QuickCard Coding Invoices

Coding Invoices
Invoice tasks which require your attention are sent to Your tasks list.
1
Click the on the toolbar to open Your tasks list.
Click the Invoice Initiator task.
2
Check that the invoice is legitimate.
Review the Supplier invoice information and ensure that information
(Supplier, Invoice dates & Invoice amounts) is correct and matches the
invoice image.
3
Optional: You can enter a message for another user into the Workflow log
comment field.

Coding Invoices
The invoice is coded in the Supplier invoice details section.
4
Enter the correct Account code which the cost has been budgeted against.
Either use the type ahead functionality or type the name/code of the
account into the field. The account will appear in a list beneath the screen
and can be selected. Alternatively use value lookup – see the e-Learning for
guidance.
5
The Proj (Project) field automatically updates based on the Account
selected. Amend the Project if required.
6
Enter a Description of the Invoice. E.g. for a rent invoice enter the From and
To dates of the rental period the invoice covers.
7
When coded select the appropriate button beneath the table. If there is
more than one row, you must tick the box at the beginning of the row you
are processing. Click Save when complete.
Note: Please do not process invoices until it is possible to verify that the
goods/services have been received/delivered. Use the park functionality whilst
verification is being completed.
Please see the Coding Invoices e-Learning
for a description of the Forward and Split
row functions.
Approve
Return
to PL
Park
Approves the row so it is
sent to next level of
approval.
If there are any
discrepancies this rejects
row and returns it to the
Purchase Ledger.
Puts the row on hold. You
must enter the reason the
invoice is on hold and the
amount of time before the
payment is possible in the
Description field.