iVisions - Invoices: Start to Finish
What do I do with all these invoices?
Entering invoices into iVisions is the most important step in the AP process. This allows us to pay our vendors so we can continue to receive services from them. Invoices should be entered as soon as possible, assuming that they are ready to be paid. If you receive an invoice from another department (SPED, Tech, Maintenance, etc.) and you're not sure if the order has been received or if the job was completed, have the department manager sign off on those before entering them into iVisions.
- ALL invoices should have a PO assigned to them, and most likely, the quote and PO are stored in your files. Occasionally, you will get an invoice for emergency services that was not pre-approved. You will need to enter a requisition first and have it approved before you can process the invoice. The only difference here is, that you'll upload the invoice in place of a quote.
- To start off with, make sure you have both a physical and digital copy of the invoice.
- With the invoice in hand, the next step will be to match it with a PO. Locate the quote and paperwork in your files and put them to the side. If you don't have any paperwork, (blanket PO's) locate the associated PO in iVisions. Once you have the PO number, write it on the top of the invoice for quick reference.
- Highlight the PO in iVisions, and on the top menu, click Actions > Manage Documents.
- When the next screen comes up, select Invoice as your document type, then fill in the details using the following scheme: DOCUMENT# = $PRICE LOCATION
Once all the details are filled in, click the little paperclip icon at the end of the row. This will pop up a box that will allow you to select the file from your computer.
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