1. Go to “Procurement”, then down to “Invoices” and then “Invoice a Document”.

1. On the Invoices: Invoice a Document, search and select the document you would like to invoice.

2. Click on “Quick Invoice”. 

1. Invoice # - Invoice number must be unique per vendor and cannot be a number already used.

2. Invoice Amount

3. Invoice Date

4. Click “Process and Finalize”.

5. Click “View Invoice”.

1. Multiple documents for one Invoice – If you have multiple documents to add to one Invoice, click on “Documents”.

2. Search and select the document you would like to add to the invoice.

3. Select either “Add All Lines” to add all the items from the document or “Enter Selected Line” to select certain lines from the document to add to the invoice.

4. Order Qty – The quantity should match what is on the invoice. If there is a discrepancy, check with Receiving to resolve it. 

Note: that multiple invoices can be associated with a single receiver. If you delete a line or adjust the quantity, this will reopen the receiver. To fix the receiver, you will need to delete the invoice so changes can be made. Add a “D” (for delete) at the end of the invoice number and "Update" before deleting it, so when re-invoicing, the document will align with the invoice.

5. Price – The price should match the unit cost listed on the invoice.

6. Price Variance – After updating the unit cost and clicking “Update,” you have the option to select “Print Variance” or “E-Mail Variance.” This will send the variance to the Buyer for confirmation of the correct price. Do not post the invoice until you receive a response from Purchasing.

Terms: use the line terms to add Tax, Freight, Discounts & Miscellaneous charges

Line Terms: is used when only one or more items (not all the items) needs a term added.

1. Checkmark the item and click “Line Terms”

2. Use the search icon to see all the terms.

3. Double click on the term that is to be added.

4. Depending on the type of term, you will have to add in the term amount.

5. Click “Update”.

6. The term has been added to the line. If the term needs to be deleted or edited, click on the appropriate button to make the changes.

7. Close the Terms box.

Global Terms: is used when all the items need a term added.

1. Click on “Global Terms”.

2. Repeat steps 2-7 from line terms.

Attachments: this is used to add any document to the PR. Usually a picture of the item or sales order sheet.

1. Click the “Attachment” tab.

2. Click on “Browse”, find the attachment that needs to be added.

3. Click on “Add”.

1. Ensure that the Invoice Amount and Calculated Payment match. If they do not match, you will not be able to post the payment.

2. Click “Update”.

3. Click on the “Post Payment”.

4. Once you are in the “Process and Finalize” screen, you have the option of printing or emailing the request to yourself as well as to others.

5. To finish click on the “Finalize” button.