Overview Invoices to be entered through this program are invoices that do not have supporting purchase order or contract documents.

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1 Invoice Entry Invoice Entry Objective This document provides instructions on how to enter an invoice into Munis that is not associated with a purchase order or a contract (i.e. a direct payment). It is intended for department personnel who perform invoice processing. Overview Invoices to be entered through this program are invoices that do not have supporting purchase order or contract documents. When you enter an invoice in Munis, you are requesting that funds be set aside for a service or an order that has been fulfilled, as well as initiating vendor payment. Upon entry of an invoice, the amount allocated to each general ledger account will appear as a memo balance that subtracts the net amount from the remaining available budget. The invoice will be released through an approval process driven by the accounts contained within the transaction. Upon completion of the approval process, a notification will be sent through workflow to accounts payable personnel, who will post the invoice. Prerequisites Before you can successfully complete this process, you must ensure that roles granting the necessary permissions have been assigned to your user account. If the roles have not been established, contact the system administrator to have them updated or added into the Munis system. Confirm the following: You have access to the accounts to which the invoice will be allocated. You have permission to enter a direct invoice without referencing a valid purchase order. The Accounts Payable Invoice Workflow process is established.

2 Invoice Entry Procedure Complete the following steps to enter an invoice in Munis: Open the Invoice Entry program. Financials > Accounts Payable> Invoice Processing > Invoice Entry 1. On the Munis ribbon, click Add Batch. The fields will default the proper values, the only field that should be modified if necessary is the Effective date. Click Accept. The program displays the Invoice Entry screen.

3 Invoice Entry 2. Complete the fields, as required. Refer to the following table for specific field details. Field Year PO Contract Vendor Address Terms Document Invoice Gross Discount Date Discount Basis Discount % Description This box indicates the fiscal year of the purchase order or contract to be liquidated. Valid years are current or prior year. When the Holding Current Year Open check box is selected in the General Ledger Settings program, valid options include current year and next year. This field is not applicable for this specific process. This box identifies the Munis purchase order number that this invoice is to liquidate when an invoice is being paid against a PO. In this case, we are paying an invoice that does not reference a PO or contract, so this field should be left blank. This field is not applicable for this specific process. This box specifies the Munis contract number, if this invoice is to liquidate a contract. If a PO associated with a contract had been entered in the prior field, selected is associated with a contract, the program would have completed the corresponding contract number. In this case, we are paying an invoice that does not reference a PO or contract, so this field should be left blank. This box identifies the vendor for the invoice. Enter the number or click the field help button to search by Vendor Alpha. The City will use one-time vendors with generic company names (e.g. AR Refund) that have been grouped by the type and marked with a one-time status. When entering a one-time vendor for a direct payment, be sure to select the vendor number that best matches the type of payment being made. For example, a rebate should be issued using Vendor #17460 Rebate & Grant Payments. A full list of the one-time vendor list can be viewed by opening the Vendor Inquiry program and searching for vendors with a One Time Pay status. This box identifies the appropriate vendor remittance address. The default remit address displays in the Address fields. Click the field help button to choose from available remittance addresses associated with this vendor. This box displays the terms for the purchase. The program completes this value; it is display only. This box identifies a document number that can be referenced in report and inquiry programs. The program generates the next sequential number as determined by the Accounts Payable Settings program and it cannot be updated by the end user. This box identifies the invoice number as displayed on the invoice. This box contains the gross amount of the invoice. This box specifies the date before which the invoice must be paid to receive the discount percentage entered in the Disc % box. If a discount applies, enter the date or click the calendar button to select a date. This box specifies the amount of the invoice that is subject to discount. This field is only accessible if you enter a Discount Date. This box determines the percentage amount for the discount to be applied to this invoice. This may default from the vendor file if a vendor discount has been entered there. This field is only accessible if you enter a Discount Date.

