Invoice Business Process

Use the Invoice business process to track the approval process for payments to the Purchase Order.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Invoice business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Creating an Invoice Record

Create an Invoice record by navigating to Actuals / Invoice on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Invoice task that has been assigned to you from the Tasks log.

Complete the Invoice form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Actuals, and then select Invoice.
  3. On the Invoice page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Invoice.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Invoice but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Invoice Form

Key Information

Key information about this Invoice.

Field Name

Access

Description

Title

Required

Enter a title.

Reference Commit

Editable

Select the reference commitment (Contract, PO) for this transaction.

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Amount

Read-Only

Total amount (sum of amounts for all line items)

Invoice Details

Details related to the Invoice

Field Name

Access

Description

Invoice Date

Editable

Indicates the last date of the billing period covered by the payment application (also known as the Period To)

Payment Due Date

Read-Only

Date the payment is due

Vendor Invoice No

Editable

Vendor invoice number

Invoice Version

Editable

This field is optional. If a previous invoice has been rejected or canceled, increment the version in this field.

Financial Summary

The information below gives you a full snapshot of financials related to the Invoice.

Field Name

Access

Description

A. Original PO Amount

Read-Only

The original Purchase Order amount. Displayed on the Purchase Order and related Invoice or Purchase Order Amendment.

B. Previously Approved Amendments

Read-Only

Total amount of all previously approved Purchase Order Amendments

C. Revised PO Amount (A+B)

Read-Only

Revised Purchase Order amount

D. Previously Approved Invoices

Read-Only

Total amount of all previously approved invoices

E. PO Balance (C - D)

Read-Only

Current amount unpaid on the Purchase Order (ignoring the Invoice)

F. Current Request

Read-Only

Amount of the current request invoice

G. PO Balance upon Approval (E - F)

Read-Only

Current amount unpaid on the Purchase Order when the Invoice gets approved

Description

Enter the description or scope of this Invoice. This information might appear in any formal printouts of this Invoice.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Purchase Order Details

Specific details regarding this Purchase Order.

Field Name

Access

Description

Payment Terms

Editable

Payment terms (in days) for this contract

Priority

Editable

Priority of this record

PO Effective Date

Editable

Effective date for the Purchase Order or Invoice

Expiry Date

Editable

Invoice, Purchase Order, or Purchase Order Amendment expiration date

Delivery Date

Editable

Date when the purchased goods are to be delivered

Delivery Method

Editable

Indicates whether there is a preferred delivery or transportation method for the Purchase Order

Spec Section

Editable

Specification section

Deliver To

Provides delivery details on the location and contact regarding this Invoice

Field Name

Access

Description

Purchase Order Main Contact

Editable

The primary contact for the Purchase Order

E-Mail

Editable

Email of the primary contact

Mobile Phone

Editable

Mobile phone number of the primary contact

Work Phone

Editable

Work phone number of the primary contact

Delivery Recipient Name

Editable

Name of the recipient for the delivery

Delivery Address

Editable

Delivery address, including the street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name.

Delivery City

Editable

City

Delivery Country

Editable

Country

Delivery State/Province

Editable

State or Province

Delivery Zip/Postal Code

Editable

ZIP Code or postal code

Unit Cost Information

Information on the cost per unit for this record. The Unit of Measure and Unit Quantity values are set to the project values by default.

Field Name

Access

Description

Unit of Measure

Read-Only

Enter the Unit of Measure used for the Unit Quantity and Cost Per Unit amounts.

Unit Quantity

Read-Only

Unit quantity to be used to calculate the Cost Per Unit for this record

Cost per Unit

Read-Only

Total cost divided by the unit quantity for this record

Payment Processing

Information about the actual payment to the Vendor. This information might come from your corporate financial system.

Field Name

Access

Description

Payment No.

Editable

Indicates the payment number, which may include the check number, wire number, electronic funds transfer (EFT) number, and so on.

Payment Date

Editable

Date of the payment

Payment Processed Date

Editable

Date the payment was processed by the finance department

Vendor Information

Details of the Vendor for this Invoice. If the Vendor has Unifier Essentials users, be sure to select them here so that they can see the Invoice.

Field Name

Access

Description

Legal Vendor Name

Read-Only

Lists the legal vendor name if the vendor name is different from the vendor full legal business name, the vendor has a name longer than 50 characters, or both.

