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iBuy - How to Find an Invoice in iBuy
This article provides step-by-step instructions on how to find an invoice or credit memo in iBuy, explains the different ways an invoice loads into iBuy, navigates you through the layout and fields of an invoice, and describes how to view invoices scanned by Digital Mailroom (DMR), a module in iBuy.
NOTE: for the purpose of this job aid, all instructions apply to invoices and credit memos.
How to Find an Invoice in iBuy
From the iBuy homepage:
- In the Search field at the top of the iBuy homepage, enter the known iBuy invoice number. iBuy invoice numbers start with INXXXXXX.
NOTE: make sure the Quick Search Type drop-down menu to the left of the search box is set to All. - If an Invoice number is not known, you can search by a purchase order number in the Search field. The Quick Search results will return a list of Invoice number(s) if the university has received an invoice. The INXXXXXX number can be selected and will take you directly to the Invoice in iBuy.
NOTE: all ordering phases of an iBuy order are directly hyperlinked from the purchase order.
From the Purchase Order:
- Another way to find an invoice and or credit memo is to view the purchase order in iBuy and select the Invoice tab located across the top of the PO. This tab will directly link you to all received Invoices associated with a purchase order.
- When viewing a purchase order in iBuy, the associated requisition and invoice(s) are hyperlinked under Related Documents, found on the right side in the Summary sidebar, and can be selected to view. The same applies when viewing a requisition or invoice, the associated documents are linked for convenience.
From the Menu bar:
- Select Orders>Search>Invoices or Accounts Payable > Invoices > Search for Invoices. Both locations will provide a list of invoices in the last 90 days.
- The search results can be easily adjusted to expand or reduce the date range by selecting the Created Date: drop-down menu. Select from one of the options in the popup box and click Apply.
- The option to add filters to the search results is available by selecting the Add Filter drop-down menu.
- The option to add additional columns to the search results can be done by selecting Configure Columns (the cogwheel icon in the top right corner of the search results).
- From the popup Configure Column Display window, select the column(s) by checking the box next to the available columns. Upon selecting a column, the value will be moved to the right-side list.
- From the same window, you can change the order in which the columns report in the search and/or remove columns you do not want in the search by selecting the trash can icon.
NOTE: To save your changes, check Pin Columns as my defaults located in the top right corner of the window and click Apply. - Select Pin Filters from the top right corner of the search results to make your changes to the default layout for future invoice search results. You will receive a pop-up box asking you to confirm the change. Select Yes.
NOTE: any time you want to remove the saved pin filter, select Clear All Filters and then Pin Filters. This will revert the search back to the system default search settings.
Invoice Fields and Possible Values
Before contacting University Payables or AITS iBuy Production Support, users can check on the status of an invoice in iBuy. Below are key fields and the possible values to assist.
Pay Status - In Process, Payable, Paid, Canceled
- In Process: the invoice is being reviewed by UPAY, the unit, etc. Additional review is required.
- Payable: the invoice has been reviewed and approved by UPAY and/or the unit. Export to Banner will occur or has already occurred.
- Paid: payment for the invoice has been issued in Banner. Additional information can be found in the Payment Information section of the invoice.
- Cancelled: the invoice could not be processed in iBuy. Additional information can be found in the Comments tab.
Match Status (refer to the Matching tab details below): Unmatched, Matched, With Forced Matches
- Unmatched: the invoice does not equal or match the PO and requires additional review by UPAY, the unit, Purchasing, etc.
- Matched: the invoice aligns with and matches the PO and can be approved for payment.
- With Forced Matches: the invoice was reviewed by UPAY, determined that the invoice aligned with or matched the PO, and has been approved for payment.
Invoice Source - (how the invoice was sent to the university): Email, Electronic, Supplier Portal, Digital Mailroom, Manual
- Email: vendor is enrolled in Electronic Invoicing and submitted the invoice directly into iBuy. See the BusFin website, Electronic Invoicing, for more information.
- Electronic: invoice was imported via cXML directly into iBuy.
- Supplier Portal: invoice was imported via cXML by the vendor directly into iBuy.
- Digital Mailroom Import: invoice data and an invoice image were imported via the Digital Mailroom, an iBuy module.