4 Invoice Entry Field Net Amount Payment Method Check/Wire Check/Wire Date Description Status Check Run Invoice Date Received Date Due Date Service Date Department Work Order Work Order Task Allocation Description This box contains the gross amount of invoice less any discounts applied. This list identifies the payment method. The program completes this value according to the selected vendor s preferred method of payment. Available options include direct disbursement, wire transfer, electronic fund transfer (EFT), normal (i.e. a paper check), single check payment, or active card integration (ACI) transfer. The default value can be changed, if necessary. This box contains the check or wire transfer number if the payment method is a direct disbursement or wire transfer. Click +1 to assign the next available number. The City will only fill this field out for Wires. This date indicates the date of the wire transfer or direct disbursement. This box contains the general description. Enter a brief description to assist the vendor in applying payment. This box is updated by the program and indicates the status of the invoice throughout the approval process. A status of H-Held indicates the invoice is not posted with the rest of the batch. A status of A- Active means the invoice has been processed. A status of P-Pending are invoices that have entered the workflow process and are awaiting further action by the workflow approver. A status of R-Rejected indicates that the invoice was denied during the workflow process. This box indicates the check run in which the invoice will be included. This field is not accessible. This field should be left blank or else the payment may not be included in the next check run. This box identifies the date on the invoice. Enter a date or click the calendar button to select a date. This box displays the date the invoice was received. Enter a date or click the calendar button to select a date. This box specifies the date the invoice is due. Enter a date or click the calendar button to select a date. This box specifies when goods were received, or a service was performed. This date should not automatically equal the date of the invoice. Enter a date or click the calendar button to select a date. This box identifies the department code associated with this invoice. The program completes the default value with your department, but you can change this if your user security allows you to make payments for multiple departments. This identifies a work order number associated with the invoice. Enter a work order number or select the field help button to select an available number, if applicable. This box applies if using Munis Work Orders, Fleet and Facilities. This identifies a work order task number, which applies if you have entered a work order number. This box applies if using Munis Work Orders, Fleet and Facilities. This box indicates the allocation code associated with the invoice. Enter an allocation code or click the field help button to select a code from a list of available numbers.

5 Invoice Entry Field Description Requisition This box reflects the requisition number from which the selected PO was converted. This field is not accessible and is not applicable for Invoice Entry that is not associated with a PO or Contract. Liq Method This list determines the liquidation method: Line or Account. The program completes this value according to the Accounts Payable Settings program and you cannot update it. This would not apply in this example as it is not associated with a PO. Separate Check This check box, if selected, indicates that a separate check is required in the event multiple invoices are included for this vendor in a check run. The program will complete this value if this is included on the vendor record or if a one-time pay vendor is selected. Include Documentation This check box, if selected, indicates that documentation is to be included with the check. This does not group the check with documentation but separates the check from those that do not require documentation, making the check easier to separate from the majority of the checks issued. PA Applied This check box, if selected, indicates that project accounts are applied to this transaction. 3. Click Accept to save the basic invoice information and move to the Accounts tab. 4. Verify and update the general ledger account number to the correct Long Account Code that describes the cost center where this charge should be accounted. You can use the field help or Chart Manager to help identify the correct Long Account Code. The program completes the total invoice amount for the first line, but you can manually update this if you are allocating to more than one account. Continue to add detail lines until the invoice has been fully allocated and the total reflects the invoice amount. 5. Click Accept. 6. After you click on Accept, you will be prompted to the Print Labels screen. A label can either be printed immediately or added to a Print Queue and printed after all invoices have been entered into a batch.

6 Invoice Entry Enter the number of pages that will be scanned with this invoice. If you click on Print Now, a preview screen of the label displays. Close out of the label to return to the Invoice Entry screen. 7. Click Add on the Invoice Entry detail screen and repeat the preceding steps to continue adding invoices to the batch. Note, you may add additional direct pay Invoice Entry invoices or payments that liquidate a Purchase Order or Contract. When you are finished entering invoices, click Back on the Munis ribbon to return to the Invoice Entry Batch Information screen. 8. Confirm the invoice count and total, as displayed at the bottom of the Invoice Entry header screen, to ensure they match the invoices ready to be submitted for approval and posting. In the event the batch total or count does not reconcile, click the View Batch option in the Munis ribbon to display a summary list of all invoices within the batch. 9. Double-click a record to select it, and the program displays it on the Invoice Entry screen. Update the record, as necessary, and return to the Invoice Entry Batch Header screen. At any point prior to releasing your batch, you can make changes to the invoices: 1. From the Invoice Entry Batch Information/Header Screen, click Resume. The program displays the Invoice Entry detail screen.

