Tracking vendor invoices before cutting checks is essential for preventing duplicate payments and maintaining clear audit records. The Invoices tab in Disbursements allows bookkeepers to log vendor bills, allocate expenses across multiple funds, and submit invoices for administrative approval.
Navigating the Invoices Manager
Navigate to Disbursements > Invoices. The invoices table lists all active and archived bills:
đĄ Best-Practice Adoption Tip: When entering an invoice for items delivered to a specific department, verify that the purchase order or packing slip is attached before submitting for approval. Setting the correct Due Date ensures payment runs meet vendor payment terms (e.g. Net 30) without incurring late fees.
Creating a New Vendor Invoice
To enter a new bill, click the blue New Invoice button in the upper right corner:
Vendor Selection: Choose an active vendor from your vendor directory.
Invoice Number & Date: Input the exact invoice number printed on the vendor's bill and the invoice issue date.
Due Date: Set the payment deadline based on agreed payment terms.
Fund & Object Code: Allocate the line item amounts to the appropriate student activity fund and expenditure object code.
Submit for Approval: Click Submit for Approval to route the invoice to the designated school administrator or principal according to your approval threshold settings.
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