How to process an Invoice

§       Select Operations Tab then Accounts Payable Tab.

§       Search for the PO you want to process under the Pending Invoices Link.

§       Click on the PO to start the invoice entry process.

§       Now, click the New Invoice Button to start the invoice entry process.

§       Input the Invoice Number, Invoice Date…etc.

§       The system will default to “Add all available receipt items”. If you want to match against certain receipts, select the Radio Button next to “Add available items to selected receipts” then select the available receipts by checking off each receipt.

§       Click the Create Invoice Button to begin the matching process.

§       The system will default the invoice quantity and invoice price to equal the receipt quantity and the purchase order price.

§       Click the Line Items Tab to start the matching process.

o      Click on any product to edit the invoice quantity or invoice price.

o      Check-off products you want to remove from the matching process and select the Delete Selected Button. Note: Items removed from an invoice WILL be available to be matched against future invoices. Removed items will be displayed under the Update Tab / Add Receipt Line Link.

o      If you use the AP Tolerance Levels, the system will determine if a price change will be accepted or disputed. Otherwise, the user’s security settings will determine if an invoice quantity or invoice price can be accepted.

§       To add items from other Receipts, click the Update Tab then select the Add Receipt Line Link. Now, check-off the products you want to bring into the match process and click the Add Selected Lines Button.

§       To enter charges not already listed on the PO, click the Update Tab / Enter Free-Form Item Entry Link.

§       To modify Discount Amount, Sale Tax or Shipping & Handling charges, click the Edit link next to the totals section.

§       Click the Submit Button under the Invoice # Tab when you’re ready to process the Invoice.

§       Use the Cancel/Kill Invoice Button under the Update Tab to remove the invoice and start over.

Click the Resources Tab / Invoice History Tab to view all invoices processed against a Purchase Order.

Click here to see Frequently Asked Questions.

(Back)