Creating Manual Invoices Version

Contents

Overview

The Financials system lets you create and process manual invoices. Creating a manual invoice has parallels with creating an invoice from a purchase order. This section explains how to enter manual invoices.

You can create manual invoices only from Accounts Payable. Two methods exist:

• From the list of invoices, click New to create a new invoice.
• Scan a paper invoice which Pulse automatically downloads to the system. From the online copy, you can create a new manual invoice.
  This method has some setup steps; you will need to contact the Help Desk for configuring Pulse and assisting you with defining inboxes for the scans.

Many sites require approval of invoices. You can set up approvers in ERP and design the approval flow for your invoices as suits your operations. Details are in the topic Invoice Approval Processing. Also, in the Process Flows section of the online help The Approval Process for Invoices, Check Requests, Requisitions, and Vendors: Setup and Flow may be useful.

Financial Reporting Fields

Security

To access organization, department, or asset location data, the organization, department, or asset location must be included in your data profile.

Your assigned role's "Invoicing" security object must be set to Create (minimally) for you to create manual invoices.

Manually Create a New Invoice from the Invoices List:

1. Locate the vendor's copy of the invoice.

• On the invoice, find the total, the goods lines, any applicable tax amount, and the charge lines.

2. From the Accounts Payable main Contents, select Invoices > Invoices.
   The Invoices list appears.
3. Click New. A panel for entering the invoice's header information appears.
   Follow the subsequent steps for creating the invoice.

Entering Information on Invoice Panels

The first panel for entering invoice information is the Create Invoice panel (Figure 1).

1. Enter or select information for the fields on this panel.

Fields containing an asterisk (*) are required.
Be sure to check fields on both tabs -- Invoice and Approval -- for fields that you may need to complete.

Figure 1 - Creating a Manual Invoice: Header

Header Panels: Invoice and Approval

Below are details for invoice fields.

Figure 2 is a manual invoice header with several fields completed. Notice that the Payment Terms and the Discount Terms are initially set to the vendor's AP location defaults (red arrows). You can change the Payment Terms and Discount Terms by selecting new values from the prompt.

Figure 2 - Manual Invoice Header with Vendor Entered

2. Click Submit.
   The invoice distribution panels appear (Figure 3).

Figure 3 - Invoice Distribution Lines Panel

The next task is to create lines on the Distribution Lines panel. The invoice in Figure 3 (with a total amount of $390.86) will have three lines for items, and a charge line.

Create Lines for Goods

1. On the Distribution tab, click the prompt next to GL Account to select an account for the line amount.
2. Enter the dollar amount for a line in the Amount field.
3. When you enter a financial account in the GL Account field, the application sets the Line Type automatically to Goods.
   (You can change the Line Type value manually for financial accounts.)
4. Enter a Description of the line.
5. If relevant, select a 1099 Code.
6. If the distribution line has a Project Code and/or Fund Code, enter or change the values in those fields.
7. Click Save.
   The line appears under Invoice Distribution Lines. Invoice distribution lines are initially sorted according to the account type, with lines for financial accounts at the top.
   
   Figure 4 shows two lines added to the invoice, and a third line in the process of being added.
   

Figure 4 - Entering Goods Lines on a Manual Invoice

• Notice that the Charge Taxable box has not been checked on the Distribution tab, but on each line at the bottom, Taxable is Yes. The system automatically marks the goods lines as "taxable" because, in this case, the AP location is specified as taxable, and the Organization has enabled AP tax processing. (See Setting Up Tax Information for Accounts Payable.)
• If tax applies to the invoice, as it does in Figure 4, the dollar amount in the Amount field is the taxable amount.
  The system automatically calculates the tax for each taxable line. A running total of the calculated tax amount is in the Tax Amount field (on the top right side of the invoice header).

8. Click Save.
   The Invoice Total, Distributed Amount, Tax Amount, and Difference (in the upper right) are updated (Figure 5).

Figure 5 - Entering the Invoice's Last Goods Line

Create Statistical Distribution Lines

You can enter statistical GL account information on an invoice from the Distribution tab, just as you enter financial accounts for goods or charges. Statistical accounts can also be entered on Check Request detail lines. (See the Check Request topic.) Invoices with statistical account distribution lines can be imported. (See Import Invoices into Financials.)

Statistical recurring invoice distribution details are not currently supported.

To build a statistical distribution line:

1. On the Distribution Lines > Distribution tab, click the prompt next to GL Account to select an account for the line amount (See Figure 6).
   - Enter statistical in the Account Class field, and click Enter.
   A list of statistical accounts appears.
   - Select the account of interest.

