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 Invoice Search window (AP> Invoice Search).

2     Filter the displayed invoices. 

• Enter information in the fields 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 search button 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.
  • The Invoice Line Amount field is used to filter the displayed invoices by the line amount in AP history records.
  • Click ADVANCED SEARCH to display additional search criteria.
  • Click the 1099 Vendor field search button 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 search button 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).
  • The Contract Number field is used to filter the invoices that display in the window by the contract number associated with the invoices.
  • Click the Home Dept. field search button 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 field search button 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 search button 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).
  • The Description field is used to filter the invoices that display in the window by keywords that appear in the invoice description.
    • Invoices that predate the implementation of this search option will not be included in the invoices searched until the Description field on those invoices is indexed via the Update AP Search Index tool (SS> Utilities> Update AP Search Index).
    • Please use this tool before filtering invoices by description keyword in order to ensure all the expected invoices are displayed. Once this tool indexes exiting invoices descriptions, it will not need to be used again.
• Click the Search button after the search criteria has been entered.

3     View the displayed invoices.

• The Display Invoices data grid will display all the invoices that meet the specified filter criteria.
• Click the blue link in the Vendor Number column to open the Vendor Maintenance window for the vendor attached to the selected AP check.
• Click the Amount column filter button in order to filter the invoices by a specified invoice amount or by a greater than/less than amount range. This value will be automatically cleared when you navigate away from the Display Invoices screen.
• 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).
  • Click the blue link in the GL Account field to open the selected account in the Chart of Accounts Maintenance window.
  • Click the blue link in the Check Number field to open the selected check in the Check Display window.
• Click EXCEL EXPORT if you would like to create an MS Excel spreadsheet of the information that displays in the window.
• The Total field at the bottom of the window will display the total of all of the invoices that display in the window.