Accounting > A/P > Manage Invoice
Learn how to add invoices and create recurring invoices.
Add an Invoice
Step 1. Navigate to Accounting > A/P > Manage Invoice.
Step 2. Select Add Invoice from the Page Action dropdown menu.
Step 3. Enter details of the invoice into the Manage Invoice window.
Overview Tab - General 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 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".
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 page 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 or Save and Post button to add the invoice. Save allows the invoice to be edited, Save and Post creates the appropriate general ledger transactions (accrual accounting only) and enables the invoice to be paid if it has been "Approved".
NOTE- Save and Post can only be used if the Status is “Approved”
Create a Recurring Invoice
Recurring invoices can be created to automate payments on a regular basis bypassing the need to enter a new Invoice each time.
NOTE- Recurring Payments can also be created on the Manage Recurring Payments Page. CLICK HERE for more information.
Step 1. Follow Steps 1 - 6 as above.
Step 2. Click the Recurring Tab.
Step 3. Complete the Recurring window to establish how often the payments will generate, how many will be sent and when they will end.
Enable Recurring- Check this box to enable the recurring payment to begin.
Daily- Check if payments are to be generated based on the number of days that have passed.
Every- Select if the days should be counted by all calendar days.
Every weekday- Select if the number of days should count business days only.
X Days- Enter the number of days between each payment.
Weekly- Select this option if the payment should be generated based on the number of weeks that have passed.
Recur Every X week(s) on- Enter the number of weeks between each payment.
Weekday- Select the day of the week for the payment to generate.
Monthly- Select this option if the payment should be generated based on the number of months that have passed.
Day X of every X month(s)- Use this option to choose the payment date by the exact day of the month. Enter the day of the month, and the number of months between each payment.
NOTE- Selecting 31st day of the month will automatically default to the last day of the month.
The X, X of every X month(s)- Use this option to set the date by the week and weekday. For example, you can choose to generate a payment on Friday, the 3rd week of each month. Select the number of weeks and then the day of the week, then select the number of months.
Yearly- Use this option to generate a payment on an annual basis.
Day- Select the exact day and month for the payment to generate.
NOTE- Selecting 31st day of the month will automatically default to the last day of the month.
The X, X in X- Use this option to generate the payment based on the day of the month or week. For example, you can choose to generate a payment on the first weekday in July.
Start Date- Select a date for the payments to begin.
No end date- Select this option if the payments should continue until manually ended.
End After X occurrences- Select this option to generate a set number of payments.
End by- Select this option to end payment on a specific date.
Step 4. Click the Save or Save and Post button to add the invoice. Save allows the invoice to be edited, Save and Post creates the appropriate general ledger transactions (accrual accounting only) and enables the invoice to be paid if it has been "Approved".
NOTE- Save and Post can only be used if the Status is “Approved”
Copy Invoice
The Copy Invoice function allows you to quickly copy all the details of a previously entered invoice when many of the invoice details are the same. The Invoice will copy exactly, but you are able to edit details for the new Invoice.
Step 1. Navigate to Accounting > A/P > Manage Invoice.
Step 2. Use the Search filters to locate the invoice you want to Copy.
Step 3. Follow Steps 3 through 7 as above, with the exception that you do not have to enter all data, only the items that have changed.