Create, Batch, and Post Invoice(s)
Patience Ternus
33 steps
2 minutes
The process below covers Creating, Batching, and Posting one or more invoices from scratch. See the documentation for [Viewing, Editing, and Tracking Invoices](https://scribehow.com/shared/View_Edit_and_Track_Invoices__E2Jf0AEnTCq5i2YOAhri8A) for steps to create new invoices from existing ones. Invoicing Process Summary 1. Fill out Invoice 'Header' Info 1. Customer details 2. Dates 3. PO 2. Fill out Line Item(s) section 3. (Optional) Send Quote 4. Fill out 'FOAPAL' section 5. (Optional) Create Additional Invoices 6. 'Finalize' Invoice(s) 1. Batch 'Print' (email to recipients) 2. Batch 'Post'/Feed to Banner
Prerequisites/ You'll need: - Access to FAST and the AR Module - Added to a Billing Department - An 'Open Period' to post invoices to - Account/Programs code(s) - Batch Print/Post Permissions (for 'Approver' roles only)
1
[Log in](https://mfast.isos.isu.edu/) to FAST (see [Access FAST AR Module](https://scribehow.com/shared/Access_the_FAST_AR_Module__lQKGXORkTBeSv-ZkBrGiwQ) for more detailed Instructions)
2
Open the 'Accounts Receivable' module
Before creating a new invoice for a customer, that customer MUST already be in the system, they can't be created during the Invoicing Process. (See [Create & Manage Customers in FAST AR](https://scribehow.com/shared/Create_and_Manage_Customers_in_FAST_AR__lrMYRnkuQ_CsWIzLaeQ7LQ?referrer=documents) for instructions)
3
Click 'New' in the 'Invoice' dropdown menu
Invoice Header Information
4
'Customer' field refers to the Customer ID #. If you know the ID#, entering it here and clicking into any other field will bring up that Customer's Default Info.
5
Otherwise click the Search icon
6
Enter the Name of the Customer and click Search
7
Select desire Customer
8
If you don't know how the Customer Name appears in the system or if searching comes up empty, you ***can*** search without entering anything. This will bring up a list of all customers to choose from. But the list will only get longer as time goes on so be prepared to scroll.
9
Select desired Customer
10
The default for Invoice Date is Today's Date but you can select a different date if needed.
The Invoice Date you specify **MUST** fall in an 'Open Period' or it will trigger an error message. For the time being, these are created and set by the Financial Reporting Dept. If no open period exists or you need to discuss a different period, please reach out to someone on the [Financial Reporting Team](https://www.isu.edu/financeadmin/departments/financial-reporting/our-team/)
11
Select a Due Date. This isn't *mandatory* for now but probably still helpful. 30 days is a good 'standard timeframe'
12
If you need to specify a PO #, do that HERE.
13
Select the Billing Dept. This dropdown only shows the departments you are allowed to bill for. - Most users only create invoices for one dept and will only see one option in the dropdown. - If you are set up to bill for multiple departments, you'll need to specify which department this Invoice is for. - If you don't see the department you need, please contact [Financial Reporting](https://www.isu.edu/financeadmin/departments/financial-reporting/our-team/)
Navigation/Tool Tip! In dropdown lists, you can either make a selection and click the green 'Check' icon **OR** double-click the option you want to select.
14
Click Save
Line Item and Details Section
15
Fill out Invoice Line Items and add any details - Fill out Description, Qty, and Price fields. The Amount field is auto-calculated. - To add a **'Note'** about a line item, enter a Description and set the quantity to 0 - For **'No charge'** items (Free swag, etc.), enter a quantity and no price - To add a **Discount**, enter a negative number in the Price column
Using the '**Adding & Editing' Icons** - you can use TAB to navigate between fields (including moving to an icon, like 'Save and New Line.' Then hit ENTER to select it) - Hovering over an icon will show a explanation of what it does - 'Disk and +' icon: Save and Add a New Line - 'Disk' icon: Save without Creating a New Line - 'Crossed out Pencil': Cancel this edit. If the description field is blank, this will cancel (delete) the new (empty) line. - 'Pencil' icon: Edit this line - 'Red X' icon: Delete this line
16
If after you've saved a line, you need to add another line, click the green 'Plus and Lines' icon.