7 Invoice Entry 2. Navigate to the invoice record to modify. 3. Click Update, and update the information, as required. 4. Click Accept, and then click Back on the Munis ribbon to return to the batch header screen. To release the batch when reconciliation is complete: 1. Click Release in the ribbon. The Released check box on the Invoice Entry Batch Information screen is selected to indicate the Released status. 2. Click Approvals in the ribbon to initiate the approval process. To view the status of each invoice s approval process, click Resume to view the invoice(s) within the batch. 3. Click Approvers while viewing a record (see bottom section of the screen labeled Workflow ). The program displays a list of all required approvers, as well as where the action is pending. For unposted invoices, the Re-Liquidate option displays in the Munis ribbon. Results The batch has been released and the approval process has been initiated. Each record will need to be reviewed and updated by the required approvers. Once the record is approved, it will be posted to the general ledger. Once an invoice has been posted, it is no longer available for viewing in the Invoice Entry program. Invoice detail can be viewed using the GL Inquiry, Vendor Invoice Inquiry, Year to Date Budget Reports, Invoice Central, and Vendor Central programs. Status Change A released invoice has a status of P-Pending Approval indicating it is pending approval. Once the final approver has taken action, the record status is updated to A-Approved or R-Rejected. What s Next? Required approvers receive notification that they have a record pending their approval. The invoices will flow through the approval process until the final step has been completed, at which time the invoice will be posted by the accounts payable clerk. Once posted, detail records are available for these transactions under the general ledger accounts affected and the invoice is ready to be included in the next check run.

8 Invoice Entry Entry Partial PO/Contract Liquidation Invoice Entry Partial PO/Contract Liquidation Objective This document provides instructions on how to enter an invoice that partially liquidates a purchase order or a contact. This process should be used when a payment is only liquidating part of a purchase order or contract that should remain open so future invoices can be applied to the balance. This process is similar to Invoice Entry for direct payments; however, invoices entered in this section reference an existing purchase order and/or contract. For more information on how to create a purchase order or contract in Munis, see the Purchasing Manual. Overview When you choose to enter an invoice against a purchase order or contract within Munis, you are relieving existing encumbrances to recognize actual expenses and initiating a vendor payment. The purchase order or contract amount can retain encumbrance amounts and be used throughout the fiscal year for multiple payments provided the total amount of the encumbrance on the purchase order or contract is not exceeded. An increase to a purchase order s or contract s encumbrance will require purchase order or contract maintenance on the original encumbrance (i.e. a change order). For instructions on how to execute a purchase order or contract change order in Munis, see the Purchasing Manual. Invoice batches will be created and submitted daily. Upon entry of an invoice, the amount allocated to each general ledger (GL) account will appear as a memo balance, which subtracts the net amount from the remaining available budget without displaying supporting invoice detail information when reviewing the account. The invoice will be released through an approval process driven by the accounts contained within the transaction. Upon completion of the approval process, the invoice is posted, and can potentially be included in the next check run. Prerequisites Before you can successfully complete this process, you must ensure that roles granting the necessary permissions have been assigned to your user account. If the roles have not been established, contact the system administrator to have them updated or added into the Munis system. Confirm the following: You have access to the accounts to which the invoice will be allocated. A purchase order or contract against which the invoice is to be paid exists. The Accounts Payable Invoice Workflow process is established.

9 Invoice Entry Entry Partial PO/Contract Liquidation Procedure Complete the following steps to enter an invoice against purchase order lines in Munis: 1. Open the Invoice Entry program. Financials >Accounts Payable > Invoice Processing > Invoice Entry 1. Click Add Batch in the Munis ribbon. 2. The fields will default the proper values, the only field that should be modified if necessary is the Effective date. 3. Click Accept on the Munis ribbon. The program displays the Invoice Entry screen.

10 Invoice Entry Entry Partial PO/Contract Liquidation 4. Complete the fields, as required, according to the following table. Field Year PO Contract Vendor Remit Terms Document Invoice Gross Description This box indicates the fiscal year of the purchase order contract to be liquidated. Valid years are the current or prior year. When the Holding Current Year Open check box is selected in the General Ledger Settings program; valid options include current year and next year. This box identifies the Munis purchase order number that this invoice is to liquidate. Enter the purchase order number or click the field help button to select a purchase order from a list of open purchase orders in the PO Browse screen. You can choose to sort the PO numbers by PO Number, Year, Vendor Number, Vendor Name or Open Amount by clicking on the corresponding heading on the PO Browse screen. This box specifies the Munis contract number, if this invoice is to liquidate a contract. If the PO selected is associated with a contract, the program completes the default value for the contract number. This box identifies the vendor for the invoice. The program completes this field according to the information included on the selected purchase order. This box identifies the appropriate vendor remittance address. The default remit address displays in the Address fields. Click the field help button to choose from available remittance addresses associated with this vendor. This box displays the terms for the purchase. The program completes this value; it is display only. This box identifies a document number that can be referenced in report and inquiry programs. The program generates the next sequential number as determined by the Accounts Payable Settings program and it cannot be updated by the end user. This box identifies the invoice number as displayed on the invoice. This box contains the gross amount of the invoice.

