Create/Maintain Accounts Payable Invoices (2)

Screen ID:  Screen Title:  Panel Number:

UAPINVC-03 Create/Maintain Accounts Payable Invoices UAPINVC-03

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This screen appears after using the New Invoices button and choosing a vendor from the initial Create/Maintain Accounts Payable Invoices screen, or after selecting an existing invoice on the second Work with Outstanding A/P Invoices screen.

This is the main invoice maintenance screen is used to enter specific debit (and/or credit) items. The screen allows you to enter up to 50 debit or credit entries, and arrange them as needed to match an invoice received from a vendor.

The vendor name and address will appear in a box at the top-right section of the screen. Use the lookup button in that box to access A/P Vendor Inquiry and see contact information and paid history for this vendor (you can even print an envelope for this vendor).

Start by entering basic information about the invoice at the top. The system requires that an invoice date be entered, but the remaining fields are optional. Next, use the fields in the list to enter individual items to be paid (debits). See Field Descriptions below for more details on how to work with this section of the screen.

Once all information has been entered for this invoice, use one of the following buttons to save:

• Save/Next Invoice – will save this invoice and start another new one for this same vendor.

• Done/Next Vendor – will save this invoice and let you choose another vendor to create another one.

• Done/Exit – will save this invoice and exit all the way back to the home page.

TIP: If you wish to save this invoice and go back to the list of all outstanding invoices for all vendors, use Save/Next Invoice then use the left arrow (backup) button.

Creating a Template

Any invoice can be saved as a template by clicking the Template checkbox near the top of the screen then saving as usual. Other tips for working with templates:

• A template must have descriptions and amounts entered for individual debit/credit items, but the amounts can be left as 0.01 if you wish to use the entries only as placeholders.

• A G/L account number is not required to be entered when working with a template like it is when saving a normal invoice.

• While both actual invoices and templates can be copied to speed up the creation of new invoices in the future, templates are automatically omitted on various other A/P screens, such as ones used to select invoices for approval or payment.

• TIP: You can also use the template feature to save an invoice that you’re working on but aren’t completely done yet, to avoid it being accidentally selected on another screen in the accounts payable system. Just uncheck the Template flag when you’re ready for it to be saved as an actual invoice.

Integration between CU*BASE and Your Imaging Solution

This screen has a link to your imaging solution to further integrate with CU*BASE. The “Scan e-Document” button is used for scanning an invoice into your imaging solution.

• Remember: Only documents warranted by the CU*Spy online vault 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.

Field Descriptions

Field Name	Description
Invoice date	Required; enter the date of the invoice (will default to today’s date).
Due date	Optional; enter a due date if appropriate.
Invoice #	Optional; enter an invoice number or other identifier, if appropriate. Letters, numbers, and most symbols such as - and / are allowed.
Template	Check this box to save this entry as a template. This will cause the system to hide this record from any other A/P dashboards such as the ones used to select invoices for payment. Templates can then be copied and used to create actual invoices, such as to set up a standard layout of the individual debit items for consistency.
Purchase order	Optional; enter a PO # or other numeric identifier, if appropriate.
Delete	Click any in this column to remove that entire entry from the list. A confirmation window will appear.
Description	Enter a description for this individual debit (or credit) entry. While an entry is not required, remember that the description from the first entry in the list will appear for reference on the Work with Outstanding A/P Invoices showing all invoices for this vendor.
Amount	Enter the amount to be paid (debit) or amount to be refunded (credit) for this line item. An entry is required if a description and G/L account are entered.
Branch #	Enter the branch/location number to which this item should be booked in your G/L. Unless this is a template, an entry is required if an amount is entered.
Debit G/L Account #	Enter the G/L account to which this item should be posted as a debit. Unless this is a template, an entry is required if an amount is entered. If a Debit G/L account has been configured for this vendor in the A/P Vendor configuration, an account # will automatically be entered into this field. It can be changed as needed. • NOTE: If this item is to be a credit (refund) on this invoice, clear this G/L account and instead check the Credit checkbox and enter a G/L in the Credit G/L account # field.
Credit G/L Account #	If this item should be handled as a credit (refund) on this invoice, clear the G/L account in the Debit... column, enter a G/L account here and be sure to check the Credit checkbox. • NOTE: If a Credit G/L account has been configured for this vendor in the A/P Vendor configuration, an account # will automatically be entered into this field. It will only be used, however, is there is a checkmark in the Credit column immediately to the right of this account. If you default this value in, then when entering debit items you will need to clear the account # in this field. (Usually it’s recommended not to default the credit G/L account # for this reason.)
Credit	This checkbox must be checked in order for the amount to be posted as a credit (refund) on this invoice. If checked, an account # must be entered into the Credit G/L Account # column.
Rearrange	Use the and buttons to move this invoice item either up or down, rearranging the order in which the item appears to more closely match the source invoice.
Insert Rows	Use the button to insert a new, blank line between two existing line items. (Remember that only 50 items can be entered altogether, so if you have already filled in 50 lines, this feature will not work.)