17
If all line items and their details look right, click the 'Save' ***BUTTON.*** If you need to send a quote, see the optional step below, otherwise proceed to the 'FOAPAL' section below the line items.
**Sending an 'Open Invoice' as a 'Quote'** Once all line items are entered and saved, if you need to send a customer a 'Quote', you can download a PDF by clicking on the icon to the right of the blue 'info dot' in the upper-left 'Customer ID' section from earlier.
18
Sample 'Quote'. The invoice will display 'Quote' until it is Printed & Posted, at which point it will change to say 'Invoice'
FOAPAL Section
19
The 'FOAPAL' section is where you specify the Index, Fund, Org, Account, and Program Codes associated with the invoice charges. Selecting the desired Index Code will auto-populate Fund, Org, and Program fields.
20
Select the Account Code for this invoice. 'Activity Code' is optional since it's rarely used. Departments should know when to use or not.
**Verify** that the Account code selected matches the appropriate Program code. FAST AR *should* throw an error if it doesn’t match and suggest the correct Acct Code 'Prefix' but a visual check is still a good idea. Generally, Acct Codes follow the below guidelines: - '54xx' is for 01INS, 11ACS, and 08SS - '55xx' is for 12AUX - '56xx' is for everything that's ***not*** 01INS, 11ACS, and 12AUX
21
Specify the amount for each Index/Fund/Org/Acct/Program selection. - If only one is being used, enter the total amount from the line items section above. - Otherwise click the 'Save and Add Line' and repeat the process for any additional Index/Fund/Org/Acct/Programs for this invoice.
Make sure to click the 'Save' ***ICON*** after filling out the last FOAPAL string. Clicking the 'Save' button when a line is still 'open' will erase that line.
22
Once all FOAPAL strings are entered and saved, **VERIFY** that the Total Amount(s) in the FOAPAL section balances with the Total Amount in the Line Item(s) section and click the 'Save' ***BUTTON***
23
Once all invoice details are entered and the invoice is ready to 'finalize', click the 'Invoice is ready to Print and Post' checkbox and click 'OK' in the browser pop-up message. Any changes after this point must be made by someone with 'Approver' permissions (See ['Approver' section](https://scribehow.com/shared/Create_Batch_and_Post_Invoices__LYi0SVPOQciC79NFlD0Osg#fb49a210) below) or through a Credit Memo
If the FOAPAL section isn't balanced with the Line Item(s) section, you will not be able to proceed. FAST AR will let you ***Save*** the invoice but marking the 'Ready to Print and Post' checkbox will trigger an error message.
**Multiple Invoices** If you need to enter more than one invoice to be posted, you can click 'New Invoice' and repeat the above process until all invoices have been created and are ready to post.
24
Once all Invoices are created and ready to 'Print' and 'Post', click the now-green 'Save' button.
Batch 'Print' and Batch 'Post'
Note on Permissions: If your department has opted to split 'Creator' and 'Approver' roles, the following steps are only available to a department 'Approver.'
25
Navigate to 'Batch Print/Email' in the Invoice menu dropdown.
26
You should see a list of all invoices available to 'Batch Print.' This *should* only show ones associated with your department. Locate and select the one(s) you just finished creating (and/or any others that you'd like to include).
27
Click 'Print Batch'. Any customers with an email address on file will receive a PDF of the invoice(s). A copy will also be emailed to the Invoice 'Creator' and the Department's ‘Approver’ (specified by individual dept. and set up by Financial Reporting). Selecting the 'PDF' output button will generate a PDF.
28
Pop-up boxes should display confirmation messages.
29
Navigate to 'Create Batch (Feed to Banner)' in the Invoice menu dropdown
30
The newly created batch should be automatically selected. If not, select the batch that was just created from the list (and/or any others you'd like to include in the feed to Banner). Select the date of when you want the Journal Entry to be dated in Banner (the Batch Date show's Today's Date by default).
31
Click 'Post Batch'
32
Click 'OK' in the confirmation pop-up
33
A confirmation message will show on the screen. If you'd like, you can print off a PDF summary of what was sent to Banner.
YOU DID IT!! Great job! Here's what the Invoice will look like. Please reach out to the [Financial Reporting team](https://www.isu.edu/financeadmin/departments/financial-reporting/our-team/) with any further questions, concerns, or feedback.
