Organize Invoices for Payment/Organize Invoices for Payment and Approval

Screen ID:

Screen Title:

Panel Number:

PAPAPR-01

6500

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 not shown.

Helpful Resources

Overview: Accounts Payable Approvals

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 sing "View Invoice Details" and "Scan Invoice Details.". (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.

An asterisk(*) after “Sel” column means that not all debits/credits are selected.
An asterisk(*) after the “Invoice Date” and “Due Date” columns means there are more than one date under the same invoice #. (This happens when they get entered separately but the invoice # is the same.)

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.

The Total amount prepared for payment is the total amount of all invoices on the screen. The Total items prepared for payment is the count of the invoices on the screen. These numbers will change as the filters are selected and Enter is used.

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.

NOTE: If the selected invoice will create a problem with a negative check, you will be asked to reorder the check.

Accounts Payable Approvals

If approval are activated on the Accounts Payable 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 who the invoice was sent to for approval and if the invoice was approved.

Learn more: Overview: Accounts Payable Approvals
Learn more: Configuring Tools for Accounts Payable
Learn more: Refer to the Assign approver and Send reminder to approver in the field descriptions below.

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.) 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 approver ID appears in the "Appr" column. Once the invoice as been approved, you also see a "Y" in the "A" column. Learn more: Overview: Accounts Payable Approvals topic Learn more: Configuring Tools for Accounts Payable
Send reminder to approver	(Appears if approvals are activated and sending notifications to approvers is activated.) 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. Learn more: Overview: Accounts Payable Approvals topic Learn more: Configuring Tools for Accounts Payable
Scan invoice image	Described below.
View invoice image	Described below.
ACH pmt advice note	(Appears if ACH Payment Advice is activated by the credit union) Use this to add a note to the Payment Advice PDF that explains further something about the payment. This may be use to explain an over- or under-payment, such as a rebate. The Payment Advice PDF may be sent when the ACH payment is made, depending on if it is activated. Learn more: Overview: Paying Vendor Invoices via ACH topic Learn more: Configuring Tools for Accounts Payable

Integration between CU*BASE and your imaging solution

This screen has smart links to and from your Imaging Vault!

Select an item on the list and and ProDOC will appear with the vendor number and invoice number pre-populated.
Select an invoice and then to view archived items with the vendor number and invoice number. If archived documents with both indexes are not found you will view archived items with either the vendor number or invoice number.
Indexing invoice documents is warranted for most credit unions; however it does require activation and configuration. Contact Imaging Solutions for more details.
Remember: Only documents warranted by the CU*Spy can be scanned into that vault. Clients with in-house imaging solutions should contact Imaging Solutions for assistance configuring links for use with your vault.

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.