Page 39 - Unanet GovCon Administering the Subcontractor Portal - Participant Guide eBook

Subcontractor Portal - Vendor Invoice

Navigate: Portal > Dashboard > Vendor Invoice (left side menu)

The Subcontractor Portal Vendor Invoice (VI) screen allows the role of the VI User to
view, edit, add, and delete Vendor Invoices for a given Vendor associated with a
Purchase Order containing assignments of labor or expenses. Vendor Invoices are only
able to be generated in the Subcontractor Portal by selecting a Purchase Order that has
matched labor or expense transactions related to the Purchase Order.

The VI User role has limited functionality and is usually given to a Power User in the
Subcontractor Portal or an external vendor. The VI User role can only access Purchase
Orders with the Financial legal entity and Vendor Organization to which they have been
given via their Organization Access in their People record in Unanet.

Vendor Invoice Fields: (some fields can be used to Search and Filter)
VI Field: Description:
Edit icon Edit invoice when in INUSE Status
More icon Download or Delete
Invoice # Value automatically assigned when invoice is created
Status INUSE, SUBMITTED, APPROVING, APPROVED,
DISAPPROVED, POSTED
Modified Invoice Date or last modified
Description Can be edited on the SUMMARY tab for Invoice Details
Amount Total invoice amounts of Matched Transactions for a
period of time
Amount Paid The amount paid on a posted VI, if applicable
PO # The PO this VI is posted against
Stage ACTIVE/DONE - DONE if status is POSTED, Active for
any other status
Voiding/Voided indicator If applicable
Approvers Once Submitted, hover over the Approver icon in the
Status column to see the next pending approver

Create a Vendor Invoice (VI)
From the Vendor Invoices list, press +Add Invoice. A popup window will include a list of
Purchase Orders (for the vendor that matches the VI User’s Person Organization) and
Amount for the Labor (timesheets) and Expenses with dates on or before the current
day will be included. Select one or more lines and then click Generate Invoices. The
invoice date (document and post dates in Unanet) will default to the current date.

Turn on Bulk Actions (bottom of page) to:
• SUBMIT - Select multiple INUSE VIs to submit
• DOWNLOAD - Select multiple VIs (any status) to download as PDFs (zip file)

LESSON 4 ASSIGNMENTS AND VENDOR INVOICING
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