The page describes the following features:

 

  • Overview
  • Importing
  • Enter Invoice Now Method (Direct)
  • Upload Invoice Only Method (Indirect)
  • Invoices Ready for Entry
  • Invoices Needing Comments
  • Invoices Pending New Vendor/Contract Approval
  • Rules
  • Terms

 

 

Overview

 

There are multiple ways to enter an invoice; Import Template, Enter Invoice Now which is commonly referred to as the Direct Entry method, or Upload Invoice Only which is commonly referred to as the Indirect Entry method. 

 



Importing

 

You can import for a single E/HID, multiple E/HID’s, or import a Credit Card Statement that you have downloaded. This can be done from the Invoice Entry Page.

 

1. Select the Accounting Module >Accounts Payable > Invoice Entry. 

 

2. Select the E/HID responsible for paying the invoice.

 

3. Select the Import button in the upper right of the screen.

 

4. Choose whether you are importing for a single E/HID, multiple E/HID’s or a Credit Card Statement. 

 

5. If you are importing for a single or multiple E/HID, this will prompt you to Download a sample file, complete the sample file, and then upload to Inn-Flow. 

 

6. If you are importing a credit card statement, you will be prompted to download a statement, create or select a mapping rule, and then upload the statement to Inn-Flow. The mapping rule feature allows you to customize the template for multiple credit card statement formats. 

 


 

Enter Invoice Now Method (Direct)

 

This is the most common method and should be used if you are uploading the invoice and completing the invoice entry process yourself.

 

To use the Direct Invoice Entry Method perform the following steps:

 

1. Select the Accounting Module >Accounts Payable > Invoice Entry. 

 

2. Select the E/HID responsible for paying the invoice.

 

3. Select the Enter Invoice Now button in the upper right of the screen.

 

4. Enter the Vendor Name and select the Ok button.

 

5. Complete all required fields (Required fields have a red line beside them).

 

6. To attach an invoice, click on the Choose File button.

 

7. Find the file you want to attach and select Open (EACH INVOICE SHOULD BE SAVED AS A SEPARATE FILE FOR UPLOAD).  You can also attach an invoice, purchase order, or other documents after the invoice has been saved.

 

8. Select the + Split button to assign COA’s. The total amount of all of the Split entries must equal the Invoice Amount in order to save this invoice entry.

 

9. Then select Save & Close.

 


 

Upload Invoice Only Method (Indirect)

 

This process should be used if one employee is going to upload an invoice but another employee will be responsible for posting all of the invoice details.

 

To use the Indirect Invoice Entry Method perform the following steps:


Part 1 – Upload Invoice


1. Select the Accounting Module > Accounts Payable > Invoice Entry. 

 

2. Select the E/HID responsible for paying the invoice.

 

3. Select the Upload Invoices button.

 

4. Choose File to upload the invoice (EACH INVOICE SHOULD BE SAVED AS A SEPARATE FILE FOR UPLOAD).

 

5. Assign the E/HID responsible to pay this invoice.

 

6. Enter the Vendor name.

 

7. Add any comments. Typically, this will include an approval of the invoice and explanation of which amounts on the invoice should be charged to which COA’s. These comments are meant to help the user during invoice entry.

 

8. Select the proper status. By default, the status will be set to Invoice Ready for Entry. If the invoice needs approval, clarification or additional information from another user before being ready to enter, then change the status to Needing Comments

 

9. Notify - Select the username or the role permission that should receive the email notification that this invoice has been uploaded.  If the invoice status is set to Ready for Entry then a default role permission will be selected.  If the status is set to Needing Comments then you must enter a valid, active username.

 

10. The invoice is now uploaded and will appear on the Invoice Entry page in either the Invoice Ready for Entry section or the Needing Comments section, depending on which status was selected in step 8 above.


Part 2 – Post Invoice


1. Find the invoice you want to post from the Invoices Ready for Entry section.

 

2. Select the Post option.

 

3. A new browser window will open with an image of the scanned invoice.  Keep this window open and use it to complete all invoice entry fields.

