Invoices Notebook Field Definitions

Field

Description

Required (Y/N)

Invoice #

The number assigned to the invoice.

Y

Vendor

The vendor associated with the invoice. To find a match, begin typing the vendor name in this field or select a name from the dropdown menu. If the vendor name is not on the list, it must be added. To add a new vendor, click the button to launch the Vendor notebook.

Y

Office

The vendor location. Select the applicable vendor location from the dropdown menu.

N

Invoice Date

The date that this invoice was created. Pressing the SPACEBAR automatically enters the current date.

Y

Start Date

The start date for the invoice. Pressing the SPACEBAR automatically enters the current date.

Y

End Date

The end date for the invoice. Pressing the SPACEBAR automatically enters the current date.

Y

Due Date

The date the payment is due. Auto-populates for electronic invoices. For manual invoices, when you enter or change an invoice date, this field will auto-populate to 30 days after the invoice date, but it may be edited.

Y

Status

The current status of the invoice. Select an option from the dropdown menu.

Y

Type

The invoice type (i.e., electronic or manual).

Y

(read-only)

Currency

The currency in which the payment was payment was made. Select an option from the dropdown menu.

Y

Pay. Terms

The payment terms associated with the invoice.

Y

Billing Year

The budget year (YYYY) associated with the invoice.

Y

Description

A description of the invoice. To enter or view the contents of a note without scrolling, click the button to display the Memo dialog box.  

N

Original Fees

The original amount of fees on the invoice prior to discounts and adjustments.

Y

(read-only)

Fee Discount

The discount amount applied to fees.

Y

(read-only)

Fee Adjustment

The adjustment amount (lower or higher) applied to fees.

Y

(read-only)

Net Fees

The total fee amount due after discounts and adjustments have been applied to the original fees.

Y

(read-only)

Original Disb.

The original amount of disbursements on the invoice prior to discounts and adjustments.

Y

(read-only)

Disb. Discount

The discount amount applied to the disbursement. This field cannot be modified.

Y

(read-only)

Disb. Adjustment

The adjustment amount (lower or higher) applied to the disbursement.

Y

(read-only)

Net Disb.

The total disbursement amount after discounts and adjustments have been applied to the original amount.

Y

(read only)

Invoice Total

The invoice total after fees and disbursements are applied.

Y

(read-only)

Allocation Error

Indicates if the invoice is allocated correctly.

N