Invoice Entry

Makenzy Cervantez
38 steps
3 minutes

Creating Invoice Batch

Navigate to "Invoice Entry (Claims)"

At the Batch Screen, you may see the information for a previous batch you have entered or you may see a blank screen. To add a new invoice batch, click "Add Batch"

At the next screen, you will leave the default information. The exception is if you are entering an invoice for the prior fiscal year, in which case you can adjust the Effective Date and Year/Period accordingly. Do not modify the fund or cash account information as it will cause accounting errors.

Invoice Entry

After creating your batch, you will be brought to an invoice entry screen. **Year:** Enter the fiscal year the invoice will be paid from. (FY 26-27 is 2027) **PO:** If applicable, enter your purchase order number or use the ellipsis to enter field help to search for it. (Tip: Entering your vendor name first will narrow down the PO search results) **Contract:** If applicable, enter your contract number or use the ellipsis to enter field help to search for it. (Tip: Entering your vendor name first will narrow down the Contract search results)

**Vendor:** You can enter the vendor number if you know it, otherwise click the ellipsis to be taken to a Vendor Help screen to lookup your vendor...

The system searches for exact matches. For best search results, enter an asterisk (\*) before and after your partial name entry and the system will load close matches. For example, "Amazon" will yield no results as there is no exact match. But "Amazon\*****" will load "AMAZON CAPITAL SERVICES INC" and "AMAZON WEB SERVICES INC"

If your vendor is not in the system or the address does not match, you will need to use the New Vendor Request form at the following link or reach out to [ask-erp@dnco.org](mailto:ask-erp@dnco.org) for assistance. [[[https://www.cognitoforms.com/CountyOfDelNorte1/NewVendorRequest]]](https://www.cognitoforms.com/CountyOfDelNorte1/NewVendorRequest)

Double-click the vendor you need to use. Verify the address matches the address on your invoice. Some vendors have more than one address on file.

**Invoice:** Enter your invoice number. This should be only your invoice numbers with no other descriptions. For invoices with no invoice number, enter the last four digits of the account number with the invoice date. (example: 1234 10/19/26) **Gross:** Enter the total dollar amount billed on your invoice. Leave **Taxable** checked - this ensures CA Use Tax can be entered by the Auditor's Office if needed.

At the Sales Tax popup, ensure there is no tax added unless you have been directed to enter Use Tax. Click "Return" to go back to Invoice Entry.

**Description:** Enter your account/customer number and your desired description. Remember that this information will also print on the check stub for the vendor's reference. **Invoice Date:** Enter the date of the invoice. **Received Date/Due Date:** Both of these fields can be updated if desired or left as is. These are not tracked by the Auditor's Office and do not affect prioritization of invoice processing. **Department:** Select the department paying for this invoice. Your department will populate automatically. **Separate Check/Include Documentation:** When you select these boxes, it allows the Auditor's Office to hold the check for your department, preventing it from combining with other departments' payments to the same vendor. Departments will need to pick up these held checks. You need to select both boxes. In the comment box, please enter "HOLD" followed by your department name (e.g. "HOLD AUDITOR"). This ensures your department receives the check to attach documentation before mailing it to the vendor. Please note that comments in this box will print on the check stub visible to the vendor. **PA Applied:** Keep this box checked - it allows for project strings or project codes to be added as needed. **Comments:** You may use this box to enter any special comments to note on this invoice for your department or the Auditor's Office. Any remaining fields can be left blank. Tab to the end of the fields, it the enter key, or click **Accept** to move onto **Accounts.**

GL Account Entry

**PA Type and Project Account:** If you have a project string, you can enter it here. **Org/Object/Proj:** Enter the org and object codes the invoice is being paid from. Include project code if applicable. A full list of available codes may be found here:<https://docs.google.com/spreadsheets/d/1GptHn7CpUMHwMFq717lZEv75gFS_6BXXVeJc9HMiw8M/edit?gid=1996380531#gid=1996380531> To request an object code not set up for your org code, you may use the following form: <https://www.cognitoforms.com/CountyOfDelNorte1/ERPObjectCodeRequest> To request a project code not set up for your org, please contact ask-erp@co.del-norte.ca.us To use lookup the GL accounts available to you to add to this invoice, click the ellipsis within the field.

Clicking the ellipsis within the org code field will show a list of org codes you have access to. Double-click to add one to your invoice.

You will have the same result for object codes. Note that the object codes for expense accounts start with a 5. Double-click on the object code you are adding to your invoice.

Enter the amount you are allocating to your org/object code. If you are entering more than one GL account, enter the partial invoice amount, then tab until a new line is created.

If there are not enough funds in your account to pay for the invoice amount, you will be brought to an Accounts Over-Budget screen. Any accounts with the budget code "X - Over, Not Approved" will not allow the invoice to be submitted. You may need to submit a CR to move funds or request a budget override from the Auditor's Office. Please contact the Auditor's Office or email ask-erp@co.del-norte.ca.us for assistance.

Once you have entered your accounts and the line amounts match the invoice total, click "Accept" to save your invoice.

Uploading Attachments - Content Manager

To upload your attachments, click the "Attach" icon to go to Content Manager.

From the Content Manager screen, click the dropdown to select a Document Type. Select "AP Invoice - AP Invoice." Your invoice details will populate in the menu on the right.

