Free Balance Invoice Page

Free Balance Invoice page

This is a Free Balance Order Invoice page. This type of invoices is used when a Purchase Order is not applicable (utilities, freight, demurrage, etc.). Since there is so much detail, each section will be discussed separately.

Header Information Section

This section defines the information that is in the header of the invoice.

The table below defines the fields displayed in this section of the invoice.

Field / Description
Mode / Mode of the invoice - this is always 'Inquiry’.
Doc / Identifies the invoice type and the FIS document number that was assigned by the system.
Dept / Six-digit line one department number on the document.
FY / Fiscal year the invoice was created.
Enc ID / The system assigned FIS document number is the encumbrance number for Free Balance Invoices.
Status / Status of the document. Valid status are:

• Complete - The invoice has received all approvals and is waiting for terms to be met.
• Incomplete - The invoice was accessed and not finished properly (‘Save As Is’ button was used).
• Paid - The invoice has been paid.
• Purged - The invoice was canceled by Accounts Payable prior to payment.
• Rejected - The invoice has been rejected by the department.
• Sent - The invoice was entered by ‘Accounts Payable’ and sent to department. The department has not taken the appropriate action.

Changed By / Denotes who entered the invoice.
Date Changed / Date the invoice was entered into AISystem.

Created By/Changed By Section

This section defaults to a collapsed mode and can be opened by clicking on the arrows. It identifies the person(s) that entered or changed the invoice along with their telephone number and a date/ time stamp.

The table below defines the fields displayed in this section of the invoice.

Field / Description
Name / Identifies the person(s) that entered or changed the invoice. Note: ‘Processing Batch’ denotes that the invoice is for preferred vendors and was automatically loaded by the batch system.
Campus Phone / The campus phone number of the person(s) that entered or changed the invoice.
Campus Box / The campus box number of the person(s) that entered or changed the invoice.
Change Time / The date/time stamp when the invoice was entered or changed.

Invoice information Section

This section identifies the vendor information, terms and image indexing information.

The table below defines the fields displayed in this section of the invoice.

Field / Description
Vendor ID / Six-digit vendor number.
Addr # / Identifies which address type the payment was sent for the vendor.
Invoice No / The invoice number the vendor assigned.
Invoice Date / The invoice date assigned by the vendor.
Vendor Information / Displays the vendor’s payment address information.
Multi / Not applicable for this type of invoice.
Terms Rate / Discount terms.
Days / Vendor payment terms.
Send / Not applicable – will always be blank for the Free Balance Invoice.
Quote / Not applicable – will always be blank for the Free Balance Invoice.
Image Index / Displays the imaging number assigned by Accounts Payable to the invoice.
Rec Date / Not applicable - will always be blank for the Free Balance Invoice.
Invoice amount / Total amount charged for this invoice.
Freight Amount / Freight amount charged on the invoice.
Payment Explanation (printed on check) / Displays the memo that either Accounts Payable or the department entered to list on the check stub next to this invoice number.
Remarks (Not Printed on Check) / There are two sections – Accounts Payable and Department. This is a free flow field that allows either area to enter comments or remarks about the invoice. For instance, AP might state why the invoice has routed. The department could use this area for their rejection remarks.

Free Balance Invoice Accounts Section

This section displays the account(s) details from which the vendor is paid. If there are no accounts listed, the dept has either not processed or rejected the invoice. Be sure to check the status of the document.

The table below defines the fields displayed in this section of the invoice.

Field / Description
LC / Ledger class of the account.
Dept / 6-digit department number.
Fund Code / Three-character fund code that is populated by the system if a valid fund number is entered in the Fund field.
Fund / Fund number on the account.
SC / Subclass
Obj / Object Code
SR / Special Reporting code, if any
Zero Fund / Zero fund number
Amount / Invoice amount charged to the account.
Freight Amount / The freight amount charged to this account.
Totals / Sum of the account amounts displayed as a protected field. Values need to match the ‘Invoice Amount’ and the ‘Freight Amount’ fields in the invoice.
Trailing Docs Button / Takes the user to the Trailing Document page where they can view existing or enter a new trailing document.

AP Doc Status Inquiry Page

This page displays a summary of document and payment information.

The table below defines the fields that display on this page.

Field / Description
Invoice ID / This is a dynamic field and will change based on the selected document. Valid values are:

• Credit Memo for Credit Memos
• Invoice ID for invoices
• PO number for Purchase Orders and Change Orders

Invoice Date / Date of the invoice.
Routed / Denotes if the invoice has been routed. Valid values are:

• Y = Invoice has been routed
• N = Invoice has not been routed

Code / Document code. Identifies the type of invoice the user is viewing. Valid values are:

• LI = Line Item invoice
• CA = Computer Assisted Invoice
• IB = Blanket Order Invoice
• IF = Free Balance Invoice

Doc ID / FIS document number assigned by the system when the invoice was entered.
Prepared By / Identifies who entered the invoice.
Status / Invoice status. Valid status are:

• Complete -The invoice has received all required approvals.
• Purged - The invoice was canceled by Accounts Payable prior to payment.
• Matched - The invoice has received all approvals and is just waiting for payment terms to be met.
• Paid - The invoice has been paid.
• Rejected - The invoice has been rejected by the department.
• Sent - The invoice was entered by Accounts Payable and sent to department. Valid values are:
• The invoices was entered by Accounts Payable and sent to the department. The department has not taken the appropriate action.
• The invoice is in an ‘Open’ status and still needs approvals.
• Incomplete – The invoices was accessed and not finished properly. The ‘Save As Is’ button was used.
• Disapproved. – The invoices have been disapproved by either the department or a Central Area department.

Type / This is a dynamic field that changes based on the type of document. Valid values are: Change Order (CO), Check Request (CR), Invoices (IN) and Purchase Orders (PO) can have multiple types.
Dept / Six-digit department that was entered on line-one in the Purchase Order that the invoice is applied against.
Change Date / Date the invoice was last changed.
Image index / Displays the imaging number Accounts Payable assigned to the invoice.
Vendor Details / Displays the vendor’s payment address information.
Encumbrance ID / Valid values are:

• Purchase Order Encumbrance number for Purchase Orders (PO), Invoices (IN), Receiving Report (RE), Change Orders (CO) and Credit Memos (CM).
• For Free Balance Invoices, this will be the FIS document number assigned to invoice.

Check No / The check number that paid the invoice.
Check Redeposited?/Check Cancel? / This is a dynamic field and denotes if the check for the invoice has been cancelled or re-deposited. If the check has been canceled, the field will display Check Cancel otherwise it will read Check Redeposit.
Payment Due Date / Date payment is due to the vendor; scheduled by the system in accordance with payment terms.
Check Date / Date the check was issued.
Redeposit No / This is a dynamic field and works in conjunction with the check Re-deposited/Check Cancel field. It will display the FIS document number for the corresponding action. If neither action was taken, the field will be blank.
Redeposit Date / This is a dynamic field and works in conjunction with the Check Redeposited/Check Cancel field. It will display the date for the corresponding action. If neither action was taken, the field will be blank.
Goods Received Date / Date goods were received.
In Process Doc Type / Identifies the type of document that is blocking the Purchase Order.
Related Doc No / Not applicable to the Free Balance Invoice. If a Purchase Order (PO) is blocked. The system will display the document number blocking the Purchase Order.
In Process Doc Id / Not applicable to the Free Balance Invoice. If a Purchase Order (PO) is blocked. The system will display the document number blocking the Purchase Order.