Invoices

Introduction

Ideal State

I have received and saved a new invoice and related backup

The invoice vendor is related to the project I am working on

There is a contract in place for this vendor I will assign the Invoice to

I know how much of the invoice is allocated to the project I am working on

I know how to allocate this invoice to the project's budget

Best Practices

Enter Invoices as they are received or daily in a small batch

Do not wait until the funding request is due, rather enter them as they are received for processing, review and approval.

Know what information & files you need to enter an invoice before you enter the invoice

Invoice PDF
Lien Waiver PDF (if Required)
Governing Contract or PO
$ Allocated to the Project

Add any details and explanation in the comments field.

This prevents unnecessary questions, emails and iterations.

Instructions

Log In

Navigate to Project

Select the Project that has the associated invoice(s).

Additional Notes:

Is the Invoice Vendor related to Project (see Project > Vendors)?

If not, Add the Vendor to the Project (See “Add Vendor to Project” instruction file)

Navigate to Invoices

On the left hand navigation menu select “Invoices”

Additional Notes:

Is the invoice PDF saved locally (i.e. do you have browse access to the file) in order to upload it to Rivur?

If no, save the file to your local PC. Rivur can see your local/shared folders for PDF upload.

Is the Invoice related to one or more than one Project (i.e. does the invoice total need to be decomposed into many per-project amounts?)

If yes, calculate the correct amount for the current project
If no, allocate the entire invoice amount (payable amount) to the current project

Add New Invoice

Select the green “Add Invoice” button on the upper right corner.

This opens a new screen where detailed information of the invoice can be entered.

Enter Invoice Data

Fill out the following fields:

Vendor
Contract
Rivur only display contracts for the selected Vendor
Invoice Number
Invoice Date
Upload Invoice PDF
Select “Browse”
Locate necessary PDF
Select “Open”
Upload Lien Waiver PDF (as required/indicated)
Lien Waivers are optional unless they are indicated to be required in the governing contract
Add a Description of Expense for Accounting System
Provide any details or explanation to mitigate unnecessary questions, emails, or iterations

Allocate Invoice to Budget

Budget Allocations are inherited from the governing contract/change order; you are not able to allocate an invoice to any budget line item that is not in the governing contract.
Should you need to edit the Contract allocations to budget, see Allocating a Contract/Change Order/Pending Cost
Validate Allocated Invoice total equals correct Invoice total for the project
Note on invoice allocations: These allocations control which budget lines the invoice is charged against.

Allocate Invoice to GL

(for Accounting)

Save Invoice

Select blue “Save” button at the bottom of the screen to save the Invoice

Invoice is Complete & Status = Draft

Submit Invoices for Approval

Select Invoice

Select Submit for Approval

Select Approval Chain

If only 1 exists, that Approval Chain will be selected by default; otherwise select the correct approval chain for the invoice from the list.

Invoice Entry