Select and pay invoices

Select invoice

The Select invoice screen is available within the Options menu in Order administration. To view a complete list of imported invoices:

1. Go to Options > Select invoice.  An Invoice/Order choice screen opens. This list includes all invoices that contain items that have not yet been linked/processed.  
   1. Use the tabs at the top of the screen to filter invoices:
      • Received invoices
      • Received packing list
      • Non-EDI orders/invoices
      • Paid invoices
2. Select an invoice from the table and click OK. The invoice displays on the Order administration screen.

Select invoice by date 

Multiple invoices with the same date can be searched for and processed at once. To select invoices by date:

1. Go to Options > Select invoice(s) by date to search for an invoice by invoice date. A Select bills by date screen opens.
2. Enter the invoice date (MM/DD/YYYY), or click the calendar button to select the date from the calendar.
3. Click OK. All of the invoice lines created on the provided date are displayed on the Order administration screen. Because the screen displays information from multiple invoices, the invoice number and vendor field are not populated.

Search by PO number 

To search for invoices by purchase order number:

1. Go to Options > Search by PO number. A Search box opens.
2. Enter all or part of a PO number and click OK. The invoice(s) that include the purchase order number displays on the Order administration screen.

Pay an invoice

The Payment overview provides a report of orders, by vendor. This overview is also used to update the budget and make orders payable.

To generate the payment overview:

1. Go to Titles > Order administration to open the Order administration screen.
2. Go to Options > Payment overview. The Make orders payable window opens.
3. Select a vendor from the Vendors menu.
4. Select a preference for Change payment status:
   • Yes - The budget is updated and the amount is transferred from the Ordered column of your budget to the Entered column.
   • No - The budget is not updated, but a report will be generated of orders for the selected vendor.
5. Click Agree. An overview of the orders opens in your web browser.

 Note:  At the beginning of the fiscal year, it is important to pay attention to the invoices from the previous year and current year. Contact your system administrator to make invoices from the previous year payable.

Select which invoice to pay

The Pay invoices option allows staff to select one (or more) invoices to pay. This option is in addition to the existing "Payment overview" feature, and either feature can be used to pay invoices.

 Note: The system option, SELINVP, must be enabled in the Manager > SystemWise > SystemWise > System Options to use this Pay invoices feature.

To select which invoice to pay:

1. Go to Titles > Order administration > Options and click on Pay invoices. A screen with all unpaid invoices will open.
2. To select invoice(s) to pay, either check the boxes next to the desired invoice(s), or click select all checkbox to choose all invoices.

    Note: Only invoices that are currently displayed in the window will be selected. Make sure that you have loaded all invoices by clicking show more until all invoices have been loaded.

3. Click Pay selected.  A pop-up window will open with the number of selected invoices and ask you to confirm payment.
4. Click Yes. the selected invoices are now marked as Paid and will no longer show in the Unpaid invoices screen.

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