Figure 6 - Entering an Invoice Distribution Line for a Statistical Account

When you select a statistical account for a distribution line, the application sets the Line Type to Statistical. The application will not let you change the Line Type when the GL Account field contains a statistical account. If you key in statistical account segments manually, you will need to set the Line Type to Statistical manually.

2. Enter the amount for the statistical distribution line in the Amount field.
   
3. Enter a Description of the line.
4. Click Save.
   The line appears under Invoice Distribution Lines. Invoice distribution lines are initially sorted according to the account type, with lines for statistical accounts on the bottom.

Restrictions for Statistical Account Lines: An invoice cannot contain only statistical account lines. It must also contain lines for financial accounts.

Amounts for Statistical Account Lines

Amounts for statistical account lines are not added to other distributed totals for an invoice. When you balance an invoice with lines for statistical accounts, the value(s) that you entered in the Amount fields for each statistical distribution line are accumulated in the Statistical Amount field on the invoice header (Figure 7).

Figure 7 - The Statistical Amount Field on an Invoice Header

Notes on Transactions for Statistical Accounts

• Statistical account values are not factored into the balancing of other invoice amounts: distributions, PPV, and tax. Also, GL transactions created from statistical distribution lines are not used to create "Department Expense Report" entries.
• Journal vouchers created from GL exports of statistical distribution transactions are created as JV Type Statistical. Invoice values for 1099 Code, Project Code, and Fund Code are not supported for statistical journal vouchers, and are ignored. See the discussion of exporting materials and accounts payable transactions for additional details.
• Report definitions using these report objects exclude statistical GL transactions:

Accrued Receipts
Accrued Receipts Summary
Accrued Receipts Summary2
AP Reconciliation Report
AP Reconciliation Report - All Periods
AP Reconciliation Report - Summary
Payment Expense Accounts.

• Report definitions using these report objects include statistical transactions:

GL Export Report
GL Export Summary Report
GL Transactions MM and AP.

• Report definitions using these report objects provide a total for statistical invoice distribution lines:

Invoice Activity
Invoice Activity Summary
Invoice Match Header.

Entering Charge Distribution Lines

A distribution profile may be associated with the invoice vendor. If so, the system automatically creates distribution lines as specified in the distribution profile. Also, if your organization has a General Ledger account specified for Freight and/or Other (in the Organization record), the system will pre-build distribution lines for those categories on the invoice. (If you don't use the lines, they are automatically deleted when you click Finish Now.) Otherwise, if the invoice has no appropriate pre-built lines for charges (as in Figure 1), you need to create the lines yourself.

To build a charge line, enter charge line information on the Distribution tab in the same way that you entered goods lines:

1. Select the GL Account for the charges.
2. Enter the line Amount from the vendor's invoice.
3. Select a Line Type; e.g., Charge.
4. Enter a Description of the line.
5. Enter 1099 Code, Project Code, and/or Fund Code values, if needed.
6. Click the prompt next to Charge Type to open the Charge Types list (Figure 8).
7. Select a Charge Type.

Figure 8 - List of Charge Types

Each charge type assigns charges to general ledger accounts according to a specified Distribution Method. The distribution methods are:

Pro-rate - Allocates charges to each goods line's account in proportion to the total goods amount. On the invoice, you do not need to enter a GL account for the charges since they will be spread among goods accounts when the invoice is approved.
Spread Evenly - Allocates an equal amount of the charges to each goods line when the invoice is approved.
Single GL Account - Allocates the total charge amount to one GL account. Instructions for identifying the account are below.
Manually - You must select the GL account for the charge on the invoice.

• For a pre-built charge line in the invoice distribution Lines, you can enter values in the columns for Amount, Line Description, 1099 Code, Project Code, Fund Code, and so on.
  - Edit the line to select a Charge Type.

8. Click Save.
   The Invoice Total, Distributed Amount, and Difference are updated again (Figure 9).

Figure 9 shows the invoice with a freight charge of $16.36 entered as a freight charge with Charge Type "Freight on Board." Because the distribution method for the Charge Type is "Pro-rate," $16.36 will be distributed among the goods lines in proportion to each line's contribution to the total amount. The distribution of the charges occurs when the invoice is approved. (You will not see charges added to goods lines amounts as you are entering charges.)

Figure 9 - Manual Invoice with Charge Line, Balanced

When your invoice is balanced, the Difference field (top right) is zero. You can complete the invoice by clicking Finish Now, or click Finish Later to come back to the invoice another time.

