iVisions - Invoices: Start to Finish

Processing Invoices in iVisions

Entering invoices into iVisions is the most important step in the Accounts Payable (AP) process. Invoices should be entered promptly so that vendors can be paid on time and services remain uninterrupted.

Before You Begin

• Invoices must have a PO (Purchase Order) assigned. In most cases, the PO and quote will already be in your files.
• Emergency services without a PO: You must first enter a requisition and have it approved. Upload the invoice in place of the quote during that process.
• Always have both a physical and digital copy of the invoice ready.

Step 1 – Match Invoice with a PO

1. Locate the related quote and paperwork in your files, if available.
2. If it’s a blanket PO or paperwork is missing, search for the correct PO in iVisions.
3. Once found, write the PO number at the top of the invoice for quick reference.

Step 2 – Open the PO in iVisions

1. In iVisions, highlight the correct PO.
2. From the top menu, click Actions > Manage Documents.

Step 3 – Enter Invoice Details

1. On the next screen, set Document Type to Invoice.
2. Enter the details using this format: DOCUMENT# = $PRICE LOCATION

Step 4 – Attach the Invoice File

1. Click the paperclip icon at the end of the row.
2. Browse and select the digital copy of the invoice from your computer.
3. Confirm that the document is attached correctly.

Step 5 – Final Review

• Verify that the PO number, invoice amount, and location are correct.
• Ensure the correct file is attached.
• Once verified, save the entry.

Need Help?

If you run into errors while attaching or saving invoices, or if you cannot locate the correct PO, please contact the Business Office or submit a Helpdesk ticket at: support@reedsport.k12.or.us.