Creating Invoices/PaymentsIt is best to have all invoices created from the PO application. However, you can create an invoice and process a payment from the disbursement screen. A paper RFP (Request for Purchase) must be properly completed and supporred by an original invoice (no statements). The following are the opening menu and initial screen.

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Once you open the screen, you must select the vendor. You can enter the first letter of the vendor and it will bring a list of vendors in the screen. Select the appropriate vendor and always make sure the address is correct. Enter the invoice number and date. If your vendor is set up with a priority level of a “1”or a “2”, you must enter “P” to override it and print the check now. Let all other items on the screens go with the default.

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In the bottom part of the screen, you will enter the account number(s) you wish to deduct the invoice payment from. You will be asked if the information is correct. If you notice an error, enter “N” and then make the required corrections. Once you are finished, enter escape to end.

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Once you escaped, you will be prompted to save the invoice as indicated below:

Make sure your check is properly placed in the printer. The system will ask if you want an alignment form. Enter no.

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The system will automatically record the next check number. Make sure this is the check number you have in the printer before you enter yes the information is correct. Once you hit enter, you will be asked if the check printed properly. Exam it carefully and make sure the check number MAS recorded on the physical check makes the number printed on the check by the checking printing company. If they agree, enter “Y” for the printed properly. If you do not, the check will not be posted but left as an encumbrance. An encumbrance is an invoice waiting to be paid (something owed but not paid).

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Editing an Invoice If you need to edit an invoice prior to payment, you go to the edit existing vendor invoice screen as indicated below.

Once in the screen you have to search for your vendor. Items with nothing in the far right column are invoices that have not been paid and can be selected for editing.

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Once you select the invoice, the system will ask you if you wish to edit or delete the invoice. Select “e” for edit and make necessary changes. If the invoice is no longer needed or already been paid, enter “d” and delete it.

When you select to edit, the system will prompt you is to whether you want to add, change or delete a line. Make the appropriate selection and following the instructions as outline in the following screens.

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The system will copy the line you select to change and populate it at the bottom of the screen for you to make your changes as shown below:

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Print CheckFor invoices with a payment priority level of “1” or higher

Once you have made the required changes to an invoice you can prepare to print the check for payment. Prior to printing checks, you want to make sure you only print what is needed. Run an edit list from the menu as show below:

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The edit list will print as show below. Those with “prior” 1 will print when you go to the print check screen.

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To print checks go to the follow:

The system will prompt you to enter the date and it will populate the next check number. Make sure this is the check number you have placed in the printer:

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The system will provide a summary of the checks generated as show below:

If it prints more than you want, tell the system they did not print properly. It will ask you which one. Before you every enter “Y” that the check printed properly, please make sure the check number you printed on the check agrees with the check number embedded on the check by the printing company. Following the prompts. It will only post the ones that you said “Y” to printing properly.

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After you have printed and posted the checks needed, you can go and delete the one not needed in the edit vendor invoice screen or change the priority code to a “2” and it will not print until you select it for payment. Invoices without a check number can be edited

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Once you change the priority to a “2”, you can return to the print check screen and as you can see from below, only one check will print.

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