11 Invoice Entry Entry Partial PO/Contract Liquidation Field Discount Date Discount Basis Disc % Net Amount Pay Method Chk/Wire Check/Wire Date Desc Status Check Run Invoice Date Received Date Due Date Service Date Dept/Loc Description This box specifies the date before which the invoice must be paid to receive the discount percentage entered in the Disc % box. If a discount applies, enter the date or click the calendar button to select a date. This box specifies the amount of the invoice that is subject to discount. This field is only accessible if you enter a Discount Date. This box determines the percentage amount for the discount to be applied to this invoice. This may default from the vendor file if a vendor discount has been entered there. This field is only accessible if you enter a Discount Date. This box contains the gross amount of invoice less any discounts applied. This list identifies the payment method. The program completes this value according to the selected vendor s preferred method of payment. Available options include direct disbursement, wire transfer, electronic fund transfer (EFT), normal (i.e. paper check), single check payment, or active card integration (ACI) transfer. The default value can be changed, if necessary. This box contains the check or wire transfer number if the payment method is a direct disbursement or wire transfer. Click +1 to assign the next available number. The City will fill this field out for Wire Transactions. This date indicates the date of the wire transfer or direct disbursement. This box is updated by the system and contains the general description; the program completes the default value with the description provided on the purchase order. Enter a brief description to assist the vendor in applying payment. This box is updated by the program and indicates the status of the invoice throughout the approval process. A status of H-Held indicates the invoice is not posted with the rest of the batch. A status of A-Active means the invoice has been processed. A status of P-Pending are invoices that have entered the workflow process and are awaiting further action by the workflow approver. A status of R-Rejected indicates that the invoice was denied during the workflow process. This box indicates which check run in which the invoice will be included. This field is not accessible. This field should be left blank or else the payment may not be included in the next check run. This box identifies the date on the invoice. Enter a date or click the calendar button to select a date. This box displays the date the invoice was received. Enter a date or click the calendar button to select a date. This box specifies the date the invoice is due. Enter a date or click the calendar button to select a date. This box specifies when goods were received, or a service was performed. This date should not automatically equal the date of the invoice. Enter a date or click the calendar button to select a date. This box identifies the department code associated with this invoice. The program completes the default value with the purchase order department, but you can change this if your user security allows you to input payments for multiple departments.

12 Invoice Entry Entry Partial PO/Contract Liquidation Field Work Order Work Order Task Allocation Requisition Liq Meth Sep Check Incl Doc PA Applied Description This identifies a work order number associated with the invoice. Enter a work order number or select the field help button to select an available number, if applicable. This box applies if using Munis Work Orders, Fleet and Facilities. This identifies a work order task number, which applies if you have entered a work order number. This box applies if using Munis Work Orders, Fleet and Facilities. This box indicates the allocation code associated with the invoice. Enter an allocation code or click the field help button to select a code from a list of available numbers. This box reflects the requisition number from which the selected PO was converted. This field should not be edited. This list determines the liquidation method: Line or Account. The program completes the default value according to the Accounts Payable Settings program. This check box, if selected, indicates that a separate check is required in the event multiple invoices are included for this vendor in a check run. The program will complete this value if this is included on the vendor record or if a one-time pay vendor is selected. This check box, if selected, directs that documentation is to be included with the check. This does not group the check with its documentation. It separates a specific check from those that do not require documentation, making it easier to separate from the majority of the checks issued in a particular check run. This check box, if selected, indicates that documentation is to be included with the check. 5. Press Tab to display the PO Liquidation screen. The Liquidation by Line screen displays all purchase order or contract lines.

