Invoices

From Payables, Invoices, you can review existing invoices and add new ones. Use an invoice's menu to view or edit an invoice, and record a bank draft or manual check.

Depending on the invoice and posted statuses, you may be limited on what you can edit. If you need to change the distribution of the invoice, we recommend you create an invoice adjustment. In some cases, if you need to re-do the invoice, void the associated payment before you delete the invoice.

Tip: To specify info that displays, select Columns, choose details to include, and select Apply changes. If necessary, drag and drop the headers to reorder each column.

To quickly locate the invoice you want, search the list. You can also select Filter to minimize the list or Export to export the list to an Excel .XLSX file.

Tip: If you don't recall the full invoice number when searching, use partial numbers.

Note: Don’t see this yet? Importing invoices through Payables is currently in Limited Availability (LA) for some of our customers.

To save time and increase efficiency around data entry, select Import to create new invoice records using a .csv, .xls, or .xlsx file. You can download initial templates, add invoice details, upload, and import.

Note: In a future release, look for the ability to add and edit invoice records in bulk (including 1099 distributions and interfund sets) as well as support for purchase orders, invoice bypass approval based on business rules, and invoices paid by credit card.

During the upload and import process, detailed validation and error messages help you understand supported file types, required fields, and processing requirements. If errors occur, you can view a list of import exceptions, correct any issues, and import again.

To ensure a successful import, take note of the following:

  • Since distributions default to new invoice records, vendors included in your import file must be associated with valid distributions.

  • You can’t import new invoices for vendors that are on hold or inactive.

  • The Post status field for new invoice records defaults to "Not yet posted."

  • The Invoice date (from the import) and the Post date (in General ledger) will be the same.

  • Vendors must be associated with a default payment method other than credit card.

  • The import process does not check if imported invoices exceed budgets or credit limits.

After reviewing, select Import. If errors occur, you can view a list of import exceptions, correct any issues, and import again.

Due to system limitations, you can approve up to 50 invoices at a time. This is based on the number of invoices that can appear on the screen at one time.

  1. From the list of invoices, select the checkbox next to pending invoices you want to approve or approved invoices you want to change to pending.

    At the bottom of the screen, Approve and Mark as pending display with the total of the number of invoices you select.

    Tip: If you need to exclude a previously selected invoice, simply clear its checkbox or select Clear selection.

  2. When you're ready to begin the approval or mark as pending process, select Approve or Mark as pending.

    Tip: You can review the number of successfully changed invoices at the bottom right of your screen.

    When the process completes, Approved or Pending appears in the Status column for each changed invoice record.