Add Invoices from Drafts in Payables

Note: This feature is part of an Early Adopter Program (EAP). We'll review and implement participant feedback to prepare for limited and general availability.

After you generate an invoice draft, you can add a new invoice based on the draft, then continue with the invoice processing workflows that you have today. This results in a faster, more accurate and user-friendly experience that reduces manual data entry and minimizes errors.

Tip: If you've already created invoices for existing vendors, save time by copying a previous invoice. If you choose to copy, a message informs you that specific field values extracted during the generate process will be overwritten.

1. From Payables, Invoices, under Generated drafts, from an existing draft's menu, select New invoice from draft.

2. From the Add invoice screen, you'll see pre-populated values were added for you based on the draft. These include requestor, invoice number and date, description, due date, purchase order number, date created, and created by. You can update these values at any time.

   Uploaded invoices are also attached for a quick preview.

   Tip: Review the generated data carefully. Vendor record details that default into the new invoice may differ from details on the uploaded invoice.

3. Choose an approval status.

4. Under Distributions, enter invoice distribution details.

5. Select an interfund set to balance accounts if the debit and credit accounts aren’t in the same fund.

6. Determine whether to distribute discounts to invoice expense accounts instead of the default discount account.

7. Under Payment details, decide on a payment schedule and select a payment method, such as bank draft or credit card.

   • For Remit to, select the vendor address who receives the payment.

   • For Paid from, select the bank account that sends the payment.

   • When you select to hold payment, the payment hold displays on the invoice record.

   • When you choose to create a separate payment, the invoice is sent as a single payment to the vendor.

8. Under 1099s, if this invoice is associated with a 1099 vendor, enter relevant details.

9. Under Credit memos, enter applicable credit memo details.

10. Under Discounts, enter a percent or amount if the vendor offers a reduction for early payment.

    Enter an expiration date as the last date a payment must be received in order to qualify for a discount.

11. Add custom fields as necessary.

12. Select Save and new from draft.

13. Choose how to proceed:

    • Save the invoice and create a new one (a standard invoice without extracted fields).

    • Save the invoice.

      The draft is removed from the Generated drafts tab and now appears as an existing invoice under the Standard tab.

    • Save the invoice and create a new one based on the draft (a standard invoice with extracted fields).

Copy Previous Invoice

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

When you add an invoice for an existing vendor, you can select to copy from a list of previous invoices (or search for one).

If you choose to copy, a message informs you that specific field values extracted when you generated the draft will be overwritten.

Warning: The invoice date, due date, and invoice number details don't copy from the previous invoice.