13 Invoice Entry Entry Partial PO/Contract Liquidation 6. To enter a partial payment, click Modify in the Munis ribbon. The received quantity displays in the Rec v Qty column. 7. Enter the dollar amount to liquidate from each line in the Liq Amount column. Press Tab to move to the Inv Amount column; the program completes the amount to be invoiced based on the liquidation amount entered. Continue until the liquidated and invoice amounts total the invoice amount. 8. Click Accept in the Munis ribbon. The program displays the accounts to be charged based on the liquidation and invoice amounts entered in the Invoice Lines group. 9. Click Continue in the Munis ribbon (next to Modify) to return to the Invoice Entry screen. 10. Confirm all invoice information, as well as the general ledger accounts to be charged based on the line liquidation selected, is correct. 11. Click Accept in the Munis ribbon. 12. After you click on Accept, you will be prompted to the Print Labels screen. A label can either be printed immediately or added to a Print Queue and printed after all invoices have been entered into a batch.

14 Invoice Entry Entry Partial PO/Contract Liquidation Enter the number of pages that will be scanned with this invoice. If you click on Print Now, a preview screen of the label displays. Close out of the label to return to the Invoice Entry screen. Click Back to return to your Batch Information screen. 13. Click Add and repeat the preceding steps to continue adding invoices to the batch. When all invoices are entered, click Return on the Munis ribbon to return to the Invoice Entry Batch Header screen. 14. Confirm the invoice count and total, as displayed on the header to the invoices ready to be submitted for approval and posting. In the event the batch total or count does not reconcile, click the View Batch option to display a summary list of all invoices within the batch. 15. Double-click a record to select it; the program displays it on the Invoice Entry Detail screen. 16. Update the record, as necessary, and return to the Invoice Entry Batch Header screen.

15 Invoice Entry Entry Partial PO/Contract Liquidation At any point prior to releasing your batch, you can make changes to the invoices: 1. From the Invoice Entry Batch Header Screen, click Resume. The program displays the Invoice Entry Detail screen. 2. Use the navigation arrows at the bottom of the Invoice Entry screen to find the record to modify. 3. Click Update and modify the information, as required. 4. Click Accept, and then click Back on the Munis ribbon to return to the batch header screen. When reconciliation is complete, the batch is ready for submission. To release the batch when reconciliation is complete: 1. Click Release. The Release check box on the Invoice Entry Batch Header screen is selected to indicate the Released status. 2. Click Approvals to initiate the approval process. To view the status of each invoice s approval process, click Approvers while viewing a record. The program displays a list of all required approvers, as well as actions taken on the invoice. Results This batch has been released, and the approval process has been initiated. Each record will need to be reviewed and updated by the required approvers. After receiving the required approvals, the invoice will be posted. Once an invoice has been posted, it is no longer available for viewing in the Invoice Entry program. Invoice detail is available from the GL Inquiry, Vendor Invoice Inquiry, Year to Date Budget Reports, Invoice Central, and Vendor Central programs. Status Change A released invoice has a status of P-Pending indicating it is pending approval. Once the final approver has taken action, this record will be updated to a status of A-Approved or R-Rejected. What s Next? Required approvers will receive notification that they have a record pending their approval. The invoices will flow through the approval process until the final step has been completed, at which time the invoice will be posted. Once posted, detail records are available for these transactions under the general ledger accounts affected.

16 Invoice Entry Full PO/Contract Liquidation

17 Invoice Entry Full PO/Contract Liquidation Invoice Entry Full PO/Contract Liquidation Objective This document provides instructions on how to enter an invoice against a purchase order or contract in total. This process should not be used when a payment is only liquidating part of a purchase order or contract that should remain open so future invoices can be applied to the balance. This process is similar to Invoice Entry for direct payments; however, invoices entered in this section reference an existing Purchase Order and/or Contract. For more information on how to create a Purchase Order or Contract in Munis, see the Purchasing Manual. Overview When you fully liquidate an invoice against a purchase order (PO) or contract in Munis, you are fully relieving existing encumbrances, closing the PO or contract, recognizing actual expenses once an order has been fulfilled, and initiating vendor payment. Invoice batches should be created and submitted on a regular basis. Upon entry of an invoice, the amount allocated to each general ledger (GL) account appears as a memo balance, which subtracts the net amount from the remaining available budget without displaying supporting invoice detail information when reviewing the account. The invoice will be released through an approval process driven by the accounts contained within the transaction. Upon completion of the approval process, the invoice is posted. Currently, the detail information for this transaction is available under the respective general ledger accounts, and the invoice is ready to be included in the next check run. Prerequisites Before you can successfully complete this process, you must ensure that roles granting the necessary permissions have been assigned to your user account. If the roles have not been established, contact the system administrator to have them updated or added into the Munis system. Confirm the following: You have access to the accounts to which the invoice will be allocated. A purchase order or contract exists against which the invoice is to be paid. The Accounts Payable Invoice Workflow process is established.

