Page tree
Skip to end of metadata
Go to start of metadata

Introduction

This document describes the process for entering a Vendor Invoice.

Quick Steps 

Create Vendor Invoice Summary

  1. Navigate to Financials > Accounts Payable > Vendor Invoices.
  2. On the Search tab, click the +Vendor Invoice link.



  3. Enter the summary level information for the vendor invoice and click Save.



    • Legal Entity: Legal entity responsible for paying the vendor invoice.
    • Vendor: Type the name of the Vendor for whom you would like to create a vendor invoice; alternatively, enter a % to view all available vendors.
      • The organization must be a vendor for the selected legal entity or all legal entities.
      • If a vendor profile record exists for the organization for the specific legal entity and all legal entities, the record for the specific legal entity will be used.
    • Purchase Order #: Select an open Purchase Order number already in the system. Legal Entities must match and this field may not be changed after initial population. 
      • Purchase orders will be limited to those associated with the selected vendor above.
      • If you enter the Purchase Order number prior to entering the Vendor, the associated vendor will automatically populate in the Vendor field.
      • Only original document numbers for purchase orders will be available for selection (no modification document numbers will display).
    • Invoice Amount: Total invoice amount.
    • Invoice/Reference #: Vendor invoice # or other identifying #.
    • Invoice Date: Date of the invoice; the due date calculation uses this date.
      • The Accounts Payable Aging report can be run by document date, due date, and invoice date.
    • Description: Enter a description if desired; the value entered here will also be the default description for each line item.
    • Document Date: Enter the document date.
      • The Accounts Payable Aging report can be run by document date, due date, and invoice date.
    • Post Date: Determines which fiscal period the vendor invoice is posted into.
      • This date must be within the Fiscal Period.
    • Fiscal Period: Along with the post date, determines which fiscal period the vendor invoice is posted into.
      • The Post Date must be within the Fiscal Period.
    • Payment Terms: Select the appropriate Payment Terms.
      • Payment Terms are added/edited in Admin > Setup < Accounting.
      • Payment Terms will default from the Vendor Profile tab in the Vendor Org Setup. If default payment terms are not specified in the Vendor Profile tab, the payment terms will default to the system default payment terms.
    • Due Date: Enter a value to override the default value.
      • The Due Date calculates a default value automatically using the Invoice Date and Payment Terms.
      • The Accounts Payable Aging report can age vendor invoices by the due date.
    • Discount Date: Enter the date through which a discount is available.
      • The Discount Date calculates a default value automatically using the Invoice Date and Payment Terms.
    • Discount Amount: Enter the discount available through the discount date.
      • The Discount Amount calculates a default value automatically using the Invoice Amount and Payment Terms.
    • Require a separate payment: Select this check box if the vendor requires payment for this vendor invoice on a check by itself.
      • Defaults automatically from value in Vendor Profile.
    • Recurring: Select this check box to signal that this is a recurring vendor invoice and the system will automatically generate the next invoice in the sequence.
    • Occurrence: Enter the total number of expected vendor invoices.
    • Originating Document #: This is automatically populated for recurring vendor invoices and represents the first vendor invoice in the recurring series.
    • AP Account: The liability account to which the invoice will be posted. 
      • Will default based upon settings in the Posting Groups.
      • You may select a different account - if changed, the new account will be used as the default in subsequent vendor invoices entered.
    • AP Organization: The financial organization to which the liability for the invoice will be posted.
      • Will default based upon settings in the Posting Groups.
      • You may select a different organization - if changed, the new organization will be used as the default in subsequent vendor invoices entered.
    • Hold Payments: Select this check box to signify that you are holding payments for this vendor invoice.
      • When generating a vendor payment, a check mark will appear in the Hold column for all vendor invoices that are on a payment hold.
      • Vendor payments can be generated for vendor invoices on a payment hold if the user elects to do so.
    • Reason: Enter the hold reason.
    • Comments: Enter comments as required.

