Reviewing Invoice Register Records and Entering Invoice Information

You can search for invoice register records using various criteria. After locating the invoice register records you are interested in, you can enter invoice detail and move the invoices through the approval workflow.

If you need to change the cash account for multiple invoice registers, you can use the Cash Account Update function. For more information, see “Updating the Cash Account of Multiple Payables and Invoice Registers”.

To find an invoice register record and enter invoice information

1	On the side menu, select Invoice Register > Invoice Register Dashboard. The Invoice Register Dashboard appears.

2	Complete the screen. For more information, see “Invoice Register Dashboard”.

If you are looking for invoice register records that need to have data entered, put a check mark beside No data entered.

3	Click Submit. The results matching your search criteria appear on the Invoice Register tab, organized by the summary level that you selected in the Summarize By field. For more information, see “Invoice Register Dashboard: Invoice Register Tab (Summarize By: Details)”.

4	If you want to enter invoice image information:

a

Navigate to the Invoice Register screen. How to navigate to the Invoice Register screen is dependent on the summary level you selected in the Summarize By field. For information about how to navigate to the Invoice Register screen, see “Invoice Register Dashboard: Invoice Register Tab (Summarize By: Details)”.

b	Click the Images tab to view the image. For more information, see “Invoice Register Screen: Images Tab”.

c	Enter invoice information. For more information, see “Invoice Register Screen”.

d	Click Validate. Voyager validates the invoice information entered. If you entered valid data, “Payable is valid” appears at the top of the screen. If there are issues, one or more messages appear at the top of the screen.

e	Click Save. Voyager saves the invoice information.

f	Click the button to display the next invoice image.

Invoice Register Dashboard

Summarize By	Select the summary level. Details Displays the details of all invoices sorted by the control number. Batch Displays the invoice count and total amount of each batch. Payee Displays the total amount and invoice count for each payee. Property Displays the total amount and invoice count for each property.
Batch	Type or select an invoice register batch number.
Property	Type or select a property code.
Payee	Type or select a payee.
PO #	Type or select a purchase order number.
Work Flow	Type or select a workflow code.
Task	Type or select a workflow step.
Expense Type	Select one or more expense types. The Expense Type field contains the list of items defined when expense types were set up. For more information, see “Setting Up Expense Types”.
Invoice #	Type a payee invoice number.
Ctrl #	Type an invoice register record control number.
Account	Type or select a G/L account number.
Job	If you have Voyager Construction Management, type or select a job.
Contract	If you have Voyager Construction Management, type or select a contract.
Post Month From - To -	Type the post month range. NOTE If you want the Post Month field to be required on the AP Configuration screen select the IR Dash - Post Month Required check box. For more information, see “AP Configuration Screen”.
Inv. Date From - To -	Type or select the invoice date range.
Batch Desc.	To display invoice register batches with a particular sequence of characters in the Description field, type that in this field. Refer to “Invoice Register Batch Screen”.
Created By	Type or select the user name of the person who created the batch.
Invoice Status	Options are: Blank This is the default and displays all invoice register records, regardless of invoice status. Ready for data entry Displays invoice register records created via Invoice Register > Scan New Invoice Batch or Invoice Register > Import PDF, that have no information entered. Keyed Displays invoice register records with information entered, but no workflow. Workflow in progress Displays invoice register records with an assigned workflow. Approved Displays invoice register records where a workflow has been completed. Posted Displays invoice register records that have been posted to a payable batch. Keyed-Matched Displays invoice register records, created by the Full Service Processing Center or by importing Procure to Pay electronic invoices, that match the purchase order.
POs Attached	Options are: Blank This is the default and displays invoice register records with and without purchase orders attached. Unreceived Displays invoice register records that have purchase orders attached that have not been received. Unreceived purchase orders are those where the Quantity Received field on the Purchase Order screen is empty or contains 0 (zero). Received Displays invoice register records that have purchase orders attached that have been partially or completely received. Received purchase orders are those where the Quantity Received field on the Purchase Order screen contains a number greater than 0 (zero). Both Displays invoice register records that have received and unreceived purchase orders attached. No PO Displays invoice register records that do not have purchase orders attached.
Open Batches	Select this check box to include invoice register records that have not been posted to a payable batch.
Approved	Select this check box to include invoice register records that have gone through the workflow and have been approved.
No Data Entered	To review invoice register records that have no data entered, select this check box.
Rejected	To review invoice register records that have been rejected, select this check box.
Order By	Select the column you want the data on the Invoice Register tab to sort by. Options are: Ctrl. No., Invoice Number, Payee, Invoice Date, Invoice Amount, Currency, Property, Expense Type, and Batch. NOTE Also, complete the Order field.
Order	Select the order you want the column selected in the Order By field to appear in. Asc Sort in ascending order, a to z. Desc Sort in descending order, z to a.