- Manual: invoice was created by UPAY based on vendor documentation.
How an Invoice Loads Into iBuy
There are several ways invoice is received into iBuy.
cXML Invoicing
- This process pertains mostly to catalog vendors; however, any vendor can set up this type of invoicing when working with iBuy Administrators and University Payables.
- cXML invoicing is a file that is sent electronically to the university and received in iBuy, and fields are populated to create an invoice based on the data in the file.
NOTE: An invoice image will not exist.
Electronic Invoicing (PO flip)
- This process allows a vendor to receive an email, separate from the purchase order email, and with one click, can create an invoice within an iBuy portal.
- The PO is “flipped” into an invoice for the vendor, who edits the form (adding an invoice number, adjusting quantities, providing a discount, adding shipping, etc.) to create their invoice, which imports directly in iBuy against the PO.
NOTE: An invoice image may not exist; .pdf invoices are added at the vendor’s discretion.
Digital Mailroom (DMR)
- This process is used when a vendor emails or mails the vendor invoice to the university. A third party scans the vendor invoice and loads the image into iBuy for matching and processing against the purchase order details.
NOTE: an invoice image will be attached to the invoice in iBuy. Refer to the next section on how to view the image.
PO Special Payment Requests
- Invoices submitted with the iBuy PO Special Payment Request form will be found on the associated purchase order.
How to View an Invoice Image in iBuy
Not all invoices will have an image of the vendor invoice. As outlined in the section above, only those vendor invoices received by email or mail will have an image. For an invoice that does have an invoice image, follow the steps below to view that image.
- Navigate to the invoice in iBuy.
- On the right side of the screen in the Summary sidebar, select the .pdf hyperlink under Invoice Image to view the image.
- The iBuy screen will split, displaying the invoice details in iBuy on the left and the image of the vendor invoice on the right.
- Invoices submitted by Electronic Invoicing vendors or by the SPR form will be found on the header level under Internal Attachments and will also be found on the Attachments tab within the invoice.
Navigating an Invoice in iBuy
AITS iBuy Support and University Payables will refer to fields and details of an invoice being located at the header level or the line level. Additionally, they will reference tabs of an invoice. When pulling up an invoice, the default tab is Summary. But there are additional tabs that contain important invoice details. Below are explanations of those levels and tabs.
Header level
- The top section of the digital invoice is considered the header and contains the following sections: General, Addresses, Payment Information, Note/Attachments, and Discount, Tax, Shipping & Handling.
- Most of these sections are automatically populated by the system based on the information provided by the supplier.
Line level
- Contains all the line item details that were originally entered by the user at the requisition level, unless a change request has been created and sent to the vendor.
- Details include the invoice line number, PO line number, item description, catalog number, size/packaging, unit price, quantity, and extended price.
Payment Information box
- Found on the header level of an invoice.
- Fields in this section are populated once an invoice has been paid.
- Includes details such as payment method and the payment record date.
Matching tab
- Provides details on each invoiced line item and if the invoice is Matched or Unmatched, as compared to the PO.
- The validation process takes into consideration the university tolerance settings and compares the invoice against the quantity, price, PO line number, and funds of the PO.
- If there is an unmatched line, the Exception Reason for the line in question will provide details on why the line doesn’t match. Invoices with unmatched lines will report to the Matching Exceptions queue maintained by University Payables.
Comments tab
- UPAY will use the Comments function to email the invoice owner, financial manager, Purchasing, etc. regarding the invoice. iBuy will email the PO owner.
- DO NOT respond to the system-generated email but DO use the hyperlink provided in the email to log into iBuy. This should take you directly to the invoice in question.
- Select the Comments tab and click the New Comment icon (plus sign +) to create a response back to UPAY. Or you can click the Reply To icon (return arrow) to respond to a previously posted comment.
- Creating comments directly in iBuy records the transaction history and what actions were taken to resolve an issue. Think of it as an audit trail.
- Units can also use the Comments function to record notes regarding their invoices.
Attachments tab
- Provides details of both internal and external attachments added during the ordering or invoicing process.
History tab
- Contains a timeline of details specific to the invoice, including but not limited to: field values before and after, date and time of changes, as well as the name of the person or process that changed a value.