Learn how to enter an invoice, process and post the invoice for payment, and cut a check.
Paying invoices in eUnify is a three step process utilizing the Manage Invoice, Pay Invoice and Process Check screens on the Accounting > AP menu.
PART 1 Enter and Post the Invoice
Step 1. Navigate to Accounting > A/P > Manage Invoice.
Step 2. Click the Add Invoice button on the far right side of the screen to open the window below.
Step 3. Enter information from the invoice into the corresponding fields.
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 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. Click Save or Save and Post if no further Approvals are required.
The above steps enter the invoice into the system and auto generates a notice to “Approvers” to review and approve invoices based on guidelines established for the community. Once this process is complete and the invoice or invoices have been approved for payment, it’s time to go to the next steps below.
Post the Invoice/Invoices
Use this step to verify that invoices have been posted, and if not, to post them for payment. Depending on how the Approval process is set up for your Company, or a specific Association or Vendor, invoices may auto-post upon Approval. To find out more about this process, CLICK HERE for more information.
Step 1. Navigate to Accounting > A/P > Manage Invoice to open the Manage Invoice screen, pictured below.
Step 2. Complete the fields highlighted above to return a list of all approved invoices ready to be Posted.
Association- Choose an Association or an Association group (My Associations).
Post Status- Choose Not Posted
Payment Status- Choose Ready to Pay
Start and End Date- Change dates if necessary
Step 3. After records are returned, review the list to see if any invoices need to be Posted. If you see a green circle with a check mark (pictured below) in the Posted column, the corresponding invoice has already been posted and you can skip this step.
Step 4. If the Posted column is blank, those invoices will need to be Posted. To do that select the radio button that corresponds to the invoice, or invoices you wish to Post. To select all of them, click the button at the top.
Step 5. Select Post Invoice from the Page Actions drop down menu.
Step 5. Click OK in the confirmation window.
PART 2 Pay the Invoice
Step1. Navigate to Accounting > A/P > Pay Invoice
Step 2. In the Association field, choose the name of the Association or Association group (My Associations) and click Search to return a list of Invoices ready to pay.
For further information regarding the other fields in the returned list and how to edit from this screen, CLICK HERE for more information.
Step 3. Select the radio button for each of the invoices you want to pay, or click the top radio button to select all records.
Step 4. Select Process Payment from the Page Actions drop down menu.
PART 3 Create a Check
Step1. Navigate to Accounting > A/P > Process Check and complete the search fields to find the invoices you wish to pay.
Step 2. Check the boxes for the invoices you want to pay, or check the box at the top to select all invoices.
Step 3. Select Generate Check from the Page Actions drop down menu.
Step 4. The far right column labeled View Check now contains a linked PDF file. Click on this link to bring up the file.
Step 5. Print your check or checks from the PDF file.