How to Create a Standalone Invoice Using the Copy Feature

New standalone invoices can be created using the copy feature.

Use the following steps to create a standalone invoice using the copy feature:

1. Click on the Business tab, click Invoice, and select Invoice Management.

2. If applicable, enter the Vendor Name or Vendor Number or click on the Search icon to search for a Vendor.

Note: Refer to How to use Vendor Search for more information on how to use this feature.

3. If applicable, enter the Invoice Number.

Note: The Invoice Number field will only become available when a Vendor Number or Name has been entered.

4. If applicable, click on the Year drop-down menu to select an option.

5. If applicable, click on the Period drop-down menu to select a period.

6. Click on the Search button. The invoices that meet the search criteria will be returned in the grid.

Note: If necessary, perform an advanced search. Refer to Advanced Search for more information on this section.

7. Click on the Select Batch button to create or select a batch.

Note: Refer to How to Select/Release a Batch for more information on how to use this feature.

8. Click on the Action drop-down menu beside the corresponding invoice and select Copy.

9. If applicable, in the New Invoice screen, enter or update the Invoice Vendor, or click on the Search icon to search for a Vendor.

Note: Refer to How to use Vendor Search for more information on how to use this feature.

5. Enter the Invoice Number.

The invoice number must be unique for the same vendor.

6. If applicable, enter or update the Invoice Amount.

7. Click on the calendar icon to enter or update the Invoice Date.

8. If applicable, enter or update the Discount Amount.

9. If applicable, update the Terms %/Days.

10. If applicable, update the Invoice Type to select an option.

11. If applicable, click on the calendar icon to update the Due Date.

12. If applicable, select or deselect the On Hold selection box.

13. If applicable, enter or update the Pmt. Date Override date.

14. If applicable, enter or update the Reference Data.

Note: In the Entry Method section, the Summary entry method is selected by default and cannot be changed. Standalone invoices can only be created in summary mode.

15. If applicable, click on the Add G/L Distribution button to add as many new G/L type lines as needed to the grid.

Note: Invoice has to include at least one line item.

Click on the Delete icon to remove a line.

16. If applicable, in the grid, enter or update the Description for each line item.

17. Enter or update the following fields in the grid for each line item: G/L Account, Tax Code, Inv Price($) and Tax Amt($).

Note: If Inv Price($) field is filled the Subtotal($) and Tax Amt($) fields will auto-populate, the Tax Amt($) field but can be altered if necessary.

18. In the Expected Total($) and Actual Total($) sections, review the information.

19. If applicable, in the Attachments section, update existing files or upload new files by clicking on the corresponding tab.

Note: Refer to How to Upload a File for more information on how to use this feature.

20. Click on the Save button, the new invoice or click on the Cancel button to return to the Invoice Management screen without saving changes.

Note: If the Expected and Actual amounts differ, a confirmation dialog box will appear to accept the Actual amount if it is more than the Expected amount. Click on the Yes button to accept or click on the No button to decline and return to the invoice to makes changes.