How to Create a Standalone Invoice

General Considerations

•Stand Alone invoices can be entered only in the Summary Mode. 

•The invoice numbers for the same vendor must be unique. The system will prevent duplicate entries.

•During the Invoice Entry process, validations are performed for vendor number and G/L account number. Error and/or warning messages will be displayed where applicable.

•When the invoice amount is entered, if the Budget Check parameter is selected in the Accounting settings, the G/L account’s available budget is checked. If the invoice amount is over the available budget, a warning message will be displayed.

Use the following steps to create a standalone Invoice:

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 button.

4. In the New Invoice screen, enter 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.

6. If applicable, enter the Invoice Amount.

7. Click on the calendar icon to enter the Invoice Date. Default: Current date.

8. If applicable, enter the Discount Amount. Default: Vendor Discount Amount.

9. Enter the Terms %/Days. Default: Vendor Terms %/ Days.

10. Click on the Invoice Type to select an option.

11. Click on the calendar icon to enter the Due Date. Default: Automatically calculated based on Invoice Date and Terms %/Days.

12. If applicable, select the On Hold selection box. Default: not selected.

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

14. If applicable, enter the Reference Data. Data entered in this field will be displayed in the Description column.

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. 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 the Description for each line item. This field will be populated from the Reference Data field but may be changed.

17. For each line, enter the G/L Account and Inv Price($) and, where applicable, update any of the editable fields: Description, Tax Code, and/or Tax Amt($).

Note: The default tax code as set up in the Tax Settings will be automatically selected, but may be changed. Once the Inv Price($) is entered, the amounts in the  Subtotal($) and Tax Amt($) will calculated and displayed. The Expected Total ($) and the Actual Total ($) sections will be updated.

18. In the Expected Total($) and Actual Total($) sections, review the information. Any difference between the Expected Grand Total and Actual Grand Total amounts will be displayed in red.

19. If applicable, in the Attachments section, upload new files.

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

20. Click on the Save button. The application will perform a series of validation checks and if applicable will display warning messages.

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