Activities > Manage Vendor Invoice


Learn how to view, edit and add invoices.


Add an Invoice


Step 1. Navigate to Activities > Manage Vendor Invoice


Step 2. Select Add Invoice from the Page Actions drop down menu.


Step 3. Enter details of the invoice into the Manage Invoice window. 


Overview Tab - Voucher Section


  • Association - Select Association from the dropdown list.

  • Vendor - Select the Vendor from the dropdown list. 

  • NOTE- The vendor must be set up and approved for the association from the Manage Vendor 

  • page.  CLICK HERE for more information.


  • Payment Status - This dropdown controls whether the invoice can be paid. When using invoice approval rules, this field can be automatically set once all of the approvals are completed. This field can also be manually set if the automated update (specified on the invoice approval rule) is not set.  If the invoice is not using an invoice approval rule, then the user will set this value to make it available to pay.

    • Open - Invoice is not yet approved Invoices in this status cannot be paid.

    • Ready To Pay - The invoice has been approved for payment and will be visible on the Pay Invoice page.

    • Paid - This option is not accessible from the dropdown but shows when the invoice is fully paid.

  • Invoice Date - Enter the date from the invoice. The due date is calculated from this date based on the Vendor Term page, but can be manually changed.  This date is included on the check remittance. 

  • Due Date - Due Date of the invoice as calculated based on Vendor Term page CLICK HERE for instructions) - can be manually changed.

  • Post Date - The date the invoice will Post to the general ledger.  Post Date can only be in an open period.

  • Invoice No - Enter the Invoice No from the invoice. The Invoice No must be unique for a specific vendor.  This is included on the check remittance.

  • Credit Memo - Click the checkbox if posting a Credit Memo, which will reduce the amount owed to the vendor.

  • Reference - For use with Strongroom integration.  If not using Strongroom, can be used to include additional information on check remittance. This is included on the check remittance.

  • Account No - Enter Account No from vendor.

  • Invoice Amount - The amount of the invoice. This is included on the check remittance.

  • Open Amount - Amount of the invoice that has not yet been allocated.  This amount must be $0.00 in order to post.

  • Pay Via- Select the correct payment method from the drop down menu. 

    • Check - Will print paper Check - Check number automatically assigned by uManage.

    • AutoDebit - Funds drafted from association's bank account.

    • Manual - Select this option to record the invoice if you are writing manual checks.

    • Process Payment - Click this option to bypass the Pay Invoice page, and immediately process a check. 

NOTE- If the Pay Invoice page is bypassed invoices can note be combined and you will not be able to verify the bank balance.

  • Pay From Bank - Choose the correct Bank to pay the invoice from the drop down menu. 

  • Do Not Combine Invoice - Click on this option if you do not want to combine this invoice with other invoices for payment.

  • Check Memo - Enter a Memo for the invoice. This is included on check remittance as "Description".

  • A/P Note - Enter additional notes for the A/P department.

  • File - Use this field to upload a PDF file to the invoice.


Step 4. Allocate the Invoice in the Expense Distribution Section. Complete the fields below and use the Tab key to enter a new row. Continue to add allocations, as needed.


  • GL Account- Select the correct General Ledger account from the drop down menu. To narrow the search enter all or part of the account number or description. 

  • Exclude 1099 - Check this box to exclude this invoice from 1099 reporting.

  • Memo - Enter a description for the allocation.  Note-This will post to the general ledger.

  • Amount - Enter the amount of allocation for this general ledger account.  


Step 5. Check the bottom right of the Expense Distribution to make sure the invoice has been allocated correctly. If the full amount has been accounted for, the Unapplied amount should be $0.00.


Step 6. Click the Files Tab to upload a copy of the invoice or any other related documents. To upload, click the Select button to choose a file from your computer. 



Step 7. Click the Save button to finalize, or the Save Add button to add more records. 


NOTE- Save and Post can only be used if the Status is “Approved”


Page Functions

  • Delete Invoice- Click the Trash icon to delete the invoice. 

  • Edit or View Invoice- Click the Pencil icon to open the record to make changes to the invoice.