Organize Invoices for Payment/Organize Invoices for Payment and Approval

Screen ID: 

Screen Title: 

Panel Number:

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PAPAPR-01

Organize Invoices for Payment/Organize Invoices for Payment and Approval

6500


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Access this screen by selecting Tool #1910: AP2: Organize Invoices for Processing.

(Two versions of this screen will appear depending on whether approvals have been activated for invoice payment.  The screen without approvals activated is titled "Organize Invoice for Payment" and is shown above the one including the approval process.)

NOTE:  If approvals is activated the invoices will need to be approved first.  Learn more here,

What date is used on a check processed by the CU*BASE Accounts Payable feature?

Using this Screen: Preparing the Invoice for Payment

This screen is used to select invoices and prepare them for payment. If approvals is activated the invoices will need to be approved first.  Learn more here,

By default, open payables are listed by due date.  All column headers that are colored are sortable.  Click the header row to sort by that column.

Use the Branch and Vendor multiple select buttons to filter the listing to show only invoices associated with the selected items.  Enter a due date range to show only invoices that are due in the range selected.  View the invoice details by selecting an item and Invoice details.  You can also view items scanned related to the invoice and scan items using the integration with your eDocuments vault.  (Read below for more information on scanning items to the vault and viewing items in the vault.)

Invoices with Multiple Items

Each invoice # is presented on a single line.  Invoice numbers with multiple items may show an asterisk in three possible areas.

Preparing an Item for Payment

When ready check the box in the Pay column (first column) in front of an accounts payable invoice or use the Select These Items to select all items.  

Then select Save/Prepare to Pay to exit the screen.  A confirmation window will appear.  Use Confirm (F5) and these items will then become vouched items ready for payment.

Items Prepared for Payment/Vouched Items

Once the invoices have been selected here, they are considered “vouchers” waiting to be paid and will appear when you use Tool 1961: AP3: Process Accounts Payable Payments. You can return to this screen later and select a different batch or some individual invoices by vendor, and these will be added to any invoices that have already been selected previously.

Once an invoice has been turned into a voucher, it cannot be “unselected” and turned back into an invoice, although you can wait to actually print the check for as long as you like.

Screen Options

Field Name

Description

Delete

Select an item in the listing and Delete to delete an invoice.  A confirmation screen will be presented.

Invoice details

Select an items in the listing and Invoice details to view the details.

Use this also to select an individual items for payment. (If approval are activated, this ability to select individual items will not be available until the item is approved.)

Assign approver

(Appears if approvals are activated Learn more.)  

Allows you to assign an approver to the invoice.  Sends you to the screen allowing you to assign an approver to the invoice. One this is done the invoice will be removed from this dashboard until it is approved on the approvals screen.

Also refer to the screen where approvals are activated.  

Send reminder to apprrover

(Appears if approvals are activated and sending notifications to approvers is activated. Learn more.)

Use this option to send a email notification to remind an approver that you are waiting for them to approve an invoice.  The notifications are not sent until you exit this screen.

Scan invoice image

Described below.

View invoice image

Described below.

 

 Integration between CU*BASE and your imaging solution

Buttons

Button

Description

Save/Prepare for Pay

Select this option to prepare the items for payment.  A confirmation screen will appear summarizing the items you have selected.

Select these Items

Use this to select all items that are ready to be prepared for payment.  If approvals are used, items that are not approved will not be selected.

Unselect these Items

Use this to deselect all items.  

Inv Descr/Inv #

This allows you to toggle the column between invoice description and invoice number.  

Vendor #/Payee

This allows you to toggle between vendor # and payee (Pay to).

Show Select Items/Show All Items

This allows you to toggle the view between showing all items and only the selected items.

 

Using this Screen if Accounts Payable Approvals are Activated

If approval are activated on the A/P Workflow Controls, this screen will be titled Organize Invoices for Payment and Approval. This screen will then have will additional approval options that allow you to assign invoices to be approved and to send notification to approvers alerting them that they are assigned.  It will also have additional columns that document where the invoice is in the approval process. (See "Documentation of Approval Process" below for details.)

Assigning Approvers

If approvals are activated in the A/P Workflow Controls, either a default approver will appear in the "Appr" column or you will need to assign an approver to approve the invoice.  Adding default approvers that do not require assigning is configured in the Vendor configuration screen.

If approvals are required, assign an approver to the invoice by selecting the invoice and then "Assign approver." You will be sent to the approvals screen allowing you to select the Employee ID to which the invoice will be assigned for approval. (Only employee IDs configured to be approvers in the A/P Workflow Controls to be allowed to approve invoices will appear.)  

Notifications to Approvers

If notifications are activated in the A/P Workflow Controls, once the invoice is sent for approval an email notification will be sent to the approver.  You can even nudge them again by email if you are still waiting for an approval to be logged by selecting the invoice and "Send reminder to approver."  These email notifcations are sent in batch when you leave this screen by selecting Save/Prepare to Pay.  If multiple invoices are available for approval, the approver will receive one notification.)

Documentation of the Approval Process

If approvals are activated in the A/P Workflow Controls, either the default approver's Employee ID will appear in the "Appr" column or you will need to assign an approver to approve the invoice.  Once the approver has approved the invoice the "A" column will have an "A" in it.  Then it will be ready to prepare for payment.  See the Using this Screen: Preparing the Invoice for Payment section above for more details.

 

 

Link to ID: https://help.cubase.org/cubase/cubase.htm#PAPAPR-01.htm