Pay Invoice Wizard

Use the Pay Invoice Wizard to locate an unpaid invoice or invoice line, display the invoice or invoice line, and record an invoice payment. It is possible to edit the invoice and invoice line extended information using this wizard.

To pay an invoice or invoice lines

In the Invoice Search step, identify the invoice you want to pay. A table of invoices meeting your search criteria appears.

Select an invoice, and click Pay Invoice.

View information on the following tabs, and verify this is the invoice you want to pay.

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Invoice Tab

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Invoice Lines Tab

You can use the Display All Invoice Lines Helper to view information for all invoice lines without opening each line individually.

On the Invoice tab, if Invoice Tax features are configured, you can modify the Tax Paid to Vendor field. You cannot modify the other fields directly, but it is possible to modify invoice extended information using the Modify Invoice Extended Info Helper.

On the Invoice Lines tab, only unpaid invoice lines will appear. Use the following tools to display detailed invoice line and linked orderline information.

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Display Bibliographic Description Helper

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Display Order Tools

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Display Invoiceline Tool

Under Payment Details, type the Check Number. (The check number is optional.)

In the Date Paid field, use the Calendar Gadget to select a date. The Date Paid field defaults to the value selected in properties.

If the line was invoiced in a foreign currency, the Exchange field appears. This field cannot be modified.

You can select individual invoice lines for payment, or select the Select All check box to pay all invoice lines. The Pay Invoiceline Tool is also available for paying selected invoice lines.

Click Pay Selected Lines, and a confirmation dialog box displays an invoice payment summary. The summary displays the total paid amount, the invoice lines paid, and any errors, if found, in making invoice payments. If you selected to pay the invoice and all invoice lines, the confirmation dialog box will indicate that the invoice was paid in full, along with the total paid amount.

In the confirmation dialog box, you can click one of the following options:

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New Search to search a new invoice

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Review this Invoice to review the current invoice

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Close to exit the Pay Invoice wizard

Important Considerations When Using this Wizard

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The wizard will automatically prorate the invoice upon payment.

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When paying invoices, the Display Fund Summary helper is available to show how funds are affected by the invoice. The Save Funds Summary helper saves the summary information to a file, which can be viewed using a spread sheet application.

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If the Pay Invoice wizard is configured to display a warning message when the difference between the amount invoiced for an item and the discounted price of the item (from the orderline of the displayed invoice) exceeds the threshold set in the Session Settings wizard, the following message displays. “WARNING: The difference between order price and invoice price exceeds the threshold.”

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If the Pay Invoice wizard is configured to display a warning message when the total quantity invoiced is greater than the quantity received on the orderline of the displayed invoice, the following message displays. “WARNING: The quantity invoiced is greater than the quantity received.”

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The wizard properties and/or invoice search window can be configured to display a warning message during an invoice search if the invoice being looked up has invoice line validation amount errors, quantity errors, or both. The warning message window can include multiple warnings, depending on how many invoice lines do not pass validation and for what reason(s). The Display Invoiceline tool is available in the warning message window for you to view a specific invoice line that did not pass validation. If the invalid invoice line is linked to an order, the Display Orderline tool is available for you to view the orderline.