menu. Note: This error message will not display if the system is setup for Full Accrual.

End of Year PO Liquidation Journals now liquidate the entire PO when the invoice has been selected to close when it is rolled at the EOY process. I.e. when an invoice is entered and the batch is submitted, during the rollover Focus liquidates any remaining encumbrance on the PO at the time the invoice is expensed.

When rolling modified accrual invoices, encumbrances for PO invoices are created at the same time it expends. This does not apply to non-modified accrual because encumbrances are made at the same time they are posted.

Journals are not created in the rollover process if the allocation is missing an Object element.

5. Click the PO # link, which displays the corresponding purchase order number linked to the invoice, to open Purchasing/Accounts Payable > Purchase Requests/Orders or Purchasing/Accounts Payable > Internal Purchase Requests/Orders.

Click the Excel icon in the Export section to export the table of data to an Excel spreadsheet, which can then be saved to your computer.

Click the Printer icon to print the table of data.

You can sort data by clicking on any of the headers. Click once for ascending results; click twice for descending results.