MANUALS > Link > Link Module > Link, Update Menu > Invoice Entry > Invoice Selection, General Tab

Invoice Selection, General Tab

The Invoice Selection, General Tab is used to query for invoices based on the following search criteria. Enter any of the below search criteria to query for a desired invoice and select the Find button.

Query:

The following information/options are available in this window:
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Invoice Status

Status of the invoice.

All - All Invoice Statuses as described below.

Authorized - If the Invoice is placed on Hold Status due to the Invoice being out of tolerance, the Status will change from the Hold Status to the Authorized Status upon being accepted by the user of the correct authorization status.

Closed - Once the Invoice has been post, it will go to Closed Status.

Hold - Invoice goes to Hold Status if it is out of tolerance. Users may also elect to place the Invoice on Hold Status if required.

Open - All Invoices have not yet posted/paid. Open defaults for all newly created invoice headers.

Paid - The status is used based on API requirements for the third party financial application.

Note: Paid status has the same meaning as the Closed status and only the third party financial application through the interface may create this status, if defined.

Pending - The status is used based on API configuration and requirements for the third party financial application.

Note: Switch APINCLST must be set to Yes and the Config Other field populated with PENDING for invoices to be set to a Pending status.The invoice will maintain a Pending status until the system receives data from a third party (accounts payable) financial software. No Journal Entries will be created for the invoice transactions when the switch is set to Yes. Switch APINCLST-RL must be set to No for APINCLST to function properly.

Note: The Pending status works Pre-Post status for a particular API Interface.

Pre-Post - This status is only created with a particular API interface if a Pending status invoice is paid using a third party financial application, the invoice will go to Pre-Post status when the third party financial application delivered the status information to the system.

Note: The Pre-Post status will place the Invoice in the One Step Invoice Post feature. Pre-Post status invoices will not update financial information of the system; therefore, the One Step Invoice Post will allow the users to change this status to Closed to update the system's financials.

Released - The status is used based on API configuration and requirements for the third party financial application.

Note: Switch APINCLST-RL must be set to Yes and the Config Other field populated with RELEASED for invoices to be set to a Released status. Invoices in a Released status can then be closed or reopened via the Invoice Release Selection window. When set to No, the status of the invoice will be Closed and the invoice will be posted to the relevant interface.

Vendor

The system code for the service/part provider.

Financial System Id

The corresponding Vendor code from the company financial system.

Invoice

The reference number (identification) on the received invoice and previously entered. This number is usually printed on the received invoice.

Terms

The terms of the invoice (NET 10, NET 30, etc.).

Invoice Created By

The name of the user who created the invoice.

Order Status

Status of the order.

All - All Order Status, as described below.

Cancel - Order is not to be processed, received, or invoiced.

Closed - All Order line items have been received. The status will automatically change to Closed status.

Open - All Order items have not yet been received. Open defaults for all newly created order line items.

Note: When creating a new Invoice Header it will be important that the correct status of the order is selected in the Order Status drop down selection field. Otherwise, the user may not be able to locate the order in the Invoice Order Selection window. Please see the Invoice Order Selection Flags section of this manual for additional information.

Linked Order Type / Number

The type of Order and order number entered with the Invoice.

Line

The Invoice Line item number.

Voucher

Voucher number entered on with the Invoice.

Selected Order Type / Number

The order that this received invoice is associated with. If you leave this field blank and enter a vendor in the Vendor field, you will be presented with a list of all Orders associated with the specified Vendor in the Invoice Order Selection window.

A/P System Reference

Accounts payable system reference.

Invoice Authorization Pending radio button

Select this radio button to query for Invoices that are 'Pending' authorization.

Invoice Authorization Rejected radio button

Select this radio button to query for Invoices that have been 'Rejected' through the authorization process.

Invoice Authorization All radio button

Select this radio button to query for 'All' Invoices.

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Results:

The following information/options are available in this window:
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Status

The status of the invoice.

Invoice Category

The Category specified on the Invoice Header.

Vendor

The system code for the service/part provider.

Vendor Name

The official company name of the Vendor.

Terms

The terms of the invoice (NET 10, NET 30, etc.).

Currency

The currency type that the invoice was, or will be, paid in.

Copy checkbox

This checkbox is selected to indicate that the invoice is not the original invoice.

Invoice

The reference number (identification) on the received invoice and previously entered. This number is usually printed on the received invoice.

Invoice Date

The date the invoice was issued by the vendor.

Receiving Date

The date the invoice was physically received from the Vendor.

Due Date

The date the invoice was due. This is determined by the entered Invoiced Date and the Terms to calculate the due date for payment.

Invoice Amount

The dollar amount of the invoice. To fully balance the invoice, this amount should be the sum of all items on the Order. If you leave this field blank now, you can return to this Invoice Header later to make any required adjustments.

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The Export as Excel button can be selected to view the queried data (including all pages) in an Excel spreadsheet. This Excel file can be saved for later use. For more information refer to the Export as Excel Button via the eMRO System Standards manual.

The Filter/Sort button is used to alter the search criteria for records associated with the host module and window. For more information, refer to Filter/Sort Button via the eMRO System Standards Module.