Creating an Invoices Record

The first step in the Invoices business process workflow is the Creation step. Members of the Creator group can create this business process.

To create a new Invoices record

  1. Go to your project. Ensure that you are in the User mode.
  2. Expand the Financial Transactions node and expand the Purchase Orders node.
  3. Select Invoices.
  4. From the BP log page, click Create.Complete the Upper form according to the Upper form table below. You must enter a value in all required fields before you can send the record to the next step in the workflow. If you save the form before you send it, Unifier will save it in your Drafts folder.
  5. In the Line Items section click Add or Grid. The Line Items form opens.
  6. Complete the Line Items form according to the Line Items table below. You must complete all required fields before you can save the Line Items form.

    Click OK (if using the Line Item form), or Save (if using the grid) to save the form. The Line Items form closes.

    If you are using the grid and do not click Save before closing it, you will lose your line item changes.

  7. In Workflow Actions select the workflow action to take. In this case, your selection is Submit. This selection activates Action Details.
  8. In Action Details, select who should receive the record.
    1. Click To... The User/Groups picker opens that shows a list of available task recipients.
    2. Select the user or group who will receive the task on the Approval step.
    3. Click Add.
    4. Click OK. The User/Group picker closes and the selection appears in the To field. Upon sending, the record will appear in the recipients Tasks log.
    5. (Optional) Click Cc... and follow steps a - d. The record will appear in the recipients Notifications log.
  9. Click Send to route the record to the Approval step.

Upper Form

In this field

Do this

General block

Record Number

This is a read-only field that Unifier populates when you click Send.

Title*

This is a required field - Enter a name for the record.

Project Number

This field is auto-populated from the project.

Project Name

This field is auto-populated from the project.

Transaction Currency

This field is auto-populated from the contract.

Creator

This is a read-only field that identifies the person that created the record. The field appears as a link to the creator's contact information.

Creation Date

This is a read-only field that Unifier populates when you send the record to the next step in the routing.

Due Date

This is a read-only field.

Due Date shows when the record is due, based on the business process setup. If the record becomes late, Unifier displays the record Title in bold red.

Status

This read-only field is blank while on the Creation step. The status will change when the task is accepted on the next step in the workflow.

Amount

This is an auto-calculated field that shows the total amount of the line items.

Contract/PO*

This is a required field - Select the reference purchase order.

  • Click Select. The Purchase Orders log opens.
  • Pick a Purchase Order from the log and click Open.

PO Number

This field is auto-populated from the Purchase Order.

PO Title

This field is auto-populated from the Purchase Order.

PO Date

This field is auto-populated from the Purchase Order

Vendor ID

This field is auto-populated from the Purchase Order.

Vendor Name

This field is auto-populated from the Purchase Order.

Invoice Information block

Invoice Date*

This is a required field - Use the calendar icon to select the date of the invoice.

Priority

Select the priority from the drop-down menu.

Check No

This field is read only until the record reaches the End step.

Check Processed Date

This field is read only until the record reaches the End step.

Check Date

This field is read only until the record reaches the End step.

P6 Activity

Select a P6 activity to associate with this record.

P6 Planned Cost

This is a read-only field.

P6 Planned Start

This is a read-only field.

P6 Planned Finish

This is a read-only field.

Item Logs

Line Items Tab

In this field

Do this

General block

Cost Code*

This is a required field -Enter the cost code for this line item. You can either enter it directly or use the cost code picker.

Code Name

This field is auto-populated from the cost code/

Short Description*

This is a required field - Enter a brief description of the item specified on the line item

Description

This is not a required field - Enter a description for the line item.

Spend Category block

Effective Date

You can edit the Effective Date

Spend Category

 

Work Package

You can select a Work Package.

Unit of Measure

Select the Unit of Measure for the item specified on the line item line item

Item Quantity *

This is a required field - Enter the number of items specified on the line item

Item Unit Price *

This is a required field - Enter the price of the item specified on the line item

Amount

This value is auto-calculated (Item Quantity x Item Unit Price)


Last Published Monday, August 28, 2023