Understanding the Qualifications for an Invoice to be Archived

These conditions must be met before an invoice is archived:

• Only invoices that are finalized or invoiced are eligible.

• The invoice must have been printed.

• The status of the contract, project, and sales order on the invoice header and line must be:

  • The Contracts Processing Status must be Closed.

  • The Project Costing Effective Status must be Inactive.

  • The Order Management Order Status must be Closed.

• Invoice data is sent to General Ledger, Receivables, Payables, and Project Costing based on the options selected on the Application Fundamentals: Billing - Integration Options Page.

  • General Ledger Qualifications - If accounting entries come from Billing (the GL Level field is set to BI Creates GL Acct Entries, then the journal must be created in General Ledger.

  • Receivables Qualifications - If the invoice header or the invoice line are an open item in Receivables (the AR Level field is set to Bill Header is AR Open Item or Bill Line is AR Open Item on the Application Fundamentals: Billing - Integration Options Page), then a Pending item should be created in Receivables.

  • Payables Qualifications for InterUnit Invoices - If Billing populates the Payables staging tables at the invoice header or invoice line (the InterUnit AP Level field is set to Header is AP Voucher or Bill Line is AP Voucher on the Application Fundamentals: Billing - Integration Options Page), then the voucher must have been created in Payables.

• Project Costing Qualifications - If a project ID exists for the invoice, then the Project Costing distribution status must be Distributed.