• If your invoice does not balance, see "Balancing the Invoice Total" (in the invoice matching topic) for suggestions.
• Details on completing an invoice are in "Completing an Invoice."

Using Scanned Invoices

When you receive a paper copy of an invoice, you can scan it into your network and have it sent directly to Accounts payable. Scanned invoices are delivered to the system via Pulse. Once in the system, the scanned file can be used to create an invoice. When you create an invoice, you can attach the scanned file as a document.

Each user who works with invoices needs a network folder -- an "inbox" -- for scanned invoices that are picked up by Pulse and uploaded to Accounts Payable. Panels in Accounts Payable provide access to scanned invoices for each user of this feature. Panel menus provide actions such as creating a new purchase order invoice or manual invoice. Scanned invoices used to create an invoice can be attached to the Invoice Documents panel.

Several steps are involved in configuration of this feature. Pulse uses the file type Scanned Imports which must be enabled. Also, you may wish to make the feature available only for particular organizations and users. Your scanner must also be capable of outputting scans in Adobe Acrobat .pdf format.
Important: Call the Help Desk for assistance with setup.

To display and work with scanned invoices:

1. Check with your system administrator to ensure that Pulse (the "gateway") and your "inbox" for scanned invoices are set up and enabled.
2. On your network scanner, follow the usual procedures for creating and saving scans (e.g., you may need to log in).
3. Scan the invoice as an Adobe Acrobat file (.pdf format).
   • A .pdf copy of the file is placed into your network "inbox." The system takes the file from the inbox and uploads it.
   • Uploaded scanned invoices that have not been processed are located on the Unprocessed Scanned Invoices panel (Figure 10).

Figure 10 - The Unprocessed Scanned Invoices List

4. From the Accounts Payable main Contents, click Invoices > Unprocessed Scanned Invoices.
   The panel displays uploaded scanned invoice file names.
   
   • Clicking the arrow next to a file name displays the uploaded scanned file (Figure 10, red box).
   • Clicking Menu > Delete deletes the scanned file.

To create a manual invoice from a scanned file:

Creating a manual invoice follows the usual steps. See the previous discussion "Entering Information on Invoice Panels." Below is a summary.

1. On the Unprocessed Scanned Invoices panel (Figure 10) (Accounts Payable > Invoices > Unprocessed Scanned Invoices),
   
   • Click the arrow next to the filename to open the scanned invoice. Keep the file open for reference.
   • Click Menu > Create Manual Invoice.
     The Create Invoice panel (header) opens (Figure 11). This is the usual panel that appears when you create a manual new invoice.

Figure 11 - Create Manual Invoice Header Form

2. Using the open copy of the scanned invoice for reference, complete the invoice header information, as usual.
3. Click Submit.
4. Referring to the scanned invoice, enter the invoice lines and any distribution information.
5. When you are finished, click Finish Now. If you use invoice approvals, the invoice routes for approval.

To add the scanned document to the invoice you created:

1. On the Unprocessed Scanned Invoices panel (Figure 10) (Accounts Payable > Invoices > Unprocessed Scanned Invoices), locate the scanned invoice of interest.
2. Click Menu > Attach to Existing Invoice
   A panel appears for you to identify the existing invoice (Figure 12).

Figure 12 - Selecting an Invoice for a Scanned Document

3. Next to the Invoice No field, click the down arrow to select the invoice.
   The selection prompt appears.
4. Use the prompt to open the Invoices list and select the invoice.
   The invoice number appears in the Invoice No field.
5. Click Submit.

The scanned invoice disappears from the Unprocessed Scanned Invoices panel and moves to the Processed Scanned Invoice panel (Accounts Payable > Invoices > Processed Scanned Invoices).

• You can access the scanned document from the invoice Documents panel (Figure 13).
• On the Documents panel, click the arrow next to the scanned document. The Windows File Download panel appears asking if you want to open the document.
• Click Open. The document appears.

Figure 13 - Displaying a Scanned Invoice Document Attached to an Invoice

Copying a Manual Invoice

With Financials: Accounts Payable, you can copy a manual invoice.

To copy a manual invoice:

1. From the the Accounts Payable main Contents, select Invoicing > Invoices.
2. Locate the manual invoice that you want to copy using Search, or scroll the list.
3. Select Menu > Copy. The invoice matching header appears; the fields are editable.
4. Enter an Invoice Date, change the Invoice Number to the new number, and complete or edit other fields as needed.
   The Invoice Number can have a maximum of 30 characters.
5. Click Submit. The invoice detail lines appear.
6. Enter information in the detail lines, or edit the copied information.
7. Click Finish Now or Finish Later.

