Choose No if an approval process is not required for your organization.

Multiple activities and multiple funding accounts might be associated with an invoice. Each activity has a single controlling account for a fiscal year. If an activity spans multiple fiscal years, it might contain more than one controlling funding account.

The owner for each associated controlling funding account must approve every invoice.

Invoices must be reviewed by a user who has the Invoice Approvals, Access right.

Your organization has a pool of financial administrators with the Invoice Approvals, Access right who are responsible for approving invoices. The users can perform approvals for invoices associated with their finance group.

Invoices must be reviewed by one or more users. The approvers are determined by the Authorization Trees module and the Authorization Rules module configuration.

An authorization tree lists the users involved in the approval process, and defines the total amount that each user is authorized to approve.

An authorization rule contains criteria that determine which commitments are reviewed by the users in a specific authorization tree.

The total amount of the invoice determines which users in an authorization tree must review the invoice.

More than one user might review an invoice, depending upon the total amount of the invoice.

Similar to Yes - By Invoices Approval, Authorization Rules, but also determines whether the user can select No in the Final Approval Pooled field in an authorization rule.

The Final Approval Pooled field defaults to Yes and does not allow you to change the field.

Choose the category assignment for the invoice.

The type you select might affect the additional tabs, sections, and fields that appear.

You create invoice types in the System Types module in System Tools.

Choose the commitment to associate with the invoice.

Use one of these methods to search for a commitment:

• Click to select the Search for Commitments check box on the Invoice Lookup tab.
• Click the search button that appears next to the Commitment ID field on the Details tab of the invoice.

If your organization uses a commitment approval process, you can associate an invoice with an approved commitment.

The Commitment ID Required system parameter controls whether this field is required for your organization.

Choose the active supplier to associate with the invoice.

Use one of these methods to search for a supplier:

• Enter search criteria on the Invoice Lookup tab when you create a new invoice.
• Click the filter button on the Details tab when you create or edit an invoice.

If the invoice is associated with a commitment, the supplier is selected and you cannot edit the supplier.

If the supplier for the invoice has not been added to the master list, you can create a new supplier from the Details tab when you create or edit an invoice.

If you cannot locate the supplier to associate with the invoice, one of these issues might exist:

• The supplier exists in the master list but is inactive. In this situation, edit the supplier record in the master suppliers list and change the supplier to the Active status.
• The supplier exists but is not in the same finance group as the activity or activities associated with the invoice.

Choose the contact for the supplier.

This is useful if the supplier has multiple locations or contacts.

Type the unique invoice number for this invoice.

Each invoice you associate with the same supplier must have a unique number. The supplier that issues the invoice typically assigns this number.

Choose the date that is on the invoice.

The invoice due date is determined by the invoice date, plus the amount of days entered in the Net field.

Choose the date on which the invoice was received.

This field appears on the Approve Invoice - Details page.

It indicates the sum of the invoice items.

If the invoice currency is different from the base currency, the amount is displayed in both currencies.

Choose the state of the invoice.

This field appears on the View Invoice - Details page.

It indicates the currency in which the invoice should be paid.

The currency for an invoice can be different from the currency for the activities with which the invoice is associated.

Choose the open fiscal year in which the invoice is to be paid.

If you create the invoice in an activity, the available fiscal years are limited to the fiscal years with which the finance group is associated.

Type the number of days after the invoice is received that it must be paid.

The due date for the invoice is determined by the invoice date, plus the amount of days that are entered in the Net field.

This field indicates the date by which the invoice must be paid.

This date is determined by the invoice date, plus the amount of days that are entered in the Net field.

Choose the user who created the invoice.

Choose the user who is responsible for the invoice.

This field indicates the date on which the invoice was paid. It cannot be a future date.

If your organization uses an approval process for invoices, you cannot complete this field unless the invoice is approved. If your organization uses an accounting integration, this field is read-only, and is updated automatically.

This field might be set to Yes automatically when the invoice is approved, depending on the Set Paid On Invoice Approval system parameter setting.

All invoices begin with the Draft status during which time it can be deleted. To proceed to another status, submit the invoice for approval.

Invoices associated with a commitment and that have a status of draft do not count against the commitment total until the invoice is submitted.

After you submit an invoice for approval but is not yet approved, it has the Pending Approval status. While an invoice is pending approval, you can retrieve, cancel, or delete the invoice. The type of approval process your company has configured determines the wording of this field. The invoice can be either approved or rejected.

The invoice cannot be modified during this time except within the review by a user with the Invoice Approval, Edit right unless the approval is based on authorization rules.

