Use this tab to authorize invoices. When the grid displays,
the list of invoices includes all of the invoices that are eligible for
payment for the selected propertycompany.
Using this tab, you can authorize all invoices or some invoices for payment.
Prior to authorization, you can display the detail lines making up an
invoice.
If your security settings allow you to modify invoices,
then clicking on the invoice number opens the Edit Invoice page. Otherwise,
the Invoice Inquiry page appears. To determine your security permissions,
place your cursor over the Inv# link. Either Edit
invoice or View invoice
will appear, indicating your permissions.
The following links, fields, and buttons appear on the
page that displays when you select the menu option.
Click this link to display the
and select a date, batch, and companydate, batch,
company, and entity.
Header
Current PropertyCompany
The propertycompany
you currently have selected. Select another propertycompany
from the drop-down list. The invoices associated with that propertycompany
display in the grid below.
Find [Column Title]
This field defaults to INV#;
however, if you click any underlined grid column title, the field label
changes to reflect your selection. You can then search for entries based
on the field label. For example, if you know the invoice description,
click the Description column title and the find
field label changes to Find Description.
Enter the first few letters or numbers to search
for (or select from a drop-down list if one displays),
and then select the Find button. The items that
are the nearest match to your entry display in the grid below. Click column
titles to sort the list further.
Select All
This option is selected by default and as a result
the system selects all invoices for authorization automatically. Click
the Select All box if you want
to de-select all invoices. You can then select individual invoices for
authorization by selecting their individual boxes in the Authorize column
of the grid.
Go Button
Use the Page field and
the
to display additional pages when the list of entries in the grid is longer
than one page.
Grid
Inv #
The invoice number that appears on lists and in
reports. Select the invoice number link in this column to display the
invoice detail lines making up an individual invoice. Click this column
title to sort the list and change the Find field.
Click a number link to display the inquiry detail tab.
Invoice Date
The date the invoice was created. The date appears
on lists and in reports. Click this column title to sort the list and
change the Find field.
Date
The invoice header date. The date can be earlier
than the Created date for backdated invoices. Click this column title
to sort the list and change the Find field.
Vendor ID
The vendor identification that appears on lists
and in reports. Click this column title to sort the list and change the
Find field.
Short Name
The short name of the vendor that appears on lists
and in reports. Click this column title to sort the list and change the
Find field.
Description
The description of the invoice that appears on
lists and in reports. Click the column title to sort the list and change
the Find field.
Amount
The total amount of the invoice. Click this column
title to sort the list and change the Find field.
Documents
Click the icon to open the Documents
tab.
Authorize
Select the check box to authorize the invoice
for payment. To select all invoices at one time, select the Select
All check box in the header.
Selected Invoices Total
Shows a running total amount of invoices selected
on all pages of the grid.
Buttons
Print Selected Invoices Report
Click to print the Selected
Invoices Report, which prints a report showing Invoices selected for authorization
on the Invoice Authorization grid. The report is sorted by Vendor ID and
then by Invoice. The report shows Invoice #, Invoice Date, Due Date, Description,
Vendor ID, Name, Invoice Amount, Total for Vendor and Total for Selected
Invoices.
Update Authorization
After selecting invoices to authorize for payment,
click to put the invoices through the authorization process, which creates
a voucher to maintain an audit trail and makes them eligible for selection
during Check Entry. The process is
designed to allow you to select invoices on one or more pages and authorize
them all when you click Update Authorization.
Note
To Authorize All Invoices for Payment