Invoice Register Dashboard: Invoice Register Tab (Summarize By: Details)

Summarize By: Details	Displays all invoices sorted by the invoice register record control number. To view the details of an invoice, click the corresponding control number. The Invoice Register screen appears, displaying the selected invoice.
Post Month	This field appears if the IR Dash - Post Month Required check box is selected on the AP Configuration screen. For more information, see “IR Dash - Post Month Required”.
Create Payable Batch button	For information about how to use this button, see “Payable Batch Creation”.
Export Images button	If you need to view, print, or create a PDF file of an invoice image: 1) On the Invoice Register Dashboard, Invoice Register tab, select the PDF check box beside the invoice register record image you are interested in. 2) Click Export Images. The image appears. 3) You can view the image, print the image, or save the image as a PDF file.
Ctrl. No.	Hovering over displays the first five lines of invoice register detail. Clicking displays the invoice register image. NOTE If this icon does not appear, no invoice register image is attached to this invoice register. The appearance of these two icons is controlled by the Context Menu Configuration screen. For more information, see “Configuring the Invoice Register Dashboard”. Click the IR-nnn link to display the Invoice Register screen.

Invoice Register Dashboard: Invoice Register Tab (Summarize By: Batch)

Summarize By: Batch

Displays the invoice count and total amount of each batch. To view the details of a batch, click the corresponding batch number. The Invoice Register Batch screen appears, displaying the selected batch.

Invoice Register Dashboard: Invoice Register Tab (Summarize By: Payee)

Summarize By: Payee

Displays the total amount and invoice count for each payee. To view the details of the invoices from a payee, click the payee name. The Invoice Register screen appears, displaying the invoices for that payee.

Invoice Register Dashboard: Invoice Register Tab (Summarize By: Property)

Summarize By: Property

Displays the total amount and invoice count for each property. To view the details of the invoices for a property, click the property code. The Invoice Register screen appears, displaying the invoices for the property.

Invoice Register Screen

Jump To	To bring up a specific invoice register record, enter the invoice register record control number in the Jump To field and press the TAB key.
Payee	Type or select the payee code.
Payee Info	Voyager displays the name of the selected payee.
Owner	Type or select a property owner code.
PO	Type or select an open purchase order number and press the TAB key, to automatically complete fields on the Invoice Register screen and the Details tab with information from the Purchase Order screen. To pull in additional purchase orders, repeat this procedure. If you do not know the purchase order number, click the PO link and select the purchase order from the list. NOTE Purchase orders available to be pulled into an invoice register must be fully approved and the Add Payable check box, on the Purchase Order screen, General Info tab must be selected. For more information, see “Purchase Order Screen: General Info Tab”.
Invoice #	Type the invoice number.
Expense Type	Select an expense type. The Expense Type field contains the list items defined when expense types were set up. For more information, see “Setting Up Expense Types”.
Total Amount	Type the total amount that appears on the invoice.
AP Template	To use an AP template to automatically distribute the total amount, type or select the AP template code. If you complete the Payee field and click AP Template, the AP Template list displays AP templates for that payee and AP templates with no payee for the properties you have access to. If you leave the Payee field empty and click AP Template, the AP Template list displays the AP templates for the properties you have access to. For information about how to add an AP Template, see “Memorize button”.
Invoice Date	Type or select the date of the invoice.
Post Month	Type the posting month and year of the invoice.
Due Date	Type or select the date that the payment is due.
Type	Select the type of payable you are entering. Invoice  This is the default. Select this option to record bills and other payables. Adjustment Select this option if the payment method is electronic or online banking or any payment method other than EFT, check, or manual check. A positive Total Amount on an Adjustment increases the amount you have paid or owe a vendor. Credit Select this option to record a credit that you receive from a vendor. A positive Total Amount on a Credit memo reduces the amount you owe or have paid the vendor.
Payment Method	Select the method of payment. Check This is the default. Select this option if paying by check. EFT Select this option if paying by electronic funds transfer.
Approved By	Type the name of the individual who approved the purchase.
Priority	This field can be customized and may have a different label. Complete this customizable field as directed by your organization. To define these fields, go to Voyager System Administration, Admin > Environment, Payable Invoice Fields.
Doc Seq #	If you have Voyager International Property Management, type the document sequence number. Otherwise, leave this field blank.
Cash Acct	To use the default cash account, leave this field blank. When the record is saved, Voyager will automatically complete this field. To use a cash account other than the default, complete this field. The default cash account is defined on the property's Property Control screen, in the Cash Account (Payables only) field. If this field is empty, the cash account defined on the Accounts and Options screen, Essential Accounts tab, in the Cash field is used.
AP Acct	To use the default accounts payable account, leave this field blank. When the record is saved, Voyager will automatically complete this field. To use an accounts payable account other than the default, complete this field. The default accounts payable account is defined on the property's Property Control screen, in the Payable Account field. If this field is empty, the accounts payable account defined on the Accounts and Options screen, Payable Accounts tab, in the Payable field is used.
Notes	Type remarks about the invoice.
Display Type	Select the appropriate Display Type for the invoice. What appears in the Display Type list is dependent on your payable display type setup. For more information, see “Setting Up Invoice Register and Payable Invoice Display Types”.
Batch	Displays the batch number. You can click this link to return to the Invoice Register Batch screen.
Id	Displays the invoice register control number.
Invoice Status	Displays the invoice status.
Navigation	To view the preceding scanned invoice, click the Previous Invoice button . To view the next scanned invoice, click the Next Invoice button . NOTE The Navigation buttons are available when an invoice register batch contains more than one invoice.
Workflow	Manually select the workflow or it will automatically populate based on your workflow auto-attach setup. For more information about automatically attaching workflows, see “Auto-Attaching Workflows”.
Status	The status of the invoice in the approval workflow appears. The Workflow tab displays detailed information about the progress of the invoice through the workflow.
Current Step	The current step in the approval process appears. The Approvers tab displays information about the employees who are authorized to approve the invoice at this step of the workflow and the next available steps in the workflow.
Next Step	Select the appropriate next step in the workflow.
Notes	Type information about the approval or rejection of the invoice. This note will appear on the Workflow tab. If notes are required the Notes field will be blue. For more information, see “Notes Required”.
Memorize button	To add an AP template for the current payee: 1) Click Memorize. The AP Template screen appears. 2) Complete the screen. For more information, see “AP Template Screen”. 3) Click Save. In the future, this AP template can be used to automatically distribute an amount based on payee, expense type, property, and G/L account.
Validate button	To validate the invoice information entered, click this button. If the data entered is valid, “Payable is valid.” appears at the top of the screen. If there are issues, one or more messages appear at the top of the screen.

