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
| Status | Resulting State |
|---|---|
| Approved | terminal |
| Canceled | terminal |
| Rejected | terminal |
| Awaiting_Review | non-terminal |
| Pending_Approval | non-terminal |
| Sent_for_Revision | non-terminal |
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, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select 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.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Actuals, and then select Invoice.
- On the Invoice page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP 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.
- Select Send.
- In the Notification window, review the content, and select 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 |
| 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 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 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 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 50 characters or fewer. |
| Detailed Line Item Description | Editable | Enter any additional information to the short description. This field can be expanded if needed. |