18 Invoice Entry Full PO/Contract Liquidation Procedure Complete the following steps to enter an invoice against a purchase order in Munis: 1. Open the Invoice Entry program. Financials > Accounts Payable> Invoice Processing > Invoice Entry 2. Click Add Batch. 3. The fields will default the proper values, the only field that should be modified if necessary is the Effective date. 4. Click Accept. The program displays the Invoice Entry screen.

19 Invoice Entry Full PO/Contract Liquidation 5. Complete the fields, as required, using the following table as a guide. Field Year PO Contract Vendor Address Terms Document Description This box indicates the fiscal year of the purchase order contract to be liquidated. Valid years are the current or prior year. When the Holding Current Year Open check box is selected in the General Ledger Settings program; valid options include current year and next year. This box identifies the Munis purchase order number that this invoice is to liquidate. Enter the purchase order number or click the field help button to select a purchase order from a list of open purchase orders in the PO Browse screen. You can choose to sort the PO numbers by PO Number, Year, Vendor Number, Vendor Name or Open Amount by clicking on the corresponding heading on the PO Browse screen. This box specifies the Munis contract number, if this invoice is to liquidate a contract. If the PO selected is associated with a contract, the program completes the default value for the contract number. This box identifies the vendor for the invoice. The program completes this field according to the information included on the selected purchase order. This box identifies the appropriate vendor remittance address. The default remit address displays in the Address fields. Click the field help button to choose from available remittance addresses associated with this vendor. This box displays the terms for the purchase. The program completes this value; it is display only. This box identifies a document number that can be referenced in report and inquiry programs. The program generates the next sequential number as determined by the Accounts Payable Settings program and it cannot be updated by the end user.

20 Invoice Entry Full PO/Contract Liquidation Field Invoice Gross Discount Date Discount Basis Disc % Disc Amt Net Amount Payment Method Chk/Wire Check/Wire Date Description Status Check Run Invoice Date Received Date Due Date Service Date Department Description This box identifies the invoice number as displayed on the invoice. This box contains the gross amount of the invoice. This box specifies the date before which the invoice must be paid to receive the discount percentage entered in the Disc % box. If a discount applies, enter the date or click the calendar button to select a date. This box specifies the amount of the invoice that is subject to discount. This field is only accessible if you enter a Discount Date. This box determines the percentage amount for the discount to be applied to this invoice. This may default from the vendor file if a vendor discount has been entered there. This field is only accessible if you enter a Discount Date. This box calculates the discount amount. This box contains the gross amount of invoice less any discounts applied. This list identifies the payment method. The program completes this value according to the selected vendor s preferred method of payment. Available options include direct disbursement, wire transfer, electronic fund transfer (EFT), normal paper check, single check payment, or active card integration (ACI) transfer. The default value can be changed, if necessary. This box contains the check or wire transfer number if the payment method is a direct disbursement or wire transfer. Click +1 to assign the next available number. This date indicates the date of the wire transfer or direct disbursement. This box contains the general description; the program completes the default value with the description provided on the purchase order. Enter a brief description to assist the vendor in applying payment. This box is updated by the program and indicates the status of the invoice throughout the approval process. A status of H-Held indicates the invoice is not posted with the rest of the batch. A status of A-Active means the invoice has been processed. A status of P-Pending are invoices that have entered the workflow process and are awaiting further action by the workflow approver. A status of R-Rejected indicates that the invoice was denied during the workflow process. This box indicates which check run in which the invoice will be included. This field is not accessible. This field should be left blank or else the payment may not be included in the next check run. This box identifies the date on the invoice. Enter a date or click the calendar button to select a date. This box displays the date the invoice was received. Enter a date or click the calendar button to select a date. This box specifies the date the invoice is due. Enter a date or click the calendar button to select a date. This box specifies when goods were received, or a service was performed. This date should not automatically equal the date of the invoice. Enter a date or click the calendar button to select a date. This box identifies the department code associated with this invoice. The program completes the default value with the purchase order department,

