Creating an Invoice Manually

If your provider account is not set up for EDI invoicing you will need to enter invoices manually.

See Invoice Overview for more information on invoices.

1. Go to the Acquisitions menu and selecting Create Invoice.

2. Fill in the fields in the top section of the invoice.

1. Retrieve the purchase order from which you want to create the invoice.

2. Click on one of the following buttons to pull all line items and charges into a new invoice.

• Create Invoice (Currently behaves the same as the option with PO prices)
• Create Invoice with PO prices
• Legacy Create Invoice (Creates the invoice in the legacy interface)

OR

• Select the line items in the PO that are on your paper invoice and click Actions → Create Invoice from Selected Line Items

3. In the Vendor Invoice ID box enter the invoice number from the paper invoice.

4. The Provider, Shipper, Receive Method, and Receiver fields will fill in automatically.

5. (Optional) Fill in Invoice Type, Payment Method, Payment Auth, and Note.

6. Update the Invoice Date to match the invoice date on the paper invoice.

There are three options for adding line items to an invoice. These options can be used in combination with each other.

1. Click on the Search tab in the invoice.

2. Select your search criteria from the drop down menus.

3. Check off Keep Results between searches.

4. Once you have configured your search, click Search.

5. Select all the line items you want to add to the invoice.

6. Click Add Line Item(s) to Invoice

7. Click back on the Invoice Line Items tab to get back to the invoice.

1. Retrieve the purchase order.

2. Check the boxes beside the line items you would like to link to your invoice.

3. From the PO Actions menu, select Link Selected Line Items to Invoice.

4. In the pop up box that appears, select the provider from the typeahead dropdown.

5. Enter the invoice number of the invoice you would like to link the line item to.

6. Click Link Invoice.

7. In the Link Invoice box select the provider and the invoice number of the invoice you would like to link the purchase order to.

8. Click Link Invoice.

9. The invoice will open in the same tab and all the line items on the purchase order will be added to the invoice.

1. Retrieve the purchase order.

2. Click Link Invoice.

3. In the Link Invoice box select the provider and the invoice number of the invoice you would like to link the purchase order to.

4. Click Link Invoice.

5. The invoice will open in the same tab and all the line items on the purchase order will be added to the invoice.

6. Click the Detach link at the end of any line item to remove any that are not on the paper invoice.

1. Retrieve the purchase order.

2. Click on the Create Invoice button in the header of the purchase order. An invoice will appear with all the line items and charges that were in the purchase order.

3. Fill in the Vendor Invoice ID from the paper invoice.

4. Detach or Remove any line items or charges that don't belong on the invoice.

1. If necessary, for each line item, fill in the number of items (copies) being invoiced in the # Invoiced and # Paid fields. The two numbers should be the same.

2. If necessary, fill in the billed amount and either hit Tab. The Paid amounts will fill in automatically. The Billed and Paid amounts should be the same.

See |Direct Charges for more information.

Click Save and then Close Invoice.