ACQUISITIONS

Chapter 8. INVOICE AND PAYMENTS

   

 

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Invoice Entry Without an Order

The Invoice entry without order link lets you add an item for which there is no order to the Invoice.

To enter an item without an order to the Invoice:

1. On the Finalize Invoice screen (see Finalizing the Invoice for details), click the Invoice entry without order link.
   • The Invoice Entry without Order screen displays.

• The Price field is pre-filled by the system.

2. Enter a description of the item purchased in the Item Purchased text box.
3. Enter the name or initials of the staff member who approved the purchase in the Approved By text box.
4. Select the fiscal year for which the purchase is being invoiced from the Fiscal Year menu.
   • The Fiscal Year menu lists all fiscal years for which at least one Fund Account exists (see Fund Account Maintenance for details).
5. Select the fund to be encumbered for the purchase from the Fund menu.
6. If desired, add any notes related to the purchase in the Notes text box.
7. When all required information has been entered, click the Submit button.
   • A confirmation screen displays.

• The screen shows the Vendor for whom the invoice is being prepared, the Item purchased, the Price of the item, the Fiscal Year and Fund to be encumbered, and the name or initials of the Staff member the invoice was Approved by.

8. Click the Add to Invoice button to add the item to the invoice. (Click the Cancel button to return to the Invoice Entry without Order screen without adding the item to the invoice).
   • The system returns to the Finalize Invoice screen.
9. Add additional orders to the Invoice as desired.

 

 

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< PREVIOUS Chapter 8 Adding Orders to the Invoice

CONTENTS INDEX

NEXT > Chapter 8 Adjusting the Invoice Total