Assigning Invoices
Assigning Invoices
Once invoices have been scanned and uploaded into CINC Accounting using the Invoice Upload Client (see Scanning and Uploading Invoices), they will be located on the Assign Invoices screen awaiting assignment to a user.
Note: Certain functions on this screen are controlled by security permissions. Contact your administrator if you cannot access functions required for your role.
To assign invoices for payment approval:
Select Vendors > Assign Invoices. If you are using universal navigation, click Payables > Invoices > Assign Invoices.
Select the batch number from the Batch field.
Select a user from the user dropdown and click Assign or Assign to Me.
NOTE: Security permissions must be granted prior to assigning invoice batches.
NOTE: There is an Detach Image Section icon that, when clicked, will display the invoice in a split screen, which may be dragged to another monitor. Closing the detached tab/window will reattach the PDF back to the main Assign Invoices screen in its normal position.
Search for and select the association to which the invoice is billed.
Click Select Images, and then select the checkbox next to it to select and attach images to the invoice.
Using the invoice image displayed on the right side of the screen, enter the following fields, and click Save. Repeat for all invoices in the batch. Once an invoice is assigned it will move off this screen.
NOTE: If there is more than one page to an invoice, select the checkbox next to the Select Images dropdown on all applicable pages.
Recurring: Links invoice to vendor (See Recurring Invoices).
WO#: Search for and select the work order that corresponds to the invoice.
Invoice Number: Some invoices do not have an invoice number. In order to use the duplicate invoice check function in the system, the user must define standards for creating an invoice number within their vendor (see Setting User Invoice Preferences). CINC recommends using the last six digits of the account number plus the bill/statement date as invoice number (e.g., 76316-091420).
Date: Invoice date. The system will default the date to today’s date.
Status: The system will default to Pending Approval. A note can be added for the approver’s review; e.g., a note to the approver to verify expense GL.
Due (date): Select the due date, this is optional.
Pay To: Begin entering the vendor’s name and select the applicable vendor. Vendor address information will prefill If a vendor does not exist (see Setting up a New Vendor).
Account #: The account number with the vendor. If this invoice is for a utility bill, it could be the meter #.
Address: Populated with vendor address after Pay To is selected.
Total: Invoice amount.
City: Populated with vendor address after Pay To is selected.
State: Populated with vendor address after Pay To is selected.
Zip: Populated with vendor address after Pay To is selected.
Memo: Invoice description. CINC recommends using a description of goods and services that include service dates.
Account: This is defaulted to the bank account assigned in the Setup > Transaction Setup screen as the default bank account for payments but may be changed. To prevent errors, this cannot be changed when an account has open batches. If you are using universal navigation, click Accounting > Setup > Transaction Setup.
Pay By:
ACH: Requires use of a partner bank and additional setup to record the banking information on the Vendors > Vendors screen. If you are using universal navigation, click Payables > Vendors > Vendor List.
Bank Adjustment
Check
EFT: This payment option may be used when a vendor has already received a payment electronically outside of CINC Accounting (e.g., credit card, bank draft).
GL Account: Search the GL account name or number.
NOTE: If paying the invoice from a reserve account, the expense GL number must also be a reserve account. Once a GL account is selected:
R will be shown for expense accounts flagged as Reserve.
I will be shown, and hovering over it will display: Budget for the current fiscal year, actuals to date, Remaining budget.
NOTE: Click Add to add additional GL lines if needed.
Item Description: The system will default to the GL description from the chart of accounts. Click the paper icon to insert the Memo Description to provide more detailed information regarding the invoice, including reports to board members.
Amount: Invoice amount (will prefill with the invoice total but may be changed if amounts should be divided between multiple expense GLs).