Once the invoice is reviewed and approved and the status is Pending Payment, any changes that impact the invoice amount or the funding account allocation can be reconciled using a journal voucher or by editing the invoice directly if you have the Invoice, Edit Paid right.

The invoice can progress to the Paid status by one of these methods:

• If your company does not use an accounting integration, enter the date in the Date Paid field for the invoice.
• If your company does use an accounting integration, the Date Paid field is populated automatically once the invoice has been paid.
• The Set Paid on Invoice Approval system parameter is set to yes, so the Date Paid field is populated automatically when the invoice is approved.

When an invoice is pending payment, the financial status of the associated activity cannot be set to Locked.

Indicates the invoice has been paid.

You can edit a paid invoice directly if you have the Invoice, Edit Paid right, or by using a journal voucher.

The type of approval process your organization has configured determines the wording of this field. If an invoice is rejected, you can choose to edit the invoice and resubmit it for approval. You can also choose to cancel or delete the invoice.

If your company uses an accounting integration, this status might be set by the integration if an invoice is rejected. You can choose to edit the invoice and resubmit it for approval. You can also choose to cancel or to delete the invoice.

You cannot edit a canceled invoice. You can delete a canceled invoice.

This field appears if you associate the invoice with a commitment.

It contains the items for the commitment to which you associated the invoice.

This field appears if you associate the invoice with a commitment.

It indicates the fiscal year associated with the selected commitment item.

Type the quantity of the item.

The quantity is multiplied by the price to determine the total invoice item cost.

If the invoice is associated with a commitment, the quantity value is populated with the quantity value for the commitment items.

Type the price for the item.

The price is multiplied by the quantity to determine the total invoice item cost.

If the invoice is associated with a commitment, the price value is populated with the price value for the commitment items.

If you manually enter the price, do not type commas or other whole number separators. To view the monetary values with comma separators, position the cursor over the field. The ScreenTip displays the amount with commas included.

This field appears if you access the invoice from outside of an activity.

Choose the activity to associate with the invoice item. The invoice item total is applied to the actual activity invoice costs.

If the invoice is associated with a commitment, this field is populated using the value from the commitment.

This field appears if the Expense Categories in Financials system parameter is set to Yes. Depending on the setting of the system parameter, the field might also be required.

Choose the expense category to associate with the invoice item.

If the invoice is associated with a commitment, the expense category defaults to the value for this field in the commitment items. You cannot change it unless the fiscal year for the commitment is different from the Scheduled Payment Fiscal Year field value for the invoice.

Choose the funding account to fund the invoice item.

If this field is set to Automatic, the funding account that is charged for the invoice item is determined by the configuration of the Funding Accounts section in the associated activity.

If this field contains a specific funding account, the account is associated with the entire invoice item amount even if this funding account is not on the activity funding account allocation.

This field indicates the sum of the invoice items.

This value is calculated using the quantity and price information you enter for each invoice item.

The notification contains the ID, supplier, activity, purchase order number, and amount of the invoice.

It is sent to the controlling funding account contacts for the activities associated with the invoice.

An invoice is created, and the approval process is based upon the Invoice Approval, Access right.

The notification contains the ID, supplier, activity, purchase order number, and amount of the invoice.

It is sent to the users with the Invoice Approval, Access right, except the user who created the invoice.

An invoice is created, and the approval process is based on authorization rules.

The notification contains the ID, supplier, activity, purchase order number, and amount of the invoice.

• If the approval method is single, the notification is sent to the selected approver for the invoice, provided that, in the corresponding authorization tree, the Notification field is set to Yes for this approver.

• If the approval method is sequential, the notification is sent to the first approver for the invoice, provided that, in the corresponding authorization tree, the Notification field is set to Yes for this approver. If the invoice is approved, the next approver is sent a notification, and so on, until the approval process for the invoice is complete.

For more information about authorization rules or trees, see Budget Allocation.

An approver is removed from the list of approvers, or a review is delegated to a different approver.

The notification contains the invoice details, with a message indicating the approver no longer needs to review the invoice.

It is sent to the affected approver, provided that, in the corresponding authorization tree, the Notification field is set to Yes for this approver.

An approver is added to the list of approvers, or is selected as a replacement reviewer.

The notification contains the ID, supplier, activity, purchase order number, and amount of the invoice.

It is sent to the selected approver, provided that, in the corresponding authorization tree, the Notification field is set to Yes for this approver. If the approval method is sequential, the notification is sent when it is the turn of the approver to review the invoice.