Invoices that will be sent to AP for payment should be marked Accounting Department.Invoice date matches invoice date on the vendor's invoice.Invoice number matches invoice number on the vendor's invoice.Total amount matches Total invoice lines amount.Confirm that the data on the summary tab matches the invoice, checking: Note that the invoice is in Pending Status. Select Edit from the row action item list icon.If needed, click on the Assigned to Me tab. Use the back arrow next to the Vendor Details screen to return to the Waiting for Approvals invoice list.Payment Address on the Contact Information tab should match the remit address on the vendor's invoice.Name on the summary tab should match the name on the vendor's invoice.Click on the Vendor Name for the invoice on the Waiting For Approval screen to open the vendor record. Confirm that the vendor record associated with the invoice is correct.Click on the invoice number to pull up the invoice detail.Use the on-page search menu to find a specific invoice that is waiting for approval.Assigned to Others: Invoices that other staff have viewed are reviewing.Unassigned: Invoices that have not yet been assigned.Assigned to Me: Invoices you have already viewed or that have been assigned to you.Waiting for Approval invoices are separated into three tabs:.Additional options are available to search for specific invoices or all invoices for a vendor from the persistent search bar, if preferred. To see invoices waiting for approval, go to Acquisitions > Receiving and Invoicing > Approve.You must continue to use “AP Views” in Oracle to see payment information. Once the invoice is sent to Oracle AP, the payment is made and all information related to the payment resides in Oracle. Regular invoices reach this final status after the batch file is sent to Accounts Payable.Adjustment invoices reach this final status immediately after approval.Regular approved invoices stay at this status until the batch process to submit invoices to Accounts Payable runs (Monday - Friday at 6:00 pm, Eastern time).Invoices are either sent back to In Review or approved. Financial approvers review all invoices waiting for approval.After Technical Services units have completed processing the invoice, they will use the Save and continue function to move the invoice to the tasks lists of financial approvers.
SEARCH EXPRESS INVOICE NOW CODE
Note that the Reporting Code does not generate an alert so it is important that this is manually checked before proceeding.An alert will pop up if not all data has been entered. The system checks to ensure all required data is present.An invoice may be returned to this status for correction when reviewed by financial approvers. Invoices retain this status will they are processed by units.This is the first status and invoice receives after it is created (import via EDI, generated from a Purchase order, manually keyed).If the alerts do not need to be addressed, the invoices can be audited and approved.If there are items to be corrected the invoice should be set back to review.Some Invoice lines are not linked to PO linesĪlerts should be reviewed for items that need to be corrected:.Some Invoice Lines differ in price from their linked PO Line.Invoice contains vendor account which differs from one or more linked PO Lines.Under the exclamation point “!” you can see any alerts that have been generated for the invoice. Set Back to Review: Send the invoice back to the processor for correction.Assign To: Send the invoice to the approval queue of a specific person.Edit: Make changes to and/or approve the invoice.Each invoice has an row action item list icon (an ellipsis) that allows you to: Invoices are approved on the Waiting for approval screen. Each Technical Services Unit has a distinct set of budgets they are allowed to access based on the tub/org they service. Invoice approval assignment is based on the owner of the Purchase Order (PO) and invoice. In order to approve invoices in Alma you must have the “Invoice Manager” role authorized for a specific Technical Services Unit.
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