The following fields appear on the page.

Header

Add Invoice

Use this button to add an invoice.

Add Subcontract Invoice

Use this button to add a subcontract invoice.

This button shows only when the Track Subcontract option is turned on for the Current Property's default Entity's Policy GroupCurrent Company.

When invoicing Subcontracts, the process is the same as for invoicing purchase orders except there are no quantity or hours fields.

Refer to Subcontract Invoice Overview for more information.

Include Invoices in Approved Batches

Select this option if you want invoices that are in approved batches included in the grid display below.

Invoice ID

Use the field to search for invoice numbers. Enter the first few letters or numbers to search for. The items that are the nearest match to your entry display in a drop-down. Highlight an item and press Enter to select it to appear in the grid.

Grid

NOTE that Filter Buttons in column headers and grid pagination controls allow you to change what appears in the grid.

Invoice #

The invoice number that appears on lists and in reports. Click this column title to sort the list and change the Find field. Click the invoice number link to display to display the invoice tabs.

Documents (button)

Created

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.

Invoice 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.

Status

The status of the invoice.  The following statuses are possible: Normal, Hold, Paid, Partially Paid, Void. Click this column title to sort the list and change the Find field.

For invoices with a status of Normal, you can edit invoices.

For invoices with the status of Paid, you can edit only the 1099 selection on the Invoices screen.

Invoice Amt

The total amount of the invoice. Click this column title to sort the list and change the Find field.

Documents

One of the following icons appears in this column:

No documents are currently stored for the invoice. Click the icon to upload documents for the invoice.

At least one document is currently stored for the invoice. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.

For more information, refer to the Documents Tab instructions.

Print

Use the Print icon to print a copy of a purchase order.

Void

Use the Void icon to void a purchase order.

NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.

Delete

 Click to Delete the invoice. An invoice can be deleted until it is in an approved batch. After it is in an approved batch, it must be voided.

NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.

1. In the title bar at the top of the page, verify that the date is correct. If not, change it to date you want to use.
2. Use the Footer Links to select a Company and Batchan Entity, Property and Batch for the invoice. Selections you make become the defaults for adding invoices.
3. Click Add Invoice or Add Subcontract Invoice. The Select Vendor Tab displays.  
   Or, if you have no selected batch, the Select Batch Tab displays. Use the tab to select or add a batch.
4. Select (or add) a vendor.
   For vendors that have existing purchase orders, the Select POs for Invoice tab displays. See step 5.
   For vendors that do not have existing purchase orders, the invoice tabs display. See step 6.
5. If the Select POs for Invoice Tab displays, select purchase orders. When you are finished selecting purchase orders, select the Create Invoice button. The invoice tabs display.
6. Use the field lists on the Invoices tab to add an invoice.
7. Click Save.
8. If the Close PO's Tab appears, check the list of purchase orders being closed. A purchase order is ready to be closed when each line item is completely invoiced. Click Continue.
9. When the Invoices tab appears, your task is complete. 

1. In the title bar at the top of the page, verify that the date is correct. If not, change it to date you want to use.
2. Use the Footer Links to select a Company and Batchan Entity, Property and Batch for the invoice. Selections you make become the defaults for adding invoices.
3. Click Add Subcontract Invoice. The Select Vendor Tab displays showing only vendors that have Subcontracts.  
   Or, if you have no selected batch, the Select Batch Tab displays. Use the tab to select or add a batch.
4. Select a vendor. The Select POs/Subcontracts for Invoice Tab displays.
5. Select subcontracts. When you are finished, select the Create Invoice button. The Invoices tab displays.
6. Use the field lists on the Invoices tab to add an invoice.
7. Click Save.
8. If the Close PO's/Subcontracts Tab appears, check the list of subcontracts being closed. A subcontract is ready to be closed when each line item is completely invoiced. Click Continue.
9. When the Invoices tab appears, your task is complete. 

You can generate checks without having to set up each payee as a vendor.

Follow these steps:

1. Verify that the vendor is set up with these options:

Address on Invoice Required must be selected on the General tab,

Separate Check/Invoice must be selected on the General tab, and

1099 Category must be set to N-Not 1099 Reportable on the 1099 tab.

2. Invoice data is brought into or becomes available in eFinancials, or is gathered from another source:

The deposit refund file is imported from eSite into eFinancials using Data Transfer—Deposit Refund Import.

Invoice data is entered into ePO (and becomes available in eFinancials immediately).

Other invoice data that is needed to cut a check on the fly is available to you.