Viewing an Approved Manual Invoice

Once an invoice is completed and approved, you can review it to see how the system distributed amounts for goods, charges, and tax to accounts.

To inquire on an invoice:

1. From the Accounts Payable main Contents, select Invoice > Invoices.
   The Invoices list appears.
2. Enter the invoice number in the Position To box.
3. Click Go.
   The invoice appears appears at the top of the list.
4. In the row for the invoice, click Menu > Inquiry, or click the i.
   The Inquiry panel appears.
   
5. Click the Distribution tab to see how amounts are distributed to accounts.
   Figure 14 is an example, using the invoice shown in Figure 9.

Figure 14 - Inquiry on a Manual Invoice

In Figure 12, the red box contains the goods lines from the invoice. The blue box displays the charges. Since the distribution method for the Charge Type is "pro-rate," the charge lines are distributed among the goods lines, and posted to the goods account (001-000-00-0008). (The account happens to be the same for each goods line, but the accounts could differ.)

The items on the invoice are taxable. The Tax Group for the invoice is 7% Tax. (Figure 3). This tax group contains two tax rates: "NC STATE 5.000%" and "NC FOOD 2.000%." Both tax rates are applied to each goods line, and the tax amount is written to the goods accounts, in this case: 001-000-00-0008. You can view the tax lines under the charge lines in Figure 12.

Invoices Created from Check Requests

Check requests are user-initiated requests for invoice payment. These requests contain information that populates a manual invoice within Accounts Payable. Invoice Number, Invoice Date, Invoice Total, Vendor, and Pay To data can be entered on a check request, as well as check total and distribution detail amounts. When information on the check request is complete, and the check request is balanced and approved, AP staff can create an invoice from the check request and submit it for payment.

An approval workflow allows each check request to be reviewed by a single “direct” approver or routed to several approvers in an approver group. Every department that uses check request processing can identify a direct approver or approver group on its department record.

Several setup steps are necessary if you wish to use check requests. Also, check request users must have the appropriate security settings in the check request role objects. Check request data is also governed by users' data profiles.

If the Check Request feature is enabled for your site, and you have the appropriate permissions:

• To view a list of check requests,
  From the Materials Management or Accounts Payable main Contents, select Check Requests > Check Requests.
  
  
• To view check requests that have been approved, and are ready to generate invoices,
  From the Accounts Payable or Materials Management main Contents, select Check Requests > Approved Check Requests.

Check requests are explained in detail in the online documentation topic "Check Request Processing."

Documents Attached to Invoices

Documents can be attached to invoices. The documents can be viewed, added, or deleted when editing or inquiring on an invoice.

Documents Containing Electronic Protected Health Information (ePHI)
If you do not have ePHI access, and the "Contains ePHI Data" checkbox is selected, you cannot view a document. When you click the arrow to open the document, the Insufficient Authority message appears. For more information, see Securing Electronic Protected Health Information (ePHI).

For Bill Only documents, if the checkbox has previously been selected for "Contains ePHI Data," then only the Administrator can change the status of the document and select or unselect the "Contains ePHI Data," checkbox. This checkbox remains locked for everyone else.

To view and work with an invoice's documents:

1. On the Invoices list, locate the invoice of interest.
2. Next to the invoice, click i for inquiry (or, if the invoice is available for editing, click the pen icon ).
3. Click the Documents tab. The Invoice Documents panel appears (Figure 15).
   A list of documents for the invoice is displayed, if any have been uploaded.

• To view a document, click the arrow next to the document.
  The Microsoft Windows Download panel appears.
  - Click Open.
• You can attach a new document to an invoice by clicking New (Figure 15, red box).

Figure 15 - The Documents Panel for an Invoice: Inquiring on the Invoice

To add a document to an invoice:

1. Click the Documents tab when editing or inquiring on the invoice.
2. Click New.
   The Invoice Document Create panel appears (Figure 16).
3. Enter a name in the Document Name field.
   The name displays on the Invoice Documents panel when the document is uploaded.

Figure 16 - Adding a Document to an Invoice

4. Click Browse.
   The Microsoft Windows Choose File panel appears.
5. Locate and select the file for the document that you wish to upload and add.
   When you select the file, Windows populates the File name: field on the Choose File panel.
6. Click Open (on the bottom right of the Choose File panel).
   The document path and file name appear in the Document to Upload field on the Invoice Document Create panel.
7. Click Submit.
   A message tells you that the document is uploaded.
8. Click the back button or close the tab to close the message.
9. Click Refresh.
   The document appears on the Invoice Documents panel (Figure 15).
   

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