The invoice attachments display next to the invoice-coding fields. Use the attachment to reference as needed while coding. Once coding is complete, the invoice is removed from the batch and the next attachment displays automatically.
Follow these steps to code an invoice:
In CINC, go to Vendors > Assign Invoices.
OR
In CINC with universal navigation, go to Payables > Invoices > Assign invoices.
The Assign Invoice page displays. Click the Search icon to view a list of all available associations.
NOTE: You can also access a specific association by entering the full name, partial name, or association code, and then click the Search icon.
Search for and select the appropriate association.
Review the invoice and group any images together that were split during the upload process, if necessary. Refer to Merging Invoice Attachments.
In the Recurring field, click the Search icon to select from the list of Recurring Invoice templates for the selected association, if applicable.
OR
Type in the name of the vendor and click the Search icon to narrow down the list.
Select the Recurring Invoice template. The applicable fields are populated automatically.
In the WO# field, enter the work order number and click the Search icon to select the work order that corresponds to the invoice, if applicable.
OR
Click the Search icon to view a list of work orders for the association. Click the WO# to link the work order and invoice.
NOTE: Only work orders in an Open status and linked to a vendor populate.
The Link to Work Order window displays. Select the work order information you want to copy to the invoice. Click Link.
NOTES:
Multiple invoices can be linked to one work order.
Depending on your system’s configuration, once the last linked invoice is paid, the work order closes automatically.
In the Invoice # field, enter the invoice number.
NOTE: Some invoices don't have an invoice number. To use the system's duplicate invoice check, you must define a standard for creating invoice numbers for the vendor.
In the Date field, enter the invoice date.
NOTE: The field defaults to today's date but it can be changed.
Select the Status from the drop-down list. This field defaults to Pending Approval but may be overridden with the correct security permissions.
NOTES:
You can add a note for the approver's review. Click the Note icon, enter the note, and click Save.
To bypass board approvals, change the status to Ready for Payment before saving. This is only available for unlinked vendors or vendors whose Vendor Type does not require board approval.
In the Due field, enter the invoice’s due date, if applicable.
NOTE: If Net Term Days is populated on the Vendor page, this automatically calculates once the vendor is selected.
In the Pay To field, use the Search icon to select a vendor from the Vendor List.
OR
Type in part of the vendor’s name and click the Search icon to narrow down the list.
Click the vendor’s name to link it to the invoice.
The vendor’s name and address information populate automatically.
NOTES:
To unlink a vendor, click the Unlink icon to clear the vendor selection.
Manual entry of a vendor or person is supported if configured in your system. This is called an unlinked vendor. As a best practice, vendors should be added to the Vendor List if they are used more than once.
In the Account # field, enter the account number the association holds with the vendor, if applicable.
In the Total field, enter the total amount of the invoice.
NOTE: This is used to calculate the sum of the Expense Items to prevent unbalanced invoices.
In the Memo field, enter the description of the invoice as you want it to display on the check.
NOTE: The Copy icon copies the Memo to all expense item descriptions.
In the Account drop-down list, select the bank account used to pay this invoice.
NOTE: The bank account defaults to Default Bank Account for Payments, assigned on the Transaction Setup page.
Select the payment method in the Pay By drop-down list.
NOTE: The default is determined on the vendor’s Payment Method page.
ACH: Requires a partner bank and additional setup to record the vendor's banking information on the vendor’s information page.
Check: A check is created for print and mail.
CINC VendorPay: Payment is handled through a third-party payment service.
EFT: Use this option when a vendor has already received payment electronically outside of CINC, such as via bank draft. CINC records the transaction on the Bank Account Register and GL History, but does not initiate any transfer of funds or create a check.
NOTE: Don’t use Bank Adjustment on this page. If you don't need to create a check or transfer money, select EFT.
In the Expense Items section, enter the GL Account and click the Search icon.
OR
Enter all or part of the Account Name (may also display as Account Description or Item Description) and click the Search icon.
NOTE: You must click the Search icon to link the account to the invoice.
The corresponding matches display. Click the appropriate Account Name or Account Number.
The Item Description prepopulates with the Account Name for the GL account but may be changed as needed.
OR
Click the Copy icon to insert the Memo.
Enter the amount to be charged to the GL Account.
NOTES:
The Amount prepopulates with the invoice total but may be changed if amounts should be divided between multiple expense items.
The Reserve icon displays for expense accounts flagged as Reserve.
If you're paying the invoice from a reserve account, the expense GL account must also be a reserve account.
The Information icon displays. Hover over it to view the budget for the current fiscal year, actuals to date, and remaining budgeted amount.
Repeat for any additional GL accounts.
NOTE: Click Add to add additional expense items.
Click Save.