Invoices let you record bills from vendors before you pay them. While most school districts use cash-basis accounting (recording expenses only when paid), invoices let you track outstanding obligations — so you know what you owe before check-cutting day.
Think of invoices as your "bills to pay" folder. When a vendor sends an invoice, you record it in the system so it's ready to pay on Friday. You don't need to re-enter the information when it's time to cut the check.
Creating an invoice
To record a new invoice:
Go to Disbursements → New Invoice.
Select a vendor from your existing list, or add a new vendor. The vendor's address auto-populates. (Future options will include Reimbursement, Refund, and Other.)
Vendor reference number — the vendor's own invoice number, for cross-reference.
Amount — the invoice total.
Allocate to a fund — choose which fund the expense belongs to. Click “Add Fund” to add additional lines.
Click Post Invoice to post and print the invoice.
You can attach a copy of the original invoice under Attachments (drag and drop from your computer) so it's available for reference when the payment is processed.
Invoice statuses
Invoices move through these states:
Posted: The invoice has been recorded. You've acknowledged the obligation but haven't paid yet. It shows up as an outstanding obligation for the school.
Paid: The invoice has been paid through a disbursement. The payment is posted to the ledger.
Example workflow: Monday — you receive an invoice from the bus company for an $800 field trip deposit. You create the invoice in the system (status: Posted). Friday — you're cutting checks. You go to Disbursements, select the bus company's invoice, and pay it (status: Paid). The invoice information was already entered, so you just select and pay.
Paying invoices
To pay one or more invoices:
Go to Disbursements → New Payment.
Select the vendor(s) whose invoices you want to pay.
Select the specific invoices to pay. You can Select All for a vendor to pay everything at once.
The system creates one check per vendor covering all selected invoices for that vendor.
Click Post Payment to view and confirm the batch details.
Click Prepare Batch if details are correct. From the next window, click Print Checks to continue or cancel batch. After checks are sent to the printer, select the option to post to ledger, reprint same check numbers or void and reissue with new numbers if printing error occurred.
See Disbursements: Sending Money Out for full details on the payment and check-printing process.