Entering Invoices Manually
Entering Invoices Manually
If an invoice needs to be paid but an image is not available, a manual invoice can be created. Manual invoices may also be created for invoices paid via EFT that still need to be recorded in CINC Accounting.
To enter a manual invoice:
Select Vendors > Invoices. If you are using universal navigation, click Payables > Invoices > Invoices.
Search for and select the desired association.
Click New.
Enter the following fields and click Save:
Invoice #: If there is none, CINC recommends using the last six digits of the account number plus the bill/statement date as invoice number (e.g., 76316-091420).
Invoice Date
Vendor Account #
Due Date: (optional)
Status: Will default to Pending Approval. A note can be added for the approver to review.
WO#: (optional)
Pay To: Vendor name.
Pay From: Bank account will be defaulted to same account as defined for payments in the Transaction Setup screen.
Pay By: Will be defaulted to Check unless the vendor has ACH information available in the system (but may be changed).
Invoice Total: Amount to be paid.
Check Memo: Enter a memo description that is helpful for future reference, then copy it to the description field for the expense GL.
Expense line item GL account number: Search for Expense GL by name or account number. An R will be displayed if the expense GL is defined as a reserve expense. Make sure that the Pay From bank account is a reserve account if selecting a reserve expense account.
Item Description: Use the copy function to replace the GL description with a Check Memo description that will be more informative when presenting financial reports to board members.
NOTE: Once the invoice is saved, it will appear on the Pending Approval screen (see Approving Invoices).