 

4. The Select Vendor page is open in your other browser window. Enter the vendor name for the invoice here.

 

5. Complete all the required fields.

 

6. Select the + Split button to assign COA’s. The total amount of all of the Split entries must equal the Invoice Amount in order to save this invoice entry.

 

7. Select to Save & Close.

 


 

Invoices Ready for Entry

 

The Invoices Ready for Entry is a holding queue for invoices that have been uploaded using the Upload Invoice Only button (Indirect Invoice Entry Method).  These invoices can be posted by selecting the Post link or deleted by selecting the Delete link.  

 

 

         

 


 

Invoices Needing Comments

 

While uploading an invoice using the Upload Invoice Only button (Indirect Invoice Entry Method), you can set the Status of the invoice to “Needing Comments”.  This will load the invoice into the Invoices Needing Comments section. For more information on the Needing Comments feature, see the Upload Invoice Only Method (Indirect) section of this user guide. 

 


 

Invoices Pending New Vendor/Contract Approval

 

Some users may not have the role permission to add a new vendor. This will not prevent them from entering an invoice for a vendor that has not yet been created.  Once the user enters the invoice it will remain in the Invoices Pending New Vendor/Contract Approval section until an Inn-Flow administrator has either approved or denied the creation of the new vendor. For more information on Vendor Approval see the user guide for the following page:  Accounting>Accounts Payable>Vendors.

 


 

Rules

 

  • Fields that require entry, are identified with red vertical lines beside them.  You cannot save the data until all required fields are complete. 

 

  • An invoice cannot be split between multiple hotels from the invoice entry screen of a hotel. There are two options to split and pay an invoice among multiple hotels; enter the invoice and the hotels percentage of the invoice into each hotel’s accounts payable module or pay the invoice though the enterprise account and have the respective hotels reimburse the enterprise for their portion of the invoice. 

 

  • If you have multiple invoices that need to be entered, use the Save & Next button to move to the next Invoice Entry screen. 

Terms

 

Invoice No.:   Use the invoice number as shown on the invoice. If a vendor does not provide a unique invoice number then a standard format should be followed for each invoice. For example, use the same date format each time and base the date used on the same field on the invoice. You can enter the format in the Posting Rules field on this page.

 

Invoice Amount:  The total amount of the invoice. 

 

Payment Method:   The payment method will default to the method that was selected when this vendor was created. Typically a payment method is the same for all payments made to a particular vendor. ACH should only be selected if the vendor is setup to automatically debit your bank account for the amount of the invoice.

 

Attach Invoice:   Upload a digital copy of the invoice. You may upload multiple files.   You can upload additional files after this invoice has been saved.  

 

Accounting Period:   Select the accounting period this invoice applies to. Only Active accounting periods are available for selection. If the appropriate accounting period is not shown you will need to go to the Administration > Accounting Periods page and change the status of the accounting period desired.

 

Date of Invoice:   Typically the date the invoice was created or the last date of service the invoice is for is used for Date of Invoice. Reference the standards established by your company’s accounting department to determine which date to use. You can also check the Posting Rules on this page to see if instructions have been added particular to this vendor. 

 

Due Date:  Enter the date the invoice is due to the vendor.

 

Internal Notes:   Text entered here will not appear on the check stub. These notes are for internal use and understanding of the invoice details.

 

Customer No.:   This field will automatically popular with the proper customer number that was assigned when this vendor contract was created.

 

Posting Rules:   Use this field to explain unique rules that should be followed when entering an invoice for a certain vendor. These rules are vendor specific.   For example, if a vendor doesn’t provide an invoice number in the statement, you can use this field to explain the invoice format requirement; i.e. “always enter the invoice number of the Month-Year”. You might also use posting rules to note the day of the month that a vendor should be paid. When a posting rule is added during Invoice Entry it will be saved to the Vendors details and will appear on all future invoice entry pages for this vendor. 

 

Description:   The description field located on the + Split COA pop-up window will appear on the check stub and can be used to explain product or service details.