The Invoice Report screen houses the Invoice Report, the Invoice Reconciliation report, and the Utility Report. These reports aid users in reviewing invoices, invoice batches, purchase orders, utility usage, and more.
The Invoice Report is used to review invoices, as well as invoice batches, purchase orders, checks, manual journals, and more linked to the applicable invoices.
1. In the Purchasing/Accounts Payable menu, click Invoice Report.
The screen defaults to the Invoice Report tab; here you can generate the Invoice Report.
2. Select the correct fiscal year from the pull-down. The fiscal year defaults to the current fiscal year.
3. Start by selecting the type of invoices to include in the report by selecting the applicable check boxes, such as Standard, Blanket, P-Card, Non-PO, Paid, and/or Not Paid.
4. Select the Internal Accounts check box to include invoices that were invoiced from an internal account.
5. Select the Revenue check box to include invoices that were invoiced from a revenue account.
6. Select the Show Element Names check box to display element names in the report along with element numbers.
7. Select the Graph check box to display interactive charts on the Invoice Report, providing a visual breakdown of report data such as totals by vendor, category, or accounting strip elements based on the selected filters.
8. From the Select Graphs to Display pull-down, select the graphs you want to include in the Invoice Report output. This determines which visual summaries are shown alongside the report data, such as breakdowns by center, function, fund, object, sub-account, vendor, and monthly trends, depending on the selected report and district configuration.
9. To include a specific range of invoice numbers, enter the beginning Invoice # (from) in the text box and an ending Invoice # (to) in the second text box.
10. To include a specific range of check numbers, enter the beginning Check # (from) in the text box and an ending Check # (to) in the second text box.
11. To include invoices created over a specific date range, enter the beginning Invoice Date (from) in the text box and an ending Invoice Date (to) in the second text box.
12. To pull invoices attached to specific invoice batches select the batch from the Invoice Batch pull-down.
13. To pull invoices linked to a specific Vendor, select the vendor from the corresponding pull-down.
14. To pull invoices as they pertain to specific check batches, select the batches from the Check Batch pull-down.
15. To include invoices based on a range of linked purchase order numbers, enter the beginning PO # (from) in the text box and an ending PO # (to) in the second text box.
16. To include invoices based on the Request Name, enter the applicable name of the purchase request/order title.
17. To include invoices as they pertain to linked purchase orders over a specific date range, enter the beginning PO Date (from) in the text box and an ending PO Date (to) in the second text box.
18. To include invoices as they pertain to generated checks over a specific date range, enter the beginning Check Date (from) in the text box and an ending Check Date (to) in the second text box.
19. To filter the Invoice Report based on accounting strip elements, such as a specific Fund, Facility, etc., enter the element code in the applicable text box. You can filter by as many elements as needed.
To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
20. When all of the report criteria has been entered and/or selected, click Run Report.
You have the ability to save your report before or after running the report.
a. Click the floppy disk icon to name and save the report.
b. You can also click the Trash Can icon to delete saved reports.
c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
d. In order to generate a saved report, from the Invoice Report screen, select the saved report from the pull-down; your report will generate automatically.
The Invoice Report displays the following columns: Invoice Batch, Internal indication, Invoice #, Invoice Date, Invoice Void Date, PO Type, PO #, PO Name, PO Date, Contract Number, Vendor, Vendor #, E-Verify, Release indicator, Check Batch, MJ # (manual journal), MJ Source & Amount, Check #, Check Date, Check Void Date, selected fiscal YYYY-YYYY Paid (such as 2019-2020 Paid), Amount Invoiced, Facility, Department, applicable accounting strip elements, Program, Internal Account information, Debit Account, and Credit Account.
The E-Verify column indicates whether E-Verify authorization has been obtained to accommodate Florida law regarding contractors doing business with the school district. E-verification is documented via Vendors/Customers > Current Contact tab > General section.
Click the Invoice # link to open Purchasing/Accounts Payable > Invoices > Invoice Lookup tab.
Click the PO # link to open Purchasing/Accounts Payable > Purchase Requests/Orders > Current Request tab.
Click the MJ # link to open Budgeting/General Ledger > Manual Journals.
Click the Check # link to open Purchasing/Accounts Payable > Checks > View Check Run tab.
1. In the Purchasing/Accounts Payable menu, click Invoice Report.
2. The screen defaults to the Invoice Report tab; here you can generate the Invoice Report.
3. Select the Graph check box to display interactive charts on the Invoice Report, providing a visual breakdown of report data such as totals by vendor, category, or accounting strip elements based on the selected filters.
4. From the Select Graphs to Display pull-down, select the graphs you want to include in the Invoice Report output. This determines which visual summaries are shown alongside the report data, such as breakdowns by center, function, fund, object, sub-account, vendor, and monthly trends, depending on the selected report and district configuration.
5. Click Bar to display the report graphs as bar charts. Bar charts are the default graph view and provide a visual comparison of the report data based on the selected filters.
6. Click Circle to display the report graphs as pie charts instead of bar charts. The charts provide a visual breakdown of the report data based on the selected filters and can be used to quickly analyze totals by vendor, fund, monthly trend, and other available groupings depending on the selected report.
