Fields

What is this?

Vendor

From the list, select the vendor for whom this invoice applies.

If you accessed the Vendor Invoice form from the Financial Center, you can select a Vendor from this list. If you have accessed the form from the Vendor Center, then the selected Vendor defaults as a view-only selection, and the selection list is disabled.

Vendor Invoice #

Enter the vendor invoice number.

You must enter a vendor invoice number before you can select a Vendor Invoice Template.

If you enter a duplicate invoice number, you will receive a system warning. However, you are not prevented from entering a duplicate number. If you need to enter a duplicate number, read the warning and then click OK.

Attachments

Click this link to open the Attachments form. Use this form to attach an email message, scanned document, or other file to the invoice.

Vendor Invoice Date

Use the date picker to select the vendor invoice date, or enter the date manually.

You must enter a vendor invoice number before you can select a Vendor Invoice Template.

If your Vendor Accounting Basis is accrual, as entered in Agency Setup > Vendor Payables, then the date that you enter here is normally the date on the invoice or the date that the expense is incurred. This is also the date the invoice entry posts to the General Ledger.

If your Accounting Basis is cash, then the date that posts to your General Ledger should be the date that you actually paid the vendor (check date).

PO #

Enter the purchase order number, if applicable.

Template

Before selecting a Template, first enter a Vendor Invoice # and a Vendor Invoice Date.

If you have already created an invoice template for this vendor, you can select it from the list. If not, the selection list is disabled.

When you select a template, fields pre-fill including the GL Distribution section below.

• To apply a business unit allocation to an invoice expense, you must first apply the allocation to an invoice template. Then, in the Vendor Invoice form, select the Template from the list.

• To apply vendor invoice expense to multiple GL accounts, you must first create an invoice template, and then enter these accounts as part of a the template Manual Split.

See the Vendor Invoice Template topic for more information. To create and save a template, follow the steps in the Before You Begin section of the Workflow: Pay Vendor Invoices topic.

Total Invoice Amount

Enter the total amount of the invoice.

If your Vendor Accounting Basis is accrual, then this is the amount that posts to GL #21350 Accrued Vendor Payables; it is offset by entries in the applicable GL accounts to which this expense is allocated. (For cash-basis, see GL Distribution Selections > Pay Amount.)

Pay Amount

Enter the amount to pay on the invoice for this transaction.

The default amount is equal to the Total Invoice Amount. You can manually enter a different amount to pay on this transaction, but it must be equal to or less than the Total Invoice Amount.

Description

If you selected a Vendor Invoice Template, then the default Description comprises the Invoice # and the Template name. You can manually enter a different description.

Notes

Enter any notes relevant to this invoice (i.e., explain a partial payment or note a disputed charge).

Invoice Status

This view-only group reflects the most recent action taken on the current invoice.

Vendor Due Date

Select the due date from the date picker, or enter the date manually. This date is normally found on the vendor invoice.

Pay Date

Select the agency pay date from the date picker, or enter the date manually.

The Pay Date can be earlier than the Vendor Due Date to allow for check mailing time.

Payment Division

These fields pre-fill with information when you select a Vendor Invoice Template from the Template list, if there is Payment Division data entered on the template.

You can modify the selections as needed.

Posting Type

Icon

What Happens

Post

Displays only on vendor invoice not yet paid in full.

Posts the current invoice transaction to the general ledger and closes the form. It also saves an attachment to the vendor invoice.

Save

Displays only on vendor invoices paid in full.

Although you can't make changes to a paid invoice, you can continue to Save document attachments to the form. After you have entered the file(s) to attach using the Attachments form, click Save to save them to the invoice.

Save & Close

Displays only on vendor invoices paid in full.

Although you can't make changes to a paid invoice, you can continue to Save document attachments to the form. After you have entered the file(s) to attach using the Attachments form, click Save & Close to save them to the invoice and close the form.

Post and New

Displays only on new vendor invoice forms.

Posts the current invoice and then displays a blank Vendor Invoice form to facilitate entering another invoice.

Use this option when entering a group of invoices (for example, if you are paying all bills for monthly utilities and rent at once).