Create, Batch, and Post Invoice(s)
Patience Ternus
33 steps
2 minutes
The process below covers Creating, Batching, and Posting one or more invoices from scratch. See the documentation for [Viewing, Editing, and Tracking Invoices](https://scribehow.com/shared/View_Edit_and_Track_Invoices__E2Jf0AEnTCq5i2YOAhri8A) for steps to create new invoices from existing ones. Invoicing Process Summary 1. Fill out Invoice 'Header' Info 1. Customer details 2. Dates 3. PO 2. Fill out Line Item(s) section 3. (Optional) Send Quote 4. Fill out 'FOAPAL' section 5. (Optional) Create Additional Invoices 6. 'Finalize' Invoice(s) 1. Batch 'Print' (email to recipients) 2. Batch 'Post'/Feed to Banner
Prerequisites/ You'll need: - Access to FAST and the AR Module - Added to a Billing Department - An 'Open Period' to post invoices to - Account/Programs code(s) - Batch Print/Post Permissions (for 'Approver' roles only)
1
[Log in](https://mfast.isos.isu.edu/) to FAST (see [Access FAST AR Module](https://scribehow.com/shared/Access_the_FAST_AR_Module__lQKGXORkTBeSv-ZkBrGiwQ) for more detailed Instructions)
2
Open the 'Accounts Receivable' module
Before creating a new invoice for a customer, that customer MUST already be in the system, they can't be created during the Invoicing Process. (See [Create & Manage Customers in FAST AR](https://scribehow.com/shared/Create_and_Manage_Customers_in_FAST_AR__lrMYRnkuQ_CsWIzLaeQ7LQ?referrer=documents) for instructions)
3
Click 'New' in the 'Invoice' dropdown menu
Invoice Header Information
4
'Customer' field refers to the Customer ID #. If you know the ID#, entering it here and clicking into any other field will bring up that Customer's Default Info.
5
Otherwise click the Search icon
6
Enter the Name of the Customer and click Search
7
Select desire Customer
8
If you don't know how the Customer Name appears in the system or if searching comes up empty, you ***can*** search without entering anything. This will bring up a list of all customers to choose from. But the list will only get longer as time goes on so be prepared to scroll.
9
Select desired Customer
10
The default for Invoice Date is Today's Date but you can select a different date if needed.
The Invoice Date you specify **MUST** fall in an 'Open Period' or it will trigger an error message. For the time being, these are created and set by the Financial Reporting Dept. If no open period exists or you need to discuss a different period, please reach out to someone on the [Financial Reporting Team](https://www.isu.edu/financeadmin/departments/financial-reporting/our-team/)
11
Select a Due Date. This isn't *mandatory* for now but probably still helpful. 30 days is a good 'standard timeframe'
12
If you need to specify a PO #, do that HERE.
13
Select the Billing Dept. This dropdown only shows the departments you are allowed to bill for. - Most users only create invoices for one dept and will only see one option in the dropdown. - If you are set up to bill for multiple departments, you'll need to specify which department this Invoice is for. - If you don't see the department you need, please contact [Financial Reporting](https://www.isu.edu/financeadmin/departments/financial-reporting/our-team/)
Navigation/Tool Tip! In dropdown lists, you can either make a selection and click the green 'Check' icon **OR** double-click the option you want to select.
14
Click Save
Line Item and Details Section
15
Fill out Invoice Line Items and add any details - Fill out Description, Qty, and Price fields. The Amount field is auto-calculated. - To add a **'Note'** about a line item, enter a Description and set the quantity to 0 - For **'No charge'** items (Free swag, etc.), enter a quantity and no price - To add a **Discount**, enter a negative number in the Price column
Using the '**Adding & Editing' Icons** - you can use TAB to navigate between fields (including moving to an icon, like 'Save and New Line.' Then hit ENTER to select it) - Hovering over an icon will show a explanation of what it does - 'Disk and +' icon: Save and Add a New Line - 'Disk' icon: Save without Creating a New Line - 'Crossed out Pencil': Cancel this edit. If the description field is blank, this will cancel (delete) the new (empty) line. - 'Pencil' icon: Edit this line - 'Red X' icon: Delete this line
16
If after you've saved a line, you need to add another line, click the green 'Plus and Lines' icon.
