Vendor Invoice Approval

Overview

The Vendor Invoice Approval program allows you to flag invoices as “approved” for payment to the vendor. This feature provides authorized operational staff with the ability to review and authorize payments for accounting.

Note: Only authorized users are able to approve invoices for payment. However, the program can still be used to change billing dates, payment dates, and the actual amounts.

Note: An item will not display on the screen if a check has already been applied to it.

Procedure

The following table describes the fields on the Vendor Invoice Approval screen.

Field Name	Data Entry	Description
Vendor Number	Enter the vendor code.	When you enter a valid vendor code, the vendor’s name and address will display to the right.
Vendor Reference	If you want to look up a particular vendor reference number, enter it. Otherwise, leave this field blank to see all vendor references.	This field allows you to focus on a single vendor reference number.
File Number	If you want to look up a particular file number, enter it. Otherwise, leave this field blank to see all file numbers.	This field allows you to focus on a single file number.
Approved Control	Enter the amount you will be approving for payment.	This figure is used as a control total for the invoices approved during this session.
ACTION	Once you have entered the Approved Control amount, the cursor will go to the ACTION field. You have the following command options: · Enter the line number of the vendor invoice you would like to process. · APPR = Approve vendor invoices up to the control total. · ALL = List ALL vendor invoices, both approved and unapproved. · NAP = List only those invoices that have not yet been approved for payment. · OAP = List only those invoices that have been approved for payment.	You have a number of options for viewing the vendor’s invoices. If you know which invoice you would like to process, enter the line number and proceed. To automatically approve invoices (in order) up to the control total entered, enter APPR. To display all invoices, enter ALL. To display only those invoices not yet approved, enter NAP. To display only those invoices already approved, enter OAP.
File	No data entry allowed.	The file number cannot be modified.
V/Ref/InvAmt	Enter a vendor invoice reference to add or change the vendor invoice reference. The invoice amount on the second line cannot be changed.	This is the original vendor reference number entered at the time of billing. On the second line is the Invoice Amount.
Vend Inv/Balance	Enter a secondary vendor invoice number. No data entry is allowed on the Balance Due amount.	The Vendor Invoice is the secondary vendor invoice number that can be used in the inquiry and printed on the Cash Requirement Report. The field on the second line is the Balance due on the invoice.
DateCosted	No data entry allowed.	This is the date assigned by Alliance Billing.
Invce Date	Press Enter skip the field or enter a new invoice date. If you have previously entered an invoice date, press ENTER to default the same invoice date into the field.	This is the actual vendor’s invoice date. If you enter a new invoice date, the pay date (see below) will be adjusted based on the vendor terms. The invoice date is used to age open items.
Pay Date	Press ENTER to accept the calculated pay date, or you may override the pay date and enter a pay date.	This is the pay date that can be calculated, based on the vendor terms, or overridden.
Real	Press ENTER to accept the default value value of N, or enter a Y. Enter Y to indicate the pay date is a real pay date.	This field indicates whether the pay date is a “real” pay date (so that the item can be automatically scheduled for payment using the Check Scheduling by Vendor/Date).
Amount	Enter the actual amount owed to the vendor. Note: You cannot change the billing amount if the G/L number is set up with a N in the A/P Final Payments field.	This is the actual amount owed to the vendor for this item. This amount will be used in inquiries and agings as well as Check Scheduling and Check Entry. Note: If an actual amount is entered or changed, the A/P file is marked with who did the change, and on what date.
Approved	Enter N or press Enter to accept the default value of N. Enter Y to approve the invoice for payment.	Only approved invoices can be paid. If you leave the default N, or change a Y to a N, the invoice cannot be scheduled for payment. The Cash Requirements Report can be configured to print only approved items. The approved status can also be used in Check Scheduling to schedule only approved items. Note: Only authorized users may approve items for payment. Note: If an item is approved, the A/P file is marked with who did the approval, and on what date the approval was made.
ACTION	To view ALL invoices, enter ALL. To view only invoices that are not yet approved, enter NAP. To view only invoices that are approved, enter OAP. To approve ALL invoices on the screen, enter APPR. To select a particular invoice, enter the line number. To scroll back and forth among multiple screens of invoices, use the scroll functions: FF, \, PR, NR, and LR. When you are done, press F5 to update the screen, or enter UR.	You have the following options: · ALL – view Approved and Not Approved invoices. · NAP – view only Not Approved. · OAP – view only Approved. · APPR – approval all invoices on screen, up to the control total entered. · Enter line number – to edit a particular invoice. · Scroll among multiple screens o FF = Go to first page o \ = Go to previous page o PR = Scroll up o NR = Scroll down o LR = Go to last page. · F5 or UR = Update and save data.