Add an Invoice

Enter what you pay your vendors for their services.

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task.
  1. Click Accounting > Transactions > Invoices.
  2. Click Add Invoice.
  3. If the invoice is a credit, select Invoice Credit.
  4. Select the Payee, the Invoice Date, and the Due Date.
  5. The Invoice Number is entered automatically based on the vendor but can be changed.
  6. In the Amount field, enter the full amount due.
    Tip: When adding a new invoice with multiple distributions, leave the first Amount field alone. Once all of your distributions are entered, click Save or Save & Add Another to calculate your total amount automatically!
  7. In the Account field, begin entering each account segment, then select it from the list that displays as you type. The fund and core account are required, the other fields are optional.
  8. In the second Amount field, enter the amount for that account.
  9. Optional: Enter a Comment and select a Project.
  10. Click Add a line if the transaction is split across more than one account.
  11. Optional: Enter a Description to describe the invoice.
  12. If you want to add another invoice, click Save & Add Another. Otherwise, click Save.

Generate Bill Payments

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task.
  1. Click Accounting > Transactions > Invoices.
  2. Click Pay Invoices.
  3. Select Bill Pay as your Payment Method.
  4. Select the invoice(s) you want to record, and click Generate Checks.
  5. Your recorded payments will display in the Posted Transactions tab.
    Note: To generate a credit, you must select it with invoices from the same vendor.

    The credit will remain in the list until you've collected enough invoices from that vendor to exceed the credit amount. If you still need to pay invoices to the vendor despite the credit, generate payments for them separately.

Generate Checks

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task.
  1. Click Accounting > Transactions > Invoices.
  2. Click Pay Invoices.
  3. Select Check as your Payment Method.
  4. Select the invoice(s) you want to print, and click Generate Checks. A PDF of your checks displays.
  5. Click the printer icon for a physical copy or Download for a PDF.
  6. Read and select the option from the Printed Checks message that applies.
    • Yes, all checks printed correctly— Marks the invoices as Paid and posts checks to Posted Transactions and the Printed Check Log.

    • Some checks need reprinting, starting with check:— After you enter the starting check number, a new PDF with only the checks that need printing is created.

    • No, I need to start over— There was an error printing your checks, and it will take you back to the previous step.

  7. Click Ok.
    Note: To generate a credit, you must select it with invoices from the same vendor.

    The credit will remain in the list until you've collected enough invoices from that vendor to exceed the credit amount. If you still need to pay invoices to the vendor despite the credit, generate payments for them separately.

Generate Credit Card Charges

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task.
  1. Click Accounting > Transactions > Invoices.
  2. Click Pay Invoices.
  3. Select Credit Card as your Payment Method.
  4. Select the invoice(s) you want to record, and click Generate Charges.
  5. Your generated charges will display in the Posted Transactions tab.
    Note: To generate a credit, you must select it with invoices from the same vendor.

    The credit will remain in the list until you've collected enough invoices from that vendor to exceed the credit amount. If you still need to pay invoices to the vendor despite the credit, generate payments for them separately.

Generate Debit Card Payments

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task.
  1. Click Accounting > Transactions > Invoices.
  2. Click Pay Invoices.
  3. Select Debit Card as your Payment Method.
  4. Select the invoice(s) you want to record, and click Generate Payments.
  5. Your generated payments will display in the Posted Transactions tab.
    Note: To generate a credit, you must select it with invoices from the same vendor.

    The credit will remain in the list until you've collected enough invoices from that vendor to exceed the credit amount. If you still need to pay invoices to the vendor despite the credit, generate payments for them separately.

Generate Direct Payments

You must have accounting administrator or the appropriate accounting specialist permissions to perform this task.
  1. Click Accounting > Transactions > Invoices.
  2. Click Pay Invoices.
  3. Select Direct Payment as your Payment Method.
  4. Select the invoice(s) you want to record, and click Generate Payments.
  5. Your generated payments will display in the Posted Transactions tab.
    Note: To generate a credit, you must select it with invoices from the same vendor.

    The credit will remain in the list until you've collected enough invoices from that vendor to exceed the credit amount. If you still need to pay invoices to the vendor despite the credit, generate payments for them separately.