KEYING AN INVOICE IN MUNIS

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Lizbeth Lamb
5 years ago
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KEYING AN INVOICE IN MUNIS *Before beginning, you may find it

Scroll to INVOICE PROCESSING Scroll to INVOICE ENTRY and double

Click Add Batch on the action bar on the left side of the screen.

1 KEYING AN INVOICE IN MUNIS *Before beginning, you may find it beneficial to use the Vendor Inquiry instructions to find the proper vendor number for each invoice.* Select FINANCIALS from the tool bar Scroll to ACCOUNTS PAYABLE Scroll to INVOICE PROCESSING Scroll to INVOICE ENTRY and double click The Invoice Entry screen will appear. Click Add Batch on the action bar on the left side of the screen. A batch number is generated by MUNIS. Do not modify any fields within this screen. Hit enter or click the green check mark

Type the 8 digit Purchase Order Number, if you have one, or use the dotted box to acquire the proper PO. If the PO was set up for a single vendor, their number will appear in the Vendor field.

2 Type the 8 digit Purchase Order Number, if you have one, or use the dotted box to acquire the proper PO. If the PO was set up for a single vendor, their number will appear in the Vendor field. If appears in the Vendor field, key the correct vendor number. If a vendor in either the or series appears and the other invoices in this batch are not being paid electronically, DO NOT CONTINUE; this invoice needs keyed in a batch with other ACH (800000) or INTCTY (30000) vendors. Tab to the Remit field, make sure that it reads 0, and confirm the payment address. If the address prompts you to use an alternate vendor, the Purchase Order may need to be updated. Contact a member of Accounts Payable for assistance. Tab to the Invoice field. Always key the invoice number provided by the vendor. If one is not provided, that field will accept numbers, letters, and characters to help distinguish and identify your agency s payment. Type Ctrl + G or select and MUNIS will create an invoice number. When MUNIS generates the invoice number, the Description field must contain a UNIQUE IDENTIFIER; examples include: services provided, account number, case number, address, or correlating phone number. **Failure to include a unique identifier, in either the Invoice field or the Description field may necessitate the invoice be deleted out of the batch and returned to your agency for revision.** Tab to the Gross field and type the amount owed for goods or services. Please do not modify these fields; altering them could cause MUNIS to not generate payment! If the invoice requires a separate check, tab to that field and hit the spacebar or click the box to create a checkmark. Confirm the data on the screen is correct and hit enter or click the green check mark toolbar. on the The Liquidation by Line screen appears.

Please note, if you do not wish the PO to CLOSE WHEN IT IS FULLY LIQUIDATED, you must click on PO STATUS on

Clicking the button removes the check mark from the field, and allows the PO to remain open if completely

Tab to the Liq Amount field and enter the dollar amount to be liquidated.

3 Please note, if you do not wish the PO to CLOSE WHEN IT IS FULLY LIQUIDATED, you must click on PO STATUS on the action bar on the left side of the screen prior to modification. Clicking the button removes the check mark from the field, and allows the PO to remain open if completely liquidated. To liquidate the Purchase Order, select Modify from the action bar on the left. Tab to the Liq Amount field and enter the dollar amount to be liquidated. Continue tabbing through the fields until the amount is accepted by MUNIS (the amount will be displayed below). Confirm the data on the screen is correct and hit enter or click the green check mark

4 Select Continue from the action bar on the left. Type a Project Code, if one is to be added, and/or tab until the available budget is revealed at the bottom of the screen. Hit enter or click the green check mark

Further invoices may be added to this batch by

is complete, click File on the toolbar, then

Select Sort from the action bar on the left to

5 Further invoices may be added to this batch by clicking the on the toolbar and repeating this process. Once all invoices have been keyed and the batch is complete, click File on the toolbar, then scroll to and click Exit. Select Sort from the action bar on the left to alphabetically print the Invoice Entry Proof List. Choose #3 Vendor Alpha and hit OK. Select Print from the toolbar.

Select OK the first time, and Cancel the second time. The batch is complete.

6 Click the box next to Include Address Line and enter a checkmark; remove all other checkmarks. Hit enter or click the green check mark The print pop-up box will appear TWICE. Select OK the first time, and Cancel the second time. The batch is complete. Please review the report for accuracy prior to requesting payment. Be sure to follow the Guidelines for Submitting Invoice Batches prior to delivering the final paperwork to Fiscal Services in the Auditor s Office.

ENTRY AND INVOICE MASTER ENTRY SCREENS: SEARCHING FOR INVOICES

AR INVOICE ENTRY ENTRY AND INVOICE MASTER ENTRY SCREENS: SEARCHING FOR INVOICES Select the Invoice Entry screen from the AR menu to: Search for Accounts Receivable invoices. Enter invoice information,