Payable Invoice Records

Payments displays all the invoice payment information, such as the total amount paid on the invoice, remaining balance, payment method, where the invoice was paid from, and any scheduled payments.

Credit memos displays any credits applied to the invoice, and the remaining unapplied credits. For more information, see Credit Memos.

Custom fields displays any custom fields you've created for the invoice. Use custom fields to add additional information to a record, and to further filter records when you search. For more information, see Custom Fields.

From the Attachments tile, you can upload or link to files you want attached to the invoice - such as images, PDFs, Word documents, Excel spreadsheets, and other files. For more information, see Attachments.

Notes displays the notes you've created for the invoice. To add notes, select Add. For more information, see Notes.

Adjustments displays the adjustments, or corrections, made to the invoice. An adjustment is used to reverse the incorrect post by creating another post with new distributions. You can make invoice adjustments only to posted invoices that have no credit memo applications. For more information, see Invoice Adjustments.

Expenses appears if the invoice was recorded from an online invoice request using WebInvoicing. The tile displays the request's attachments, such as scanned receipts, including the date it was added, file size, and name.

Note: To view this tile, you must have rights to invoice requests in the database view.

Historydisplays all the changes made to the invoice, including date, what changed, and who changed it.

Expense management history displays the history of an invoice request. For example, you can view all the changes made to the invoice request, including dates, what changed, and who made the change.

Distributions displays account distribution information such as debit and credit accounts and the amount or percent to distribute. To edit invoice distributions, select Edit.

To expand the full list of distributions, including any applicable interfund entry sets for the record, select Distributions. This view provides access to filters, which make locating invoice distributions easier and faster. For example, you can create a list of invoice distributions based on the amount or amount type.

Tip: Interfund entry sets are configured in the database view.

For more information, seePayable Invoice Distributions.

To delete an invoice, select Delete on the action bar. If you have payments applied to the record, they need to be voided before you can delete an invoice.

To change the status of an invoice, select the available status on the action bar. For example, select Approve for a pending invoice.

To put a hold on the payment, select Hold payment on the action bar. When you hold a payment, the invoice status changes to "Hold payment" and "Pending."

Tip: To remove the payment hold, select Remove payment hold on the action bar.

To add an alert, select Add alert on the action bar. For more information, see Alerts.

At times, you may have payments that are automatically drafted from your bank, such as a monthly utility payment. In this case, you can record a bank draft payment for an invoice that reflects the automatic withdrawal amount.

To record a bank draft payment for an invoice that is automatically drafted from your bank, such as a monthly utility payment, select Record bank draft on the action bar. For more information, see Record Bank Draft.

To record a handwritten check payment, select Record manual check on the action bar. For more information, see Manual Checks.

Note: You can't print checks.