17
If all line items and their details look right, click the 'Save' ***BUTTON.*** If you need to send a quote, see the optional step below, otherwise proceed to the 'FOAPAL' section below the line items.
**Sending an 'Open Invoice' as a 'Quote'** Once all line items are entered and saved, if you need to send a customer a 'Quote', you can download a PDF by clicking on the icon to the right of the blue 'info dot' in the upper-left 'Customer ID' section from earlier.
18
Sample 'Quote'. The invoice will display 'Quote' until it is Printed & Posted, at which point it will change to say 'Invoice'
FOAPAL Section
19
The 'FOAPAL' section is where you specify the Index, Fund, Org, Account, and Program Codes associated with the invoice charges. Selecting the desired Index Code will auto-populate Fund, Org, and Program fields.
20
Select the Account Code for this invoice. 'Activity Code' is optional since it's rarely used. Departments should know when to use or not.
**Verify** that the Account code selected matches the appropriate Program code. FAST AR *should* throw an error if it doesn’t match and suggest the correct Acct Code 'Prefix' but a visual check is still a good idea. Generally, Acct Codes follow the below guidelines: - '54xx' is for 01INS, 11ACS, and 08SS - '55xx' is for 12AUX - '56xx' is for everything that's ***not*** 01INS, 11ACS, and 12AUX
21
Specify the amount for each Index/Fund/Org/Acct/Program selection. - If only one is being used, enter the total amount from the line items section above. - Otherwise click the 'Save and Add Line' and repeat the process for any additional Index/Fund/Org/Acct/Programs for this invoice.
Make sure to click the 'Save' ***ICON*** after filling out the last FOAPAL string. Clicking the 'Save' button when a line is still 'open' will erase that line.
22
Once all FOAPAL strings are entered and saved, **VERIFY** that the Total Amount(s) in the FOAPAL section balances with the Total Amount in the Line Item(s) section and click the 'Save' ***BUTTON***
23
Once all invoice details are entered and the invoice is ready to 'finalize', click the 'Invoice is ready to Print and Post' checkbox and click 'OK' in the browser pop-up message. Any changes after this point must be made by someone with 'Approver' permissions (See ['Approver' section](https://scribehow.com/shared/Create_Batch_and_Post_Invoices__LYi0SVPOQciC79NFlD0Osg#fb49a210) below) or through a Credit Memo
If the FOAPAL section isn't balanced with the Line Item(s) section, you will not be able to proceed. FAST AR will let you ***Save*** the invoice but marking the 'Ready to Print and Post' checkbox will trigger an error message.
**Multiple Invoices** If you need to enter more than one invoice to be posted, you can click 'New Invoice' and repeat the above process until all invoices have been created and are ready to post.
24
Once all Invoices are created and ready to 'Print' and 'Post', click the now-green 'Save' button.
Batch 'Print' and Batch 'Post'
Note on Permissions: If your department has opted to split 'Creator' and 'Approver' roles, the following steps are only available to a department 'Approver.'
25
Navigate to 'Batch Print/Email' in the Invoice menu dropdown.
26
You should see a list of all invoices available to 'Batch Print.' This *should* only show ones associated with your department. Locate and select the one(s) you just finished creating (and/or any others that you'd like to include).
27
Click 'Print Batch'. Any customers with an email address on file will receive a PDF of the invoice(s). A copy will also be emailed to the Invoice 'Creator' and the Department's ‘Approver’ (specified by individual dept. and set up by Financial Reporting). Selecting the 'PDF' output button will generate a PDF.
28
Pop-up boxes should display confirmation messages.
29
Navigate to 'Create Batch (Feed to Banner)' in the Invoice menu dropdown
30
The newly created batch should be automatically selected. If not, select the batch that was just created from the list (and/or any others you'd like to include in the feed to Banner). Select the date of when you want the Journal Entry to be dated in Banner (the Batch Date show's Today's Date by default).
31
Click 'Post Batch'
32
Click 'OK' in the confirmation pop-up
33
A confirmation message will show on the screen. If you'd like, you can print off a PDF summary of what was sent to Banner.
YOU DID IT!! Great job! Here's what the Invoice will look like. Please reach out to the [Financial Reporting team](https://www.isu.edu/financeadmin/departments/financial-reporting/our-team/) with any further questions, concerns, or feedback.
