Event-Based Invoice - Reviewing & Approving

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Distribution

Comptroller

GM Billing Specialist^*

Related Procedures

Event-Based Billing

Invoice Generation & Review in GA

Ownership

The Comptroller is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Reviewing & Approving Event Invoices

You should review each invoice within Invoice Inquiry and the Invoice Review Form before you approve and release it for billing. You can review invoice information such as invoice amount, invoice lines and the invoice customer.

1. Open Invoice Review.

Grants Accounting
N ® Billing ® Invoice Review
Find Invoices

Search for the invoice you want to review in the Find Invoices window.

2. Enter Award number.

You can enter any additional information to narrow the search.

3. Select [Find]

The Invoice Summary window appears.

4. Select [Totals].

The invoice amounts total at the bottom of the window below the Invoice Amount & Balance Due columns.

5. Highlight the appropriate invoice.

6. Select [Open].

This screen allows the details of the invoice such as amount, bill through date, customer, etc. to be reviewed.
The Alternative Region on this screen will provide information regarding address/award, comment, approval/interface, receivable, and invoice exceptions.
If necessary the Alternative Region ‘Comment’ can be selected and free form text comments can be attached to the invoice. These comments will not appear on the invoice, but they will remain in GA for future reference.

7. Select [Lines].

The event lines for the invoice will appear. The lines can also be chosen from the Invoice Summary screen.

8. Once the invoice has been reviewed, navigate back to the Invoice Summary screen.

9. Select the appropriate invoice to approve.

10. Select [Approve 1].

The invoice status will change from Unapproved to Approved.

Below is the complete list of invoice statuses:

Accepted: Invoice has been interfaced and tied back to IS Receivables.
Approved: Invoices that have been approved.
Rejected: Invoices that have been rejected by AR.
Rejected In Transfer: Invoices that have been rejected during the interface to AR.
Transferred: Invoices that have been successfully interfaced to, but not yet accepted by AR.
Unapproved: Invoices that have not yet been approved.

11. Save.

12. Select [Release].

A Release Invoice pop-up screen will appear.

13. Enter the Invoice Date

This date will appear on the AR invoice

14. Select [OK].

The Invoice Status will change to Released.

15. Save

Effective: 08/18/04

Revision: 2 05/24/05

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