To scan an invoice directly from your scanner, click "Scan"

If scanning for the first time, you will be prompted to download the Dynamic Web TWAIN driver. If you need network admin approval, please contact IT.

Once the install is complete, click Verify. Click "Scan" again to scan in your invoice.

To upload a PDF attachment downloaded on your computer, choose "Select Files" and select your file.

If there is more than one page that you need to review, you can click the Document icon to open the side panel.

Once all attachments are uploaded, click "Save."

After uploading, the "Attach" icon will have a "?" displayed next to it while it is processing. This means your attachment has been uploaded successfully. If you close out of your invoice and return to it after it has processed, you this icon will change to the number of attachments linked to your invoice.

Releasing Invoice for Approval

When all of your invoice information is entered and your attachments are uploaded, you can release your invoice to be approved, posted, and paid. To release individual invoices, click the "Release Invoice" icon.

You may also release a batch of invoices in a single click. To add more invoices to your batch, click "+ Add"

To return to the batch screen, click "Back."

Click "Release Batch" to release all invoices in your batch.

Looking Up Invoice Batch

To look up or return to your invoice batch from the Invoice Entry screen, click "Search."

You can search your batch number if you know it, or lookup by Clerk (your ERP username). You can also leave the fields blank to lookup all invoice batches.

Once you have located your batch, double-click on it to open it.

The "Released?" field at the bottom will indicate if all invoices in your batch are released, if some are released, or if none have been released. To check or update the invoices in your batch, click "View Batch."

The Invoice Browse screen will show all invoices in your batch and their status. The paperclip icon at the left indicates that an attachment has been uploaded. The status field indicates if your invoice is on hold (not released), pending approval, rejected, or voided. Double-click an invoice to view the details or continue working on it.

Once all invoices in the batch have been posted and paid, the batch will drop off from the Invoice Entry screen. You can still look up details on your paid invoices from Invoice Central.

Checking Invoice Status

The status of your invoice is displayed from the batch menu, but will also be shown on the invoice. Note, if your invoice is "Rejected" you will need to click "Update" and use the dropdown menu to change your invoice status from "Rejected" to "On Hold" to make corrections and release it back into workflow.

You can check which approval step your invoice is on and read comments from approvers by clicking the "Approvers" icon at the bottom of the invoice.

This invoice is pending AP Queue approval at the Auditor's Office. You can click to expand each step and view the current approvers. Each step needs only one user's approval.

Many invoices require department approval first. All invoices must be approved on three steps within the Auditor's Office Step 40 Step 50 Step 60. Once Step 60 is complete, the payment is set up to be posted in the next check run.

Invoice Entry

Makenzy Cervantez
38 steps
3 minutes

Creating Invoice Batch

Navigate to "Invoice Entry (Claims)"

At the Batch Screen, you may see the information for a previous batch you have entered or you may see a blank screen. To add a new invoice batch, click "Add Batch"

Invoice Entry

**Vendor:** You can enter the vendor number if you know it, otherwise click the ellipsis to be taken to a Vendor Help screen to lookup your vendor...

Double-click the vendor you need to use. Verify the address matches the address on your invoice. Some vendors have more than one address on file.

At the Sales Tax popup, ensure there is no tax added unless you have been directed to enter Use Tax. Click "Return" to go back to Invoice Entry.

GL Account Entry

Clicking the ellipsis within the org code field will show a list of org codes you have access to. Double-click to add one to your invoice.

You will have the same result for object codes. Note that the object codes for expense accounts start with a 5. Double-click on the object code you are adding to your invoice.

Enter the amount you are allocating to your org/object code. If you are entering more than one GL account, enter the partial invoice amount, then tab until a new line is created.

Once you have entered your accounts and the line amounts match the invoice total, click "Accept" to save your invoice.

Uploading Attachments - Content Manager

To upload your attachments, click the "Attach" icon to go to Content Manager.

From the Content Manager screen, click the dropdown to select a Document Type. Select "AP Invoice - AP Invoice." Your invoice details will populate in the menu on the right.

To scan an invoice directly from your scanner, click "Scan"

If scanning for the first time, you will be prompted to download the Dynamic Web TWAIN driver. If you need network admin approval, please contact IT.

Once the install is complete, click Verify. Click "Scan" again to scan in your invoice.

To upload a PDF attachment downloaded on your computer, choose "Select Files" and select your file.

If there is more than one page that you need to review, you can click the Document icon to open the side panel.

Once all attachments are uploaded, click "Save."

Releasing Invoice for Approval

You may also release a batch of invoices in a single click. To add more invoices to your batch, click "+ Add"

To return to the batch screen, click "Back."

Click "Release Batch" to release all invoices in your batch.

Looking Up Invoice Batch

To look up or return to your invoice batch from the Invoice Entry screen, click "Search."

You can search your batch number if you know it, or lookup by Clerk (your ERP username). You can also leave the fields blank to lookup all invoice batches.

Once you have located your batch, double-click on it to open it.

Once all invoices in the batch have been posted and paid, the batch will drop off from the Invoice Entry screen. You can still look up details on your paid invoices from Invoice Central.

Checking Invoice Status

You can check which approval step your invoice is on and read comments from approvers by clicking the "Approvers" icon at the bottom of the invoice.

This invoice is pending AP Queue approval at the Auditor's Office. You can click to expand each step and view the current approvers. Each step needs only one user's approval.