Overview

Invoices can be accessed from the sidebar menu by selecting the options Accounting >Accounts Payables>Invoices.
This option will allow you to enter and manage vendor documents including bills, credits and payments.

Permission

In order to perform any of the basic maintenance tasks you will need to be assigned the Create, Update, and Delete permissions for the Vendor Invoice entity.

Basics

For more on how to Sort, Select Columns, Change Records Per Page, and Export, click here.

Filtering

At the top of the screen is a dropdown selector that filters the list of invoices by facility. The list of invoices can be further narrowed down using the filter fields above the grid. The master search field will search for matches in any of the fields listed. The filters also include two date selectors. One for the invoice date and another for the invoice due date. Both dates allow for a single date by click the desired date twice or a date range by selecting the starting date followed by the ending date.

Clicking on a bill or credit number in the grid open the detail view allowing you make changes if needed.

Insert Bill

Clicking on the  +  Insert Bill  button will open a new screen for creating a new invoice. You will see a list of options on the left side of the header which consist of :

• General
  • You will be prompted to select a vendor and facility followed by entering the invoice number, date and due date. You can click the “Calculate Due Date” button to automatically calculate the due date based on the invoice date entered and the terms you setup with that vendor. 
• Internal Notes
  • Allows you to enter any internal notes concerning the invoice.
• Payments
  • This option will display any payment applied to this invoice.

Clicking on the  Save Header  button will save the invoice information and open up a new section of the screen to enter the invoice lines. Here you will need to provide the GL account number allocate this expense to, the facility, the amount for this line. Optionally, you may enter a description and quantity. These two are informational only. The GL account number will default to the account you have associated with this vendor and the facility will default to the facility set for the invoice, but you may change these if you wish. Click the  Insert Line  button to add the line to the invoice. Add additional lines following the same steps if needed. You can edit any of the lines by changing the values as necessary. When a change is detected, a warning will appear informing you that there are unsaved line changes. Click the  Save Lines  button to save your changes.

Insert Credit

Credits are entered in the same way as bills. Clicking on the  + Insert Credit  button will open a new screen for creating a new credit. You will see a list of options on the left side of the header which consist of :

• General
  • You will be prompted to select a vendor and facility followed by entering the credit number, date and due date. You can click the “Calculate Due Date” button to automatically calculate the due date based on the credit date entered and the terms you setup with that vendor. 
• Internal Notes
  • Allows you to enter any internal notes concerning the credit.
• Payments
  • This option will display any payment applied to this credit.

Clicking on the  Save Header  button will save the credit information and open up a new section of the screen to enter the credit lines. Here you will need to provide the GL account number allocate this expense to, the facility, a description, quantity and the amount for this line. The GL account number will default to the account you have associated with this vendor and the facility will default to the facility set for the credit, but you may change these if you wish. Click the  Insert Line  button to add the line to the credit. Add additional lines following the same steps if needed. You can edit any of the lines by changing the values as necessary. When a change is detected, a warning will appear informing you that there are unsaved line changes. Click the  Save Lines  button to save your changes.