Create and Process Manual Invoices Overview

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1 Page 1 of 6 Overview 1 Manual 2 Review for /Rejection Import or in Application? in AP 1a in Accounts Payable Invoice Approved? 3 Payment Run OR Via Import 1b Import Manual 4 Rejection Processing Blue shaded areas are links.

2 Page 2 of 6 Step 1a an Invoice Using the AP Application Panels 1a Manual Invoice via AP Panels AP > Invoicing > > New Distribution Lines Selecting a Distribution Profile in the Header field (left) writes lines and account numbers to the Distribution panel. You can enter amounts for each account. Account lines may also appear because the organization has specified them as defaults. Fill in the Amount and Description, etc. Enter Values in Header Fields Complete fields marked with *. Vendor Number Invoice Date Invoicing Location Period Invoice Number Year Enter values in other fields as needed or accept the defaults: Enter Amount for Each Relevant Account Use Distrib. Accounts from Dist. Profile? Enter Lines for Goods and Charges Unused distribution lines disappear on Submit. Invoice Total Invoice Received Date Default Fund Code PO Number Invoice Group ID Description Payment Terms Distribution Profile Invoice Due Date Default 1099 Code Discount Terms Default Project Code Discount Date Inter-Org Distrib Tax Type Payment Method Tax Group Select Relevant Tax/ Charges Accounts & Enter Amounts/Save Need a Line for Goods? Need Line for Tax/Charges? Enter Goods Account & Amount Save Required? Enter Direct or Group (if not defaulted) Finished Entering Lines? Submit Enter Financial Reporting Fields? Submit To s 2 Clicking Submit opens Distribution panel. Click Fin Reporting Tab & Enter Data

3 Page 3 of 6 Step 1b Manual via Invoice Import to AP 1b Import Manual Invoice File.csv Import File You only need to do this once. Contact the HelpDesk to Get a Copy of the Premier Manual Multi- Invoice Template The Solutions Center: Upload Invoice File How Do You Want to Upload the File? Standard Upload Standard Upload Panel in AP Instructions are on the Template s Instructions Worksheet. Header columns are required. Only 7 other columns have required entries. Also, enter any optional values that you need. Other type of data (e.g., spreadsheet) What is the Source of the Invoice Data? Open the Template -Enter or Paste Data in Required Columns An external invoicing system Invoice File Generated via an External System Vendor Paste data from the generated file into the Template. E.g., PBAR Gateway Contact the Solutions Center if you need a Gateway set up. File Imports via Gateway Review Import for Error Messages Open Imported Invoice Files List Click New. Browse for Upload File; Click Submit. Review any Warning message next to import. Accounts Payable Imports/Exports > Invoice Import Import Panel appears. File uploads. This is a one-stage import. See the Help for details for info on a 2-stage import. Click Button 1: Build Upload Data Click Button 2: Save CSV File This step converts the template/data to a.csv file. A prompt requests a file name and location to save the file on your network. (Keep another copy of the template for future use.) Drill down to line details to review line errors (Menu > View Import Details > Menu > View Errors) d from Import Warnings? Import Incomplete? Edit/ Reprocess Edit File Data to Correct Errors then Reprocess. Fix Problems. Correct & Reprocess OR Re-Import? OR Re-import Correct External File and Re-import Address any error messages. The file then is ready to import to AP To s 2 Invoice Import list > Menu > View Import Details > Menu > Edit

4 Page 4 of 6 Step 2 - Flow Of Invoice Through s 2 Flow Invoice Enters Process Route to Group Member with Lowest $ Limit Group? te: If the last approver in an Group approves an invoice, the invoice can still end up with the Status of Rejected. This situation occurs if the invoice Total exceeds the last approver's Dollar Limit. Has Reviewed Already? with Next Highest $ Limit Is Out Of Office? Message to : Available for Review Go to Buddy for Review Buddy Has Reviewed? Skip System Selects Next Opens Queue; Reviews Document Accounts Payable > Invoicing > My Invoice Queue Selects: Reject & Enters Reason Code Reject Message to Owner: Rejected Go to 4 Rejection Processing Approve? Selects: Approve & Enters Reason Code Reject or Do thing? Accrue Unapproved List More s? Message to Owner: Approved To Payment Run 3

5 Page 5 of 6 Step 3 a Payment Run 3 a Payment Run for Manual Accounts Payable > Payments > Payment Runs Click New Enter Bank/ Org/Vendor Info for Payment Payment Profile Exists? Enter Payment Profile Enter Selection Fields for to Pay Enter Values in Selection Fields to Identify for the Payment Run. Work With Payment Run to Complete Payments Optional: Review Payments Optional: Review in Payment(s) Enter Bank, Org, Paying Vendor, Bank Account, etc. Review Defaulted Fields (Date, Run Period, Year, Check Print Order, Paying Output, etc.) Selection fields: that - Were due N days before payment date - Are due N days after payment date - Have a discount date N days before payment date - Have a discount date N days after payment date - Have priority GT, LT, or EQ specified value. - Have total within specified range - Have due date within specified range. Optional: Select /Omit from Payment Run Optional: Review Optional: Take/Omit Discount from Any Invoice Edit Defaulted Fields as Needed Click Submit Payment Run builds. Commit to Payment Run Optional: Edit Invoice to Adjust Amount Process Checks

6 Page 6 of 6 Step 4 Process Rejected 4 Processing Rejected How users are notified of approval process results is set up in their User Profiles. Owner of Invoice Receives Rejection tice Invoice Status is Rejected. Owner Addresses the Issue That Caused Rejection Edit Invoice. Submit Invoice Status is Pending Invoice Goes Back to Review Direct or Group? Direct Group Go Back to the in the Group Who Rejected in Step 2 Go Back to Direct in Step 2