The invoice record stores all the information about the invoice you need to track and manage. When you access an invoice record, general information about the invoice appears at the top of the page. This includes the invoice date, balance, due date, post status, invoice status, and the vendor associated with the invoice.
Note: From the invoice, you can add alerts, change the status, set holds on payments, delete invoices, or record a bank draft for an invoice.
Additional information about the invoice appears in the tiles on the record. You can open and close these tiles to view or hide the information, and you can drag and drop the tiles to the location you want on the page. Move the tiles using the anchor in the top right corner .
Each tile is described below.
The Payments tile 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.
The Distributions tile 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 entries for the record, select Extended view. 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: Interfunds are configured in the database view.
For more information about invoice distributions, see Invoice Distributions.
The Credit memos tile displays any credits applied to the invoice, and the remaining unapplied credits. For more information about credit memos, see Credit Memos.
The Adjustments tile 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.
The Notes tile displays any notes you've created for the invoice. To add notes to the invoice, select Add note. For more information about notes and actions, see Notes and Actions.
The Expense tile appears only on invoices recorded from an invoice request created online using WebInvoicing.
This tile displays the invoice request's attachments, such as scanned receipts, including the date it was added, file size, and name. In the database view, these attachments appear on the Invoice Request tab of the invoice.
Note: To see the Expense tile, you must have view privileges for invoice requests. You can set these privileges in the database view on the Security Options screen for Invoices.
From the Attachments tile on an invoice record, 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 about media, see Attachments.
The History tile displays all the changes made to the invoice, including date, what changed, and who changed it.
The Custom fields tile 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 information on how to add custom fields, see Custom Fields.
To edit an invoice, access and open the invoice from the Invoices list. From the invoice record, select Edit on the action bar and make your changes. For example, you might want to change the invoice description or payment details. You can also delete invoices, add alerts, put holds on payments, and record a bank draft from the action bar on the invoice record.
To delete an invoice, access and open the invoice from the Invoices list. From the invoice record action bar, select Delete.
You can change the status of an invoice from the action menu. For example, if you wanted to approve an invoice, select Actions, Approve from the invoice record action bar.
To put a hold on the payment, access and open the invoice from the Invoices list. From the invoice record action bar, select Set hold on payment. When you set hold on a payment, the invoice status changes to "Payment is on hold."
To remove hold on a payment, access and open the invoice from the Invoices list. From the invoice record action bar, select Remove hold on payment.
To add an alert to an invoice, access and open the invoice from the invoices list. From the invoice record action bar, select Add an alert. For more information about alerts, 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.
From a list of invoices, select next to an invoice, then select Record bank draft. Or, from an invoice record action bar, select More actions, then select Record bank draft. For information about bank drafts, see Record Bank Draft.