How to Create an Invoice or Online Cheque with a Miscellaneous Vendor

Creating an invoice or online cheque with a miscellaneous vendor differs from using another vendor in regards to the invoice and cheque process. The main difference is when creating an invoice or online cheque the application will prompt the user to enter a Vendor Name, this is where the one time vendor information can be altered to present the name of the one time vendor (the Vendor Name change is not available for any other type of vendor)(See example below).

To retrieve a payment made to a miscellaneous vendor, refer to How to Retreive a Payment made to a Miscellaneous Vendor for more information on this process.

Use the following steps to create an Invoice with a miscellaneous vendor:

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

2. 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.

Based on the usage of the batch Code selected in the batch the Add Invoice and/or Add Online Chq buttons will become available.

3. Click on the Add Invoice or Add Online Chq button.

4. In the New Invoice or Online Cheque Entry screen, enter one of the following: PO Number, Requisition # or Invoice Vendor or click on the Search icon to search for a PO Number or Vendor.

The information will fill in the necessary fields.

Note: Refer to How to Use PO Search and/or How to use Vendor Search for more information on how to use this feature.

Note: If the PO Number was entered and the PO selected has not been printed a message will be displayed in a pop up window. Read and click OK to continue.

If an invoice note has been created for the requisition associated with the PO, a note will be displayed in a pop up window. Read and click OK to continue.

5. Enter the name of the miscellaneous vendor in the Vendor Name field.

This field can be changed to reflect the individual vendor to ensure the correct information is on the invoice as well as the cheque, which may be produced at a later date (i.e. Jane Doe).

6. If applicable, update the Address 1.

7. If applicable, enter or update the Address 2.

8. If applicable, enter or update the City.

9. Click on the Country drop-down menu to select an option.

10. Click on the Province drop-down menu to select an option.

11. If applicable, enter or update the Postal/Zip Code.

12. If applicable, enter or update the Telephone number.

13. Based on the criteria, refer to one of the following processes to complete an invoice or online cheque with a miscellaneous vendor by clicking on the associated hyperlink:

•To create an invoice using a PO Number: How to Create an Invoice from a PO

•To create a standalone invoice (no PO number): How to Create a Standalone Invoice

•To create an online cheque (with or without a PO number): How to Create an Online Cheque