The Invoices app allows users to:

• Enter specific values against the schedule of values in the original Purchase Order.
• Include approved Purchase Order Change Orders (POCOs)

To access the Invoices application, open the Apps repository. Under the Cost Management suite of applications, click on Expenses. This will launch the Expenses Applications. Select Invoices. 

Creating an Invoice 

1. To create a new Invoice, select the Invoices tab, then click the New button to open a new Invoice record.
2. If any approved Purchase Order Change Orders exist, a second window will appear. Select any POCO to be included on the invoice.
   1. Change orders that are grayed out have been included in a previous invoice.
3. Click Next and the Invoice window opens. Notice a new form on the right side of the screen.
4. Populate the Date, Description, Parties Involved, Banner Vendor Name, Banner Vendor ID, and any other relevant fields.
5. Enter the Payment Terms in the Remittance section.
   1. The Remitted Date and Check Number should be entered once the invoice has been paid before the record is locked.
6. To enter the relevant values against each SOV line item, navigate to the Items section.
   1. For each line item, the PO/POCO details, Summary, and Invoice details will be displayed.
   2. The Quantity, UOM, and Unit Price should be entered for each applicable line-item.  The preferred format is to have the Unit Price set to 1, and add the dollar amount to the Quantity field.
   3. The Summary Section automatically updates the Amount Invoiced, Amount Remaining, and % Billed.
7. Click the More icon to the left of the Item Number to input additional fields related to the line item.
8. When finished, click Done to go back to the main screen.
9. Documents can be attached to the record under the References section. The user can either:
   1. Upload a document saved on their computer.
   2. Add Kahua Doc to reference a document that is stored within Kahua’s File Manager application.
   3. Add Approval Doc which is used anytime a record is being routed for Review or Signature.
10. Once all details have been filled out, click Save/Close.

NOTE: Each invoice calculates totals based on the previous invoices. It is critical that a user does not edit a prior invoice in a sequence once a subsequent invoice has been created.  It is recommended to enter a corrective record to correct a prior invoice or ‘back out’ invoices as needed.  

Invoice Action Buttons 

Once the fields within the record have been completed and saved, the users can select from several actions:

• Send – Use messaging to send record details to others (NOT to be confused with a workflow).
• Edit – Update and maintain the record.
• View – This action button displays the Portable View (document view).
• Delete – Select this action button to delete a record (typically permission-based, so all may not see this).
• History – All updates/changes are tracked.

Send

Edit

View

History

Approving an Invoice

As Invoices will be used as a form of Data Entry, there are no Workflows configured for the application.

All Invoices will have to be Set to Billed manually. 

1. Click the Set to button at the bottom of the record.
2. Select Set to Billed or Set to Paid & Lock.
   1. The selection will determine where the values are on the Work Breakdown.