Searching for Invoices
Searching for Invoices
NOTE: If you are unable to see pending invoices on the Pending Approvals screen that you think you should be able to see, make sure:
Your user name is listed in the Authorized column on the Invoicing tab of the Setup > Association Setup screen. (see Setting User Invoice Preferences) If you are using universal navigation, click Associations > Associations > View All.
The user group you are assigned to has the correct Vendors - Invoicing permissions on the System > Security Permissions screen. If you are using universal navigation, click Settings > Security > Security Permissions.
You have the proper user invoicing privileges on the Invoicing tab of the System > Users / User Information screen. (see Giving Users Permission to Approve Invoices) If you are using universal navigation, click Settings > User Management > User Management.
To search for invoices:
Select Vendors > Invoices. If you are using universal navigation, click Payables > Invoices > Invoices.
Search for and select the desired association and vendor if applicable.
Complete any or all of the following fields, then click Refresh:
Vendor: Vendor's name. (All Vendors) is the default.
Invoice #
Status: All Statuses, Hold, Needs GL Completed, Paid, Pending Approval, Ready for Payment (default), or Void.
Expense GL Account: GL account number from which the invoice was paid.
Date Range
Pay By: Payment method (ACH, check, etc.).
Amount Range
Memo: Check memo line.
Item Description
Invoices are also searchable using the Quick Search Grid Filters (green bar):
Invoice Date
Due Date
Invoice Number
Invoice Amount
Balance
Status/Approvals
Pay To
Invoices on Hold indicates the number of invoices placed in the hold status.
Search results may display the following invoice flags (color-coded dots):
Pay by ACH: Indicates that the invoice was paid by ACH.
Closed Period: Displays when an attempt is made to post an invoice in a closed fiscal period.
Invalid GL: Displays when an invalid GL account is selected, or the GL account is missing.
Over Signature Amount: Displays when the amount of the invoice is over the allowed signature amount for approval.
NOTE: Signature amounts can be set up on the Setup > Association Setup screen in the Max Signature Amount field. If you are using universal navigation, click Associations > Associations > View All.
Unbalanced (Invoice): Displays when the invoice total does not match the sum of the expense line items.
Duplicate (Invoice): Displays when the invoice is a potential duplicate (flagged by vendor, amount, and invoice number).
Unlinked Vendor: Displays when the “Pay To” field is not linked to a vendor in CINC Accounting.
CINC VendorPay
To review additional flag details, hover over the color-coded dot on the invoice line to display a popup message box.
To save specific search criteria, select the desired filter settings and click Save View.
Note: If an invoice is not appearing, verify you have the correct dates and status selected.