Use the Principal Invoices form to review and save principal invoice records in the Finance area. Finance officers use this form as part of the invoice lifecycle, which progresses from Draft through approval processing to Approved, Upcoming, Due, and Paid.
Use the invoice list to identify the required record by its job number, invoice number, client, principal, invoice date, shipment date, or note. Then work with the record in the Finance record form and save the completed changes.
Before you start
Ensure that you have access to Finance and Account Invoices.
Ensure that the principal invoice record is available in the invoice list.
Complete the required invoice information before requesting approval. An approval request can proceed only when invoice validation is valid.
Note: Approval-based processing applies when the approval process is enabled for the invoice.
Steps
Select Finance from the main navigation.
Principal Invoices
Select Account Invoices to open the invoice workspace.
Select All to review all available invoice records, or select Sales Invoices when you need to work with sales-related invoices.
Locate the required principal invoice by reviewing the available record information, including job number, invoice number, client, principal, invoice date, shipment date, and note.
Principal Invoices
Work with the required principal invoice in the Finance record form.
Select Save to save the changes made to the principal invoice.
Select Save and Close when you have completed the review and want to save the record and leave the form.
Follow the invoice lifecycle as required:
Start with the invoice in Draft.
Use Request for approve invoice when the invoice is ready for approval. The request can proceed only when invoice validation is valid.
After approval processing, the invoice becomes Approved and can continue to Upcoming, Due, and Paid.
Use Consider As Paid only when the principal invoice is completely paid.
Use Consider As Not Paid when payment status must be reconsidered.
Use Consider as not approved when approval status must be reconsidered before the invoice is bound by related invoices.
Warning: Before using Consider As Paid, verify that the principal invoice is completely paid.
Warning: Do not attempt to change or revert a principal invoice when binding invoices exist. The application can prevent changes or reversal in this situation.
Troubleshooting
Symptom
Likely cause
Fix
The invoice cannot proceed through approval processing.
Invoice validation is not valid.
Complete and validate the required invoice information before using Request for approve invoice.
You cannot change the principal invoice.
Binding invoices exist.
Do not make changes to the principal invoice while it is bound by related invoices.
You cannot revert the principal invoice.
Binding invoices exist.
Keep the invoice in its current state because reversal is not allowed when binding invoices exist.
You are asked whether the invoice is completely paid.
You selected Consider As Paid.
Confirm that the full principal invoice amount has been paid before proceeding.
Result
The principal invoice record is saved and can continue through its applicable approval, due, and payment lifecycle.
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