The reports are color coded. The legend is as follows:
Green: Paid
Blue: Balance
The report displays summary totals including the number of invoices, total invoiced amount, total paid amount, and remaining balance based on the selected filters and report criteria.
The report also displays charts based on the graphs selected in the Select Graphs to Display pull-down. Note: The available graphs depend on the districts account element configuration, such as fund, function, or other budget elements.
By Vendor: Displays invoice totals grouped by vendor.
By Fund: Displays invoice totals grouped by fund or other applicable budget element.
Hover over any chart to view additional details, such as vendor information and invoice amounts (including total invoiced, total paid, or balance), depending on the selected report view.
The report displays additional account graphs, such as By Func, By Objt, By Revn, By Cntr, By Proj, By Prjx, By Prjy, By Prog, etc.
Hover over any of the charts to view additional information, such as paid amount, vendor, fund, function, or project, depending on the selected report and district configuration.
The Monthly Trend report displays monthly totals over time, allowing users to view trends in activity such as invoices, payments, or purchase order amounts by month.
Hover over points in the graph to display Year Month and the amount invoiced by month.
7. Click the eye icon to hide the report.
a. To display the report again, you must select the report from the Select Graphs to Display pull-down.
The last report displays the standard Invoice Report view.
8. Click any of the data points or chart elements to filter the report and update all associated summaries, charts, and tables. For example, selecting a vendor such as Reliantsouth Construction Inc. will filter the report to display only transactions and totals associated with that vendor, including paid and invoiced amounts.
a. Select additional filters, such as a specific center, which will refine the report to display only matching records while retaining all previously selected filters so results are further narrowed within the existing criteria.
BEFORE
AFTER
b. To remove a filter from the report, click the applied filter again, such as Reliantsouth Construction Grp: Balance in By Vendor. The selection is cleared and all reports update to display all vendors.
Reliantsouth selected:
Reliantsouth cleared:
c. All active filters applied to the report display at the top of the screen. Click Clear all to remove all filters at once.
The Invoice Reconciliation report is used as a reference for reconciling invoices in Focus against hard copy, vendor invoices prior to printing checks.
1. In the Purchasing/Accounts Payable menu, click Invoice Report.
2. Click the Invoice Reconciliation tab.
3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.
4. For a date range of invoices created over a specific time, enter the beginning Invoice Date (from) in the text box and an ending Invoice Date (to) in the second text box.
5. To include invoices based on a specific Invoice Batch, select the batch from the pull-down.
6. To include invoices based on a specific Invoice Cycle, select the cycle(s) from the pull-down.
7. Select how you want the invoices to be sorted in the report from the Sorting pull-down; options include Fund then Vendor, Batch then Vendor, or Vendor.
8. Select the Show Element Names check box to display element names in the report along with element numbers.
9. When all of the report criteria has been entered and/or selected, click Run Report.
You have the ability to save your report before or after running the report.
a. Click the floppy disk icon to name and save the report.
b. You can also click the Trash Can icon to delete saved reports.
c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
d. In order to generate a saved report, from the Invoice Report screen, select the saved report from the pull-down; your report will generate automatically.
To conduct a search of accounts, click the Account Lookup button. This opens a pop-up window giving you the ability to search through all available elements and corresponding codes and descriptions.
The Invoice Reconciliation report displays the Invoice Batch, Internal indicator, PO Type, PO #, PO Name, PO Date, PO Auto-Close, Invoice #, Invoice Date, MJ #, MJ Source & Amount, Debit Account, Credit Account, the applicable accounting strip elements, such as Fund, Function, etc., and the Amount.
Click the PO # to open Purchasing/Accounts Payable > Purchase Requests/Orders > Current Request tab.
Click the Invoice # to open Purchasing/Accounts Payable > Invoices > Invoice Lookup tab.
Click the MJ # to open Budgeting/General Ledger > Manual Journals.
11. To print the Invoice Reconciliation report, click Print All.
12. To download the report as a PDF, click Download PDF.
The Utility Report generates a report of invoices as they pertain to facility utilities, such as electricity, water, etc.
1. From the Purchasing/Accounts Payable menu, click Invoice Report.
2. Click the Utility Report tab.
3. Before generating the report, be sure the correct fiscal year is selected from the pull-down. The fiscal year defaults to the current year.
4. For a date range of invoices created over a specific time, enter the beginning and ending date in the Invoice Date Range text boxes.
5. Select applicable Facilities from the corresponding pull-down to pull invoices as they pertain to select facilities.
6. Select applicable Objects from the corresponding pull-down to pull invoices as they pertain to select object element codes.
7. When all of the report criteria has been entered and/or selected, click Run Report.
You have the ability to save your report before or after running the report.
a. Click the floppy disk icon to name and save the report.
b. Click the Trash Can icon to delete saved reports.
c. To edit a Report Name after saving, select the report, then click the Blue Arrow next to the Trash Can.
d. In order to generate a saved report, from the Invoice Report screen, select the saved report from the pull-down; your report will generate automatically.
The report display the Facility, the corresponding Object, the Type, the year and month of the invoice, as well as the Total.
The grand totals are listed at the bottom of the report broken down by type.
See Additional Features for details on Exporting, Printing, Filtering, etc.