Vendor Invoice Overview

Use the Vendor Invoice window to enter vendor invoices; apply credits, premiums, shipping cost & tax; submit invoices for payment; reimburse employees; view PO balances. You'll also use the Vendor Invoice window to create credit memos recording the credit you have with vendors.

Invoice statuses

• New: An invoice that hasn't been submitted yet.

• Pending: The invoice has been submitted for payment, but the received quantity is less than the invoiced quantity. The invoice will remain in the Pending state until all invoiced items are received, the invoice is cancelled, or it is submitted for payment a second time. Invoices in the Pending state are not visible in Payment Management. If the system is configured not to use the Receiving module, invoices will never be in the Pending state.

• Submitted: All invoiced items have been received, if applicable, and the invoice has been submitted for payment. Invoices in the Submitted state are visible in Payment Management.

• Cancelled: The invoice has been cancelled using the Cancel Vendor Invoice command.

• Paid: The invoice has been fully paid or credited, in the case of credit memos.

View PO Balances

Users with the Vendor Invoice - PO Balance permission will be able to view the PO number, PO amount, amount paid to date, and PO balance in the invoice header once a regular invoice or credit memo associated with a PO is saved.

Steps in creating & processing a vendor invoice

1. Enter vendor invoices — regular, direct, credit memo, and employee reimbursement

2. Submit invoices for payment

Return to Accounts Payable Overview