Summary

The Invoices window is used to view an AP invoice and invoice line items. Invoices that were generated in the Manual Checks process will display in the window.

The Invoices window can be used to display a filtered list of invoices and the total of those invoices. You can also export the invoices that display in the window to an MS Excel spreadsheet.

Step by Step

1     Open the Invoices window (AP> Display> Invoices).

2     Filter the displayed invoices.

• Enter information in the fields on the General and Advanced tabs to filter the invoices that will display in the window.
  • The Invoices From and Invoices To fields are used to filter the invoices that display in the window by invoice number.
    • The invoice number of an invoice is entered when the invoice is created in AP> Invoices> Edit Invoices.
  • The Date From and Date To fields are used to filter the invoices that display in the window by invoice date. Press DELETE to remove a date from a date range field.
    • Click the drop-down menu to select a date using a calendar.
    • The invoice date is entered on each invoice line item when the invoice is created (AP> Invoices> Edit Invoices).
  • The Fiscal Year field will default to the current fiscal year and is used to filter the invoices by fiscal year.
    • Fiscal Year is set up on the invoice, not the invoice line item. When an invoice is created (AP> Invoices), the fiscal year of the invoice will default to the current fiscal year.
  • Click the Vendor field label to filter the invoices that display in the window by a specific vendor. This will open a vendor selection window.
    • A vendors is attached to an invoice when it is created (AP> Invoices> Invoices).
  • The Status drop-down menu is used to filter the invoices by commit or void status.
    • An invoice is committed when the Invoices batch the invoice was created in is committed (AP> Invoices> Commit).
    • Invoices are voided in AP> Void invoices. An invoice will change to voided status when the Void Invoices batch is committed. If the invoice is in an open AP Void Invoices batch, the will still be committed rather than voided.
      • Only committed AP invoices can be voided in AP> Void Invoices.
  • Click the 1099 Vendor field label to filter the invoices that display in the window by the 1099 vendor attached to the invoices.
    • The 1099 vendor is attached to the invoice when the invoice line items are created (AP> Invoices> Invoices> Create icon> 1099 Vendor field).
  • Click the GL Account field label to filter the invoices that display in the window by the GL account associated with the invoices.
    • The GL account associated with the invoices is specified when the invoice line item is created (AP> Invoices> Invoices> Create icon> GL Account field).
  • Click the Home Dept. field label to filter the invoices that display in the window by the home department associated with the invoices.
    • The home department is associated with the invoices on the Edit Invoices window (AP> Invoices> Invoices> Home Department field).
  • Click the Task Label field label to filter the invoices that display in the window by the task label attached to the invoices.
    • The task label associated with the invoices is specified when the invoice line item is created (AP> Invoices> Invoices> Create icon> Task Label field).
  • Click the PO Number field to filter the invoices that display in the window by the purchase order number attached to the invoices.
    • The invoice is associated with a purchase order on the Edit Invoices window (AP> Invoices> Invoices> Purchase Order field).
  • Click the WO Number field to filter the invoices that display in the window by the work order number attached to the invoices.
    • The work order number associated with the invoices is specified when the invoice line item is created (AP> Invoices> Invoices> Create icon> Work Order field).
• Click the Refresh icon after the search criteria has been entered.
  • If the orange Incomplete icon displays in the bottom right corner of the window all of the checks included in the search criteria have not been displayed in the window.

3     View the displayed invoices.

• Click the Expand button next to an invoice to view the invoice line items attached to the selected invoice.
  • Just because a check number displays on the invoice does not mean the invoice line item has been paid. A check number will display on the invoice line item as soon as it is selected for payment and processed in the Check Register step of a Computer Checks batch process (AP> Computer Checks> Check Register). If the AP module is set up to use blank check stock (AP> Utilities> Setup> Checks tab> Use blank check stock toggle), the check number will be assigned during the Checks step of the Computer Checks process (AP> Computer Checks> Checks).
• The Total field at the bottom of the window will display the total of all of the invoices that display in the window.
  • If the orange Incomplete icon displays in the bottom right corner of the window, the invoices not included in the window will not be included in the Sum field.