Invoice Register Screen: Details Tab

The number of detail lines on the Invoice Register screens is configurable. For more information, see “Number of Detail Lines”.

Distribute button	To distribute an amount over multiple properties, click this button. 1) The Distribute screen appears. 2) Complete the screen. For more information, see “Distribute Screen”. 3) Click OK. NOTE If you want to distribute based on a property list, use the Distribute feature. If you want to distribute based on payee, expense type, property, and G/L account, use an AP template. For more information, see “Memorize button”.
View POs button	To review open purchase orders, select this button. 1) The PO Details filter appears. 2) Complete the filter. For more information, see “PO Details Filter”. 3) Click Submit. 4) To review a purchase order, click the purchase order control number link in the PO column.   To select one or more purchase order details and automatically complete fields on the Invoice Register screen and the Details tab with information from the Purchase Order screen, click this button. The PO Details filter appears. 1) Complete the filter. For more information, see “PO Details Filter”. 2) Click Submit. 3) On the right side of the screen, complete the Pay Amount field, select the Select check box of one of more purchase order details and click Load. To select all the purchase order details, click Check All. To clear all check boxes, click Clear. NOTE Purchase orders available to be pulled into an invoice register must be fully approved and the Add Payable check box, on the Purchase Order screen, General Info tab must be selected. For more information, see “Purchase Order Screen: General Info Tab”.
More Rows button	To add additional rows to the Details tab, click this button.
Clear Rows button	To clear all the rows of data on the Details tab, click this button.
Check Budget button	To check the budget before saving this invoice register record, click this button. The Budget tab appears. For more information, see “Invoice Register Screen: Budget Tab”. If entering this invoice register record puts you over budget, a warning appears at the top of the Invoice Register screen and the Budget tab appears. If it is okay to go over budget, select the Over Budget OK check box and click Save. For more information, see “Invoice Register Screen: Budget Tab”. NOTE Whether a user can save an over budget item is based on their security settings. For more information, see “AP Configuration Screen” and “Data Access Permissions”.
Load Contract button	If you have Voyager Construction Management and during setup you selected the Contract check box, this button appears. For more information, see “Payable Display Type Screen”.
Entity	Type or select a property code. NOTE If you have permission for a single property, this field is completed automatically.
Amount	Type the amount to be distributed to the selected property and account.
Account	Type or select the G/L expense account.
Notes	Type remarks about the distribution.
Additional columns	You may see additional columns. The columns appearing on the Details tab are dependent on your payable display type set up. For more information, see “Setting Up Invoice Register and Payable Invoice Display Types”.

