Manually Add Invoice Requests

From Expenses, My invoice requests, you can add a new request and manually enter expense details.

After you add a request, you can only delete open or rejected requests. Also note that when filtering to show deleted invoices, these will only display if the transaction was deleted after final approval.

Note: When you submit invoice requests for existing vendors, we recommend you take advantage of the Copy previous invoice request functionally to save time.

  1. From the My invoice requests page, select New request. You can also select New request directly from the My invoice requests tile on the Expense management page.

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

    Note: If you specified any default payment terms for the selected vendor, the invoice date field will populate automatically based on those terms. For more information about defining payment defaults for vendors, see Vendor Record.

  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. For more information, see My Approvals.

    Note: 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 the amounts to allocate. You can specify debit and credit accounts, classifications using grants or transaction codes, and custom fields for reporting purposes. You can also select to distribute the information evenly or by percent. For more information, see Distributions.

    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. For details, see Custom Fields and Attachments.

  7. Under History of changes, you can view all the changes made to the submitted invoice request, including date, what changed, who made the change, rejection reason, and any rejection notes.

  8. Select Submit to submit the request for approval (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.

The Copy previous invoice request functionality is helpful when you submit a lot of similar invoice requests for a vendor because it can save you time. 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 search for one. To make locating the invoice request easier, you can enter the description, amount, or date in the Search field.

Once you locate the invoice request you want to copy, simply select it to automatically populate the description, approval rule, and distribution information from that invoice request. You can edit this information as needed, or add any additional information such as attachments.