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Introduction

This document provides information regarding the Vendor Invoice submit and post process.

Overview

Vendor Invoices are submitted individually, in the Details section of the invoice.

Submitting the Vendor Invoice:

  • Revalidates all items in the document
  • Verifies that the sum of the detail amounts equals the invoice amount

Vendor Invoices can be posted individually, or in bulk.  

Posting the Vendor Invoice

  • Redoes the Submit Vendor Invoice validations
  • Creates cost transactions in the project system for any detail lines charged to a project.  These transactions are immediately available for the Billing & Revenue Post process.
  • Created general ledger transactions if post to GL is turned on in the system for the post date specified.  A single GL transaction is created for the invoice amount and also for each of the record entered in the Details grid.  Zero amount items are not posted to the GL.
  • Creates year end closing entries if the vendor invoice contains revenue and/or expense accounts and is posting to a closed fiscal year.
  • Creates the next document in the recurring document series if the posted document is a recurring vendor invoice and the max number of occurrences has not been specified or, if specified, exceeded.
  • Marks the Vendor Invoice as posted.  The vendor invoice can no longer be edited after posting (although it can be voided, if necessary).

Quick Steps

Submit a Vendor Invoice

  1. After entering the vendor invoice, click the Submit/Next button at the bottom of the detail section

Individual Vendor Invoice Post

  1. After entering the vendor invoice, click the Post/Next button at the bottom of the detail section

Bulk Vendor Invoice Post

  1. Navigate to the Financials dashboard
  2. Hover your cursor over Accounts Payable and select Vendor Invoices
  3. Using the search criteria, search for the vendor invoices you want to post
  4. Place a check in the boxes to the left of the vendor invoices you'd like to post
    1. Alternatively, checking the box in the header row will select all postable Vendor Invoices
    2. Only submitted vendor invoices can be posted
  5. You can select all submitted invoices by clicking the checkbox at the top of the column
  6. Cick Post to post the vendor invoices to the GL

Troubleshooting

The Submit functionality is available to users with the following Financials roles on their person profile:  AP Poster, AP User

The Post functionality is available to users with the following Financials roles on their person profile: AP Poster

Only submitted vendor invoices can be posted.

Additional Information

Help Docs - Vendor Invoices (to submit and post Vendor Invoices)

Help Docs - Submit/Next Button

Help Docs - Post/Next Button

 

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