Actions - Group by Invoices/CM/PV

The following table represents the available Action options on an Invoice, Credit Memo, or Payment Voucher.

Select the More to view available options.

NOTE: The options will vary based on the document Status.

Option

Icon

Resulting Action

Edit

This action is only avalable for Payment Vouchers. Select to copy the existing Payment Voucher details into a new Payment Voucher. When the Copy action is selected, the following information will be copied, but will be editable before Payment Voucher submission:

Supplier	Justification	Payment Indicator	EFT Indicator
Check Category	Line Items	Accounting Data	Payment Voucher Amount (Note: Not editable; calculated automatically)

Approval Map

Review Workflow

If an Invoice or Payment Voucher workflow is in place for your organization, the Approval Map will display the path the document needs to take before it will be processed.

See the View Invoice - Approval Map topic to learn more.
See the Payment Voucher - Approval Map topic to learn more.

Cancel

Cancel Invoice

Select Cancel to cancel the document before it is matched, (invoice or credit memo), awaiting approval or after a document has been rejected (invoice, credit memo, or payment voucher).

Be advised, this action is immediate. Status will change to Cancelled.

The association of the Invoice or Credit Memo to the Purchase Order will be removed.

Cancel Request for Credit

For credits with a status of Submitted for Credit, the Cancel Request for Credit option will be available. Select this action to cancel the invoice and also send a response to your ERP system signalling the cancellation.

Once selected, the following confirmation message will display:

If you proceed to cancel the request for credit by selecting Yes, the message that has been entered in the Admin module, if any -- Manual Invoice/Credit Cancel in ERP -- text box will display.

After the ERP accepts the cancellation, the Invoice Status will change to Request for Credit Cancelled.

Cancel Request

for Payment

For invoices with a status of Submitted for Payment, the Cancel Request for Payment option will be available. Select this action to cancel the invoice and also send a response to your ERP system signalling the cancellation.

Once selected, the following confirmation message will display:

If you proceed to cancel the request for payment by selecting Yes, the message that has been entered in the Admin module, if any -- Manual Invoice/Credit Cancel in ERP text box will display.

After the ERP accepts the cancellation, the Invoice Status will change to Request for Payment Cancelled.

Delete

Delete

The Delete action is only available for Invoices that are Not Matched or Rejected and Payment Vouchers that are in a Payment Voucher Created or Rejected status.

A confirmation message will display. The Invoice or Payment Voucher will no longer display on the Invoice/Credit/Payment Voucher List or in the Cross-Reference view, however, it is considered a soft delete and may be retrieved for auditing or other purposes.

Edit

Select Edit to modify an existing Invoice, Credit Memo or Payment Voucher.

See the Invoice Edit topic for more information.
See the Credit Memo Edit topic for more information.
See the Payment Voucher Edit topic for more information.

Edit

and Resubmit

Edit

If your organization has enabled the Allow Invoice Edit and Resubmit for Cancelled Invoices/Credits setting in the Admin module, then the ability to Edit and Resubmit will be available on invoices in the Request for Payment Cancelled status and credits in the Request for Credit Cancelled status.

Select the Edit and Resubmit icon to open the invoice or credit for editing and resubmit the invoice or credit.

Match Invoice

Select Match Invoice to perform the matching process to match an Invoice to a Purchase Order and/or Receipt.

See Invoice Matching topic to learn more about this process.

Select Print option to generate a printable view of the Invoice, Credit Memo or Payment Voucher (depending on the Document Type).

Re-Send

to ERP

Undo

This action effectively re-sends Invoices to buyer ERP systems, and is controlled by a Re-send Documents to Financial System privilege assigned to user roles from their respective Role Management pages.

Also, this option is only visible on invoices that are in the following status:

Financial System Pending

For more information, see the Re-Send Invoice to Financial System topic.

Supplier Notification

Send Supplier Message

Select Supplier Notification to communicate with the vendor regarding the Invoice, Credit Memo, or Payment Voucher via fax or email.
See the Supplier Notification topic for more information.

View History

View Invoice

Select View History to view a log of the Invoice, Credit Summary, or Payment Voucher Summary, (depending on the Document Type) including date and time stamps of actions taken and the user that performed that action.
See Invoice History topic for more information.
See Credit Memo History topic for more information.
See Payment Voucher History topic for more information.

View

View Invoice

Select View to open the Invoice View, Credit Summary, or Payment Voucher Summary, (depending on the Document Type) providing details and attachments, if any.

The Invoice View also provides access to the Invoice History.
The Credit Summary also provides access to the Credit Memo History.
The Payment Voucher Summary also provides access to the Payment Voucher History.

View Matches

View Invoice

Select View Matches to view the existing match between Invoice and Purchase Order and the Invoice and the Receipt .

See the Invoice Matching topic to learn more about matching.

Void Payment

For those customers that are integrated with an ERP system and if the Enable Void Payments permission is assigned to your profile, the option to Void Payment will be available on those invoices with a status of Paid. Voiding the invoice indicates the invoice is not paid and releases the match against the receipt.

See Void Payment topic for more information.

If you expand an invoice to view purchase order details, the Actions column will allow you to:

Option	Icon	Resulting Action
View Order Details		Select to view the Purchase Order details.