Vendor ID

Read-Only

Populates based on the selected Vendor. Can be manually completed if no Vendor record exists.

Vendor Name

Read-Only

Name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system.

Vendor a Unifier User?

Required

Indicates whether or not the vendor should be CCed when the contract is approved. CCing the vendor allows the vendor to see the contract, with some restrictions, as well as to access the contract when creating Change Orders, Payment Applications, or other business processes.

Vendor User

Editable

Indicates whether the vendor is a user in the system

Vendor Contact First Name

Editable

First name of the main vendor contact

Vendor Contact Last Name

Editable

Last name of the main vendor contact

Vendor Contact Phone

Editable

Phone number of the main vendor contact

Contact Email

Editable

Contact email address for the main vendor

Vendor Address

Vendor address to be used for this Invoice

Field Name

Access

Description

Vendor Address to Use

Read-Only

Vendor address to use for this transaction. By default, the vendor's primary address is used.

Address

Read-Only

The street address, P.O. box, apartment, suite, unit, building, floor, and so on. Do not include the contact's name.

City

Read-Only

City

State/Province

Read-Only

State or province

State/Province - Other

Read-Only

If selecting a country without defined states, provinces, or regions, this field provides additional information.

Country

Read-Only

Country

Zip/Postal Code

Read-Only

ZIP Code or postal code

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Number

Read-Only

Unique Project Number

Project Name

Read-Only

Name of the project

Additional Information

The Invoice Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Invoices Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Invoices Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Invoices Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Invoices Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Invoices Date Picker UDF 1

Disabled

Reserved for future use by your organization

Invoices Date Picker UDF 2

Disabled

Reserved for future use by your organization

Invoices Decimal UDF 1

Disabled

Reserved for future use by your organization

Invoices Decimal UDF 2

Disabled

Reserved for future use by your organization

Invoices Picker UDF 1

Disabled

Reserved for future use by your organization

Invoices Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Invoice Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Invoices Text 255 UDF 1

Disabled

Reserved for future use by your organization

Invoices Text 255 UDF 2

Disabled

Reserved for future use by your organization

Invoices Text 255 UDF 3

Disabled

Reserved for future use by your organization

Invoices Text 255 UDF 4

Disabled

Reserved for future use by your organization

Invoices Long Text UDF 1

Disabled

Reserved for future use by your organization

Invoices Long Text UDF 2

Disabled

Reserved for future use by your organization

Currency

If the currency of this Invoice is different from the project currency, specify it here.

Field Name

Access

Description

Transaction Currency

Editable

If there are multiple currencies defined, use this field to specify a currency other than the project currency.

Rate in Project Currency

Read-Only

Exchange rate that will be used to calculate the Project Currency Amount. This will be set after the record is saved, submitted, or sent forward in the workflow. After it is set for a record, it cannot be changed.

Project Currency Amount

Read-Only

This field shows the amount of the transaction, according to the project currency.

Completing the Invoice Line Items tab

General

Field Name

Access

Description

Cost Code

Required

Enter a cost code.

Code Name

Read-Only

Populates the code name of the selected cost code

Commits Remaining Balance

Read-Only

The remaining balance for the selected PO SOV line item. This comes from the SOV for the referenced PO.

Invoice Details

Enter the cost for this line item as a lump sum or a unit rate.

Field Name

Access

Description

Item Quantity

Editable

Enter the item quantity.

Unit of Measure

Editable

Enter the Unit of Measure used for the Unit Quantity and Cost Per Unit amounts.

Item Unit Cost

Editable

Enter the item unit cost.

Amount

Read-Only

Amount of this line item

Description

Enter a description for this Invoice Line Item.

Field Name

Access

Description

Short Description

Required

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter any additional information to the short description. This field can be expanded if needed.

Additional Information

Enter additional information specific to this Invoice Line Item.

Field Name

Access

Description

Spend Category

Editable

Select the spending category.

Work Package

Editable

Select the Work Package that this item will roll up to.

Effective Date

Required

Enter the date this record takes effect.

PO Line Item UDF CA 1

Disabled

Reserved for future use by your organization

PO Line Item UDF DA 1

Disabled

Reserved for future use by your organization

PO Line Item Text 255 UDF 1

Disabled

Reserved for future use by your organization

PO Line Item UDF PD 1

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025