SCView > Indexing – Purchase Order Invoices

SCView > Indexing – Purchase Order Invoices

Go to Tools > Indexing

Import to create batch.



Add a Batch Name



Select or Drop invoice files and Submit



Select the batch and Index Selected


Select the proper Department Name and Document Type

Enter the Purchase Order Number

Vendor, Requestor and Distributions will populate based on the purchase order information in FIS.



Complete the Header fields.


Complete the Distribution fields.


Amount – enter the amount to be paid on that distribution. If paying an item in full and leaving zero encumbered select the check box before the distribution line number to auto-fill the amount and status.

Verify the total amount entered for the distributions matches the amount of the header.

Status – enter the appropriate status for that item/distribution

  1. Process payment, leave zero encumbered 
  2. Process payment, leave remainder encumbered
  3. Process payment, leave specified encumbered – if this payment status is selected an amount must be entered for that item in the Reencumbrance Amount field for that line.
  4. Cancel this item

If an item has not been received and the encumbrance for one of the distribution lines should remain open, the amount and status fields can be left blank, or you can enter 0.00 for the amount and select the status Process payment, leave remainder encumbered.


To use the Allocate Payment option, enter an amount in the header row and the Allocate Payment will disburse that amount across all distributions based on the existing encumbrances.


Click

1. Next to save or move to the next document.
2. Close to return to the batch manager.



Select the batch and Submit Selected to submit the invoices to the AP workflow.



Choose Append to Existing to ensure invoices are attached to the existing Financial Packet and Submit to send invoices to the workflow.