Distribute Screen

Property	Type or select a property or property list. If you choose a property list, PAYscan automatically distributes the amount based on the % field on the Property List screen. If you choose multiple properties, PAYscan automatically distributes the amount by dividing the amount by the number of properties.
Amount	Type the amount you want distributed.
Account	To use the same G/L account for each property, type or select that account number. To use different G/L accounts, leave this field blank and type the account numbers on the Payable Invoice screen.
Notes	Type remarks.

PO Details Filter

Property	Type or select a property code.
Unit	Type or select a unit.
Vendor	Type or select a vendor.
From PO	Type or select a beginning purchase order number.
To PO	Type or select an ending purchase order number.
Parent PO	Type or select a parent purchase order number. NOTE If a purchase order has change orders, the original purchase order is referred to as the parent purchase order.
Received Only	If you want purchase orders that have been delivered and received, select this check box.
Exclude PO Det Used in IR	Select this check box if you want to exclude purchase order details currently associated with unposted invoice registers.
Actual Del. Date	Type or select the date the product or service was delivered.
Pay Due Date	Type or select the payment due date.
Invoice Date	Type or select the invoice date.
Batch Name	Type the batch name.
Invoice #	Type the invoice number.
Post Month	Type the post month and year.
PO	The purchase order control number. To bring up the Purchase Order screen, click this link.
Pay Amount	Type the amount you are paying.
Select	Select the Select check box of the records you want to pull into the invoice register. To select all the purchase order details, click Check All. To clear all check boxes, click Clear.

Invoice Register Screen: Budget Tab

Over Budget OK

If entering this invoice register record puts you over budget, a warning appears at the top of the Invoice Register screen, and the Budget tab appears. If it is okay to go over budget, select the Over Budget OK check box, and click Save. NOTE Whether a user can save an over budget item is based on their security settings. For more information, see “AP Configuration Screen” and “Data Access Permissions”.

Invoice Register Screen: Payee Info Tab

Hold Payment	The default setting of this check box comes from the Vendor screen, Hold Payments field. For more information, see “Vendor Screen: Top Part of Screen”. To withhold payment to this vendor for this payable, select this check box.
Consolidate	The default setting of this check box comes from the Vendor screen, Consolidate field. For more information, see “Vendor Screen: Top Part of Screen”. If this check box is selected, payments for this vendor are consolidated into one check.
Memo from Inv	The default setting of this check box comes from the Vendor screen, Check Memo From Inv field. For more information, see “Vendor Screen: Top Part of Screen”. If this check box is selected, the memo on checks will come from the Notes field at the top of the Invoice Register screen. If this check box is clear, the memo on checks will come from the Memo field on the Vendor screen.

Invoice Register Screen: Workflow Tab

The fields on this tab are informational only and show the workflow history. Listed is who approved the previous workflow steps and their notes.

Invoice Register Screen: Approvers Tab

This tab shows the next approvers for the current workflow step in the approval workflow.

Preferred

By default, all the Preferred check boxes are clear and all the users on this tab are notified. If a Preferred check box is selected, only that user is notified--the other users are not notified. For this option to work, the Preferred Approver is the Only Approver check box must be selected. For more information, refer to “Email Preferred Approvers Only”.

Invoice Register Screen: Images Tab

Zoom In	To magnify the invoice image, click . Voyager zooms in the center of the image.
Zoom Out	To decrease the magnification, click .
Rotate Clockwise	To rotate the invoice image clockwise, click .
Rotate Anticlockwise	To rotate the invoice image counter-clockwise, click .
Fit to Screen	To resize the invoice image to the size of the frame, click .
Custom Zoom	To magnify a specific area of the invoice image, click . The pointer changes to . Drag through the area that you want to magnify. Voyager zooms in the selected area. Repeat the drag to increase the magnification.
Pan	To move the invoice image within the image frame, click . Point to the invoice image and drag it to the position that you want.
Previous	To view the preceding page of a multiple-page invoice, click .
Go to page	To go to a particular page of a multiple-page invoice, select a page number from .
Next	To view the following page of a multiple-page invoice, click .
Other Side	To display the other side of an invoice, click .
Export Invoice	To export invoice images to PDF, click .
Maximize	To display the Invoice Image frame in the top part of the screen, click .
Minimize	To display the Invoice Image frame on the Images tab, click .
New Window	To display the Invoice Image frame in a separate screen, click .
Send Email	To email this invoice and invoice image, click . For more information see, “Emailing Invoices and Invoice Images”.

Additional Information

Emailing Invoices and Invoice Images