21 Invoice Entry Full PO/Contract Liquidation Field Description but you can change this if your user security allows you to input payments for multiple departments. Work Order This identifies a work order number associated with the invoice. Enter a work order number or select the field help button to select an available number, if applicable. This box applies if using Munis Work Orders. Work Order Task This identifies a work order task number, which applies if you have entered a work order number. This box applies if using Munis Work Orders. Allocation This box indicates the allocation code associated with the invoice. Enter an allocation code or click the field help button to select a code from a list of available numbers. Requisition This box reflects the requisition number from which the selected PO was converted. This field should not be edited. Liq Meth This list determines the liquidation method: Line or Account. The program completes this value according to the Accounts Payable Settings program. Select Line to liquidate this purchase order by line item. Sep Check This check box, if selected, indicates that a separate check is required in the event multiple invoices are included for this vendor in a check run. The program will complete this value if this is included on the vendor record or if a one-time pay vendor is selected. Incl Doc This check box, if selected, directs that documentation is to be included with the check. This does not group the check with its documentation but separates a specific check from those that do not require documentation, making it easier to separate from the majority of the checks issued in a particular check run. PA Applied This check box, if selected, indicates that documentation is to be included with the check. 6. Press Tab to display the PO Liquidation screen. The Liquidation by Line screen displays all purchase order or contract lines.

22 Invoice Entry Full PO/Contract Liquidation 7. Click Full Liquidate in the Munis ribbon to fully liquidate and close the purchase order or contract. The program displays a Close PO confirmation message. 8. Click Yes. The program returns to the Invoice Entry screen. 9. Confirm all invoice information, as well as the general ledger accounts (i.e. Long Account Codes) to be charged based on the purchase order or contract distribution are correct. 10. Click Accept in the Munis ribbon. 11. After you click on Accept, you will be prompted to the Print Labels screen. A label can either be printed immediately or added to a Print Queue and printed after all invoices have been entered into a batch.

23 Invoice Entry Full PO/Contract Liquidation Enter the number of pages that will be scanned with this invoice. If you click on Print Now, a preview screen of the label displays. Close out of the label to return to the Invoice Entry screen. Click Back to return to your Batch Information screen. 12. Click Add on the Invoice Entry detail screen and repeat the preceding steps to continue adding invoices to the batch. Note, you may add additional invoices regardless of whether they are liquidating a PO or Contract or directly paying an invoice. When you are finished entering invoices, click Back on the Munis ribbon to return to the Invoice Entry Batch Header screen. 13. Confirm the invoice count and total, as displayed at the bottom of the Invoice Entry header screen to ensure they match the invoices ready to be submitted for approval and posting. In the event the batch total or count does not reconcile, click the View Batch option in the Munis ribbon to display a summary list of all invoices within the batch. 14. Double-click a record to select it; the program displays it on the Invoice Entry Detail screen. 15. Update the record, as necessary, and return to the Invoice Entry Batch Header screen. At any point prior to releasing your batch, you can make changes to the invoices: 1. From the Invoice Entry Batch Header Screen, click Resume. The program displays the Invoice Entry screen.

24 Invoice Entry Full PO/Contract Liquidation 2. Use the navigation arrows at the bottom of the Invoice Entry screen to find the record for the specific invoice you want to modify. 3. Click Update, and modify the information, as required. 4. Click Accept to save the changes, and then click Back on the Munis ribbon to return to the batch header screen. When reconciliation is complete, the batch is ready for submission. To release the batch when reconciliation is complete: 1. Click Release. The Release check box on the Invoice Entry Batch Header screen is selected to indicate the Released status. 2. Click Approvals to initiate the approval process. 3. To view the status of each invoice s approval process, click Approvers while viewing a record (see bottom section labeled Workflow ). The program displays a list of all required approvers, as well as the status and actions taken on the invoice. Results This batch has been released and the approval process has been initiated. Each record will need to be reviewed and updated by the required approvers. After all approvals are received, the invoice is posted. Once an invoice has been posted, it is no longer available for viewing in the Invoice Entry program. Invoice detail will be available under GL Inquiry, Vendor Invoice Inquiry, Year to Date Budget Reports, Invoice Central, and Vendor Central. Status Change A released invoice has a status of P-Pending indicating it is pending approval. Clicking the Approvers button will indicate where in the process this record stands. Once the final approver has taken action, this record will be updated to a status of A-Approved or R-Rejected. The selected purchase order has been fully liquidated and closed. What s Next? Required approvers will receive notification that they have a record pending their approval. The invoices will flow through the approval process until the final step has been completed, at which time the invoice will be posted. Once posted, detail records are available for these transactions under the general ledger accounts affected.