Manually Add Invoice Requests

Invoice requests track expenses and distribution info for approvers to review. When you choose to add invoice requests (as opposed to generating using Microsoft's Azure AI Document Intelligence), you manually enter expense details.

After you add requests, you can view and manage them from the My invoice requests page. To display receipts or invoices as a quick preview, select Show image previews.

It's important to note that you can only delete open or rejected requests. When filtering to show deleted invoices, these will only display if the transaction was deleted after final approval.

Tip: For customers in our Early Adopter Program (EAP)! Using Microsoft's Azure AI Document Intelligence, streamline and automate your invoice request and submission process! To save time, upload your invoice files to automatically generate new, open invoice requests.

1. You can manually add invoice requests in two ways:

   • From Expenses, Expense management, under My invoice requests, select New request.

   • From Expenses, Expense management, under My invoice requests, select Work with my invoice requests. From the My invoice requests page, select Add.

2. On the Add invoice request screen, enter the vendor, invoice number, invoice date, and description for the transaction.

   It is common for organizations to change the Requestor field to Vendor (or something similar). You can control this from Settings, Expenses, Business rules, Invoice requests and charges.

   Note: If you specified any default payment terms for the selected vendor, the invoice date field will populate automatically based on those terms.

   Tip: If you've submitted invoice requests for existing vendors, save time by copying a previous invoice!

3. Select the approval rule to use.

   Approval rules route requests to selected reviewers. For example, you might have one set of reviewers for travel invoice requests, and a different set of reviewers for requests over a specific dollar amount.

   Tip: Make sure your solution admin has defined your approval rules. If you have rights, you can self approve.

4. In the Expense detail and purpose field, enter any additional information about the transaction.

5. Under Distribution, enter the expense category, description, quantity, rate, and date for the distribution.

   Note: Expenses typically fall into certain categories, such as travel, phone and internet usage, or mileage. Ensure you have access to all the expense categories you need for your requests.

   Enter distributions to determine amounts to allocate. Specify debit and credit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also distribute evenly or by percent.

   Tip: To save time entering distributions, select More, Apply account distribution set. Distribution sets default the information you need in the line instead of selecting data in each column. If you split the distribution, select the icon in the Split column and then select More, Apply project distribution set to also save time entering splits.

6. Add custom fields and receipt attachments as necessary.

7. Under History of changes, view all changes made to the submitted invoice request, including who made the change and the rejection reason.

8. Select an invoice or receipt to attach (browse, drag and drop, or link).

   The file name displays as the attachment name. Feel free to edit as needed as this name displays when viewing the request and later on the invoice record.

9. To submit for approval, select Submit (you can't edit the request after submitting).

   Tip: To finish adding new invoice request details at a later time, save the invoice as a draft and return when it's convenient for you.

   You can recall a submitted invoice request if you need to update or add info, but you can't recall a request if it's already approved or rejected.

Copy Previous Invoice Request

Copying previous invoice requests is helpful if you submit numerous, similar invoice requests for a vendor. This saves time and promotes a more efficient workflow.

When you submit an invoice request for an existing vendor, the last three invoice requests submitted for that vendor appear. If you don't see the invoice request you want to copy, you can quickly search. For convenience, search the description, amount, or date.

After you choose a previous invoice, the description, approval rule, and distribution automatically populate from the previous request to the new request. You can edit or add additional details as needed, including custom fields and attachments.