  4. After clicking Save, the vendor invoice is assigned a system-generated document #, and a menu appears on the left allowing you to add detailed line items, add attachments, and view the vendor invoice. Complete the Details screens based on whether or not you are using purchasing and vendor invoice approvals (see next section).

Create Vendor Invoice Details

This next step will vary based on whether or not you are using Purchasing, and if you require approvals on Vendor Invoices. 

Without Purchasing and without VI Approval

You will use the appropriate submenu (Labor, Expenses, Items) to enter the VI details. You will then submit and post as normal (with no approval required). 



  • Account: Accounts that allow transaction entry.
  • Organization: Financial organizations in the chosen legal entity.
  • Reference: Defaults to the reference entered at the summary level; can be overridden on each line item.
  • Description: Defaults to the reference entered at the summary level; can be overridden on each line item.
  • Date: Defaults to the document date at the summary level; can be overridden on each line item.
  • Amount: Defaults to the remaining amount to distribute (e.g., Invoice Amount - Total Amount already entered in the detail grid); can be overridden on each line item.
  • Project: If the account requires project entry (determined via the Transactions Require Project check box on an account), this field is required.
  • Task: If the account requires project entry (determined via the Transactions Require Project check box on an account), this field is required if there are tasks on the selected project AND the project requires tasks for expense reporting (determined by the Project Management Level section on the project's Profile tab).
  • Project Type: Select the project type - defaults to the project type of the specified project.
  • Expense Type: The expense type will automatically populate based on the account and project type selected.
    • Select the correct Expense Type if multiple Expense Types are mapped to the account.
  • Person: The person field is there in case you want to associate a person with the transaction. The value carries over to the detail GL and to the project system where it is available in the reports and for billing, essentially the same as if you enter the expense on an expense report for the person. Posting Group does not consider this value.  
  • Add Row: To add additional items on another detail row, click the new row button.

In the left menu:

  • Click Attachments to add files (a scanned image of the vendor invoice or the supporting vendor contract, for example) to the vendor invoice.
  • Click View to view the summary and detail sections of the invoice.

You would then proceed with the normal process of Save, Submit, and/or Post.

Without Purchasing and with VI Approval

You will use the appropriate submenu (Labor, Expenses, Items) to enter the VI details as outlined above.

You will then submit and post as normal (with no approval required). (Roles that can do this are AP Poster or AP User). You will also select an Approval Group and submit the VI.

After approval by the AP Manager, the AP Poster can post.


With Purchasing and without VI Approval

A PO in the OPEN status may be associated with the VI when you first add the Vendor Invoice to the system.




After saving, you will use the appropriate submenu (Labor, Expenses, Items) to continue processing the VI. 

Use these submenus to associate PO lines to a vendor invoice.






*NOTE: The APPROVED PO xxx LINES section is collapsed by default. Expand that section to see any approved PO xxx LINES.

Click the icon (highlighted above) to add the lines to the VI section.  The All icon at the top will add all lines at once.  When all lines have been added, click Save.

You will then Submit and Post the VI as normal (with no VI approval required).

With Purchasing and with VI Approval

Proceed as above for Purchasing without VI approval up until the point of Submitting. Once you Submit, you will get to a screen (below) where you will select an Approval Group and submit the VI.

After approval by the AP Manager, the AP Poster can post.  You can utilize the Vendor Invoice Status report to see the status of any submitted vendor invoices.


Process Flow Chart

Click here for AP Process Flows. 

Check Field Mapping

The below image captures how Vendor Invoice fields map to printed checks in Unanet:

Troubleshooting

  • AP Poster and AP User can add Vendor Invoices.
  • A value for the Expense Type will not be available if the Account specified for the detail line is not associated with an expense type. Expense types are normally mapped to Accounts by project type (e.g., Lodging expense will map to Lodging Expense - Direct, Lodging Expense - Overhead, and Lodging Expense G&A accounts based on project type charged) but can also be mapped to an account directly at the expense type level (e.g., Computers maps to Computer Assets account).
  • Vendor Invoices cannot be Submitted or Posted until the sum of the Details equals the Invoice Amount.

Additional Information

Help Docs - Vendor Invoices


  • No labels