3. Invoices are added to the vendor that is set up in this manner. You process one invoice per payee, for example one invoice per resident who is to receive a security deposit refund.
4. On the Invoice Entry form in eFinancials, for each invoice, complete the following: Payee, Address, City, State, and Zip.

Add one address for each resident who is to be refunded their security deposit.

For a vendor that is set up this way, the addresses are saved to a table so that eFinancials can handle multiple addresses.

5. During the check run to pay those invoices for that vendor:

a separate check is produced for each invoice, and

each check is produced with the address that was entered for the invoice, for example, each check is addressed to the resident who is receiving the refund.

Example 1

Resident A and Resident B are moving out and receiving security deposit refunds.

Vendor X is set up as described above.

Using Vendor X, the user adds an invoice for Resident A, selects Vendor X, and then enters Resident A’s address on the Invoice Entry screen.

Next, the user adds another invoice, this time for Resident B, also using Vendor X, and then enters Resident B’s address on the Invoice Entry screen.

During check processing, two checks are cut for Vendor X: one for Resident A and one for Resident B.

Example 2

Vendor X can also be used to pay invoices added in ePO or to cut a check on the fly.

1. Use the Footer Link to select a Company a Property for the invoice. The invoices associated with that propertycompany display in the grid.
2. At Include Approved Invoices, select this option if you want approved invoices to display in the grid.
3. Use the Find field and Find Button to locate the invoice you want to edit.
4. Select the invoice link in the Inv# column. The invoices tabs display.
5. Use the field lists on the Invoices screen to edit an invoice. See the Invoices screen for a list of fields that you can edit after the invoice has been approved but not paid.
6. Click Save. The Close PO's tab displays if there are purchase orders to close. Otherwise, the Invoices tab displays again.
7. If the Close PO's tab displays, check the list of purchase orders being closed, and then click Continue. The Invoices tab displays again.

To Print an Invoice

1. Use the Footer Link to select a Company a Property for the invoice. The invoices associated with that propertycompany display in the grid.

2. If you want approved invoices to display in the grid, select the Include Approved Invoices check box.
3. For the invoice you want to print, click the Print icon.

An error message will display if the accounting invoice date is earlier than the accounting void date.

NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.

1. An invoice can be deleted until it is in an approved batch. After an invoice is in an approved batch, it must be voided.
2. Use the Footer Link to select a Company a Property for the invoice. The invoices associated with that propertycompany display in the grid.
3. At Include Approved Invoices, select this option if you want approved invoices to displays in the grid.
4. Use the Find field and Find Button to locate the invoice you want to void.
5. Click the Void icon . On the Invoices tab, the invoice Status updates to Void.

1. Use the Footer Link to select a Company a Property for the invoice. The invoices associated with that propertycompany display in the grid.
2. At Include Approved Invoices, select this option if you want approved invoices to display in the grid.
3. For the invoice from which you want to delete a line item detail, select the invoice link. The invoices tabs display.
4. Click the Detail tab.
5. For the line item detail you want to delete, click the Delete icon . The system deletes the line item detail immediately.
6. Click Save. The Close PO's tab displays if there are purchase orders to close. Otherwise, the Invoices tab displays again.
7. If the Close PO's Tab displays, check the list of purchase orders being closed and click Continue. The Invoices tab displays again.

NOTE that purchase orders and subcontracts that were closed because they were fully invoiced or closed manually are reopened by the system when an associated invoice is deleted or voided.

1. An invoice can be deleted until it is in an approved batch. After an invoice is in an approved batch, it must be voided. The Delete button displays only for invoices that have already been voided.
2. Use the Footer Link to select a Company a Property for the invoice. The invoices associated with that propertycompany display in the grid.
3. At Include Approved Invoices, select this option if you want approved invoices to displays in the grid.
4. For the invoice you want to delete, click Delete icon . The invoice tabs displays.
5. Click Confirm Delete. The Invoices tab displays again.

NOTE that Detail lines that are on hold display when the invoice is select for payment, but are not available for selection. To release the hold for a detail line, you must remove the hold code.

1. From the Invoices tab, click More for the detail line you want to place on hold.
2. From the Hold drop-down list, select a hold code.
3. From the Invoices tab, click Save.

NOTE that this option is available only when the Auto-authorize invoices for payment during invoice entry global policy is not selected. To complete this task, you must have security permission to authorize invoices.

1. Use the Footer Link to select a Company a Property for the invoice. The invoices associated with that propertycompany display in the grid.
2. Select the invoice you want to unauthorize. The General tab appears.
3. Clear the Authorized check box.
4. Click Save. The invoice will be available on the Invoice Authorization Tab.