Page 14 - Participant Guide - Unanet GovCon Using Accounts Payable

LESSON 2 AP TRANSACTIONS – VENDOR INVOICES

Learning Objectives

• Differentiate and identify the various procedures and options used to create,
process, and post vendor invoices
• Determine which Accounts Payable reports to use to ensure accurate transaction
processing (Vendor Invoice Status and AP Aging)

Introduction
It is critical to understand the process of creating Vendor invoices in Unanet. In addition,
evaluating the impact to the AP Aging report.

Navigate: Financials > Accounts Payable > Vendor Invoices

Vendor Invoices

Unanet supports creating vendor invoices received for processing. The Vendor Invoice
functionality can also be used to enter vendor invoice adjustments (positive or negative
values).

Recurring - Recurring Vendor Invoice are recorded in every period where the accounts
are identical, but the amounts may vary. When checked, upon posting, the system will
post the original document and create an additional Vendor Invoice for the next
occurrence (Fiscal Period), leaving it in the Inuse status. The subsequent Vendor
Invoice created as a result of this feature can be modified, if needed, and then manually
posted. The number of occurrences can be managed by entering a number in the
“Occurrence 1 of” field. If the number of Occurrences field is left blank, the Vendor
Invoice will recur indefinitely until either a value is entered or uncheck the checkbox.

Hold – Hold indicates whether a Vendor Invoice is on payment hold. Being on hold
merely indicates invoice for a Vendor will not automatically be considered for payment
during the Bulk Vendor Payment creation process. A payment hold can be established
at either the Vendor Profile at the Organization level or at a specific Vendor Invoice
level.

Details - Details screen is where you enter the individual line items that make up the
Vendor Invoice (left menu). Vendor Invoice Details menu consist of Labor, Expenses,
and Items. These menu options will become unavailable once the Vendor Invoice
reaches the Posted status.

Copy - copy function will create a duplicate of the current Vendor Invoice (including
labor/expense/item detail lines). Advised to have the Duplicate Vendor Invoice Behavior
system property set to error to help prevent Vendor overpayment.

LESSON 2 AP TRANSACTIONS – VENDOR INVOICES
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