Changing vendor invoices

The Existing tab lists all existing invoices. Before you can change a specific invoice's transaction information, you must first find the invoice. Then, you can change the invoice transaction information by double-clicking the invoice row or highlighting it and clicking the Edit button at the bottom of the screen.

Before you begin

Enter vendor invoices.

To find an existing vendor invoice

From the > Manage menu, click Vendor Invoices.
Click the Existing tab to display all existing vendor invoices.
Click to refresh the invoice information.
Change the sort order or appearance of columns.
Click to change the invoice view using the options described below:

In the Date Type drop-down menu, select to view by invoice date, date to pay, or accounting date.
In Vendor, click to select a specific vendor.

Note:

You cannot change the vendor on an existing invoice:

If the invoice was already billed, you must change the final client invoice status to draft, approved, or reissue, then delete the vendor invoice and re-enter it.
If the invoice was already paid, you must void the check, delete the vendor invoice, and re-enter it with the correct vendor.

Review the information described below to find the specific invoice you want to change. Click (Customize) to display optional columns (noted below).

Field

Description

Company

Multi-company only. The payer of the invoice

Vendor

Vendor associated with this invoice

Invoice number

Identifying invoice number

Invoice date

Date that the invoice was actually dated, even if that date is before the Don't Allow Entries Prior To date ( > Setup > Company > Preferences). For example, you may have a Don't Allow Entries Prior To date of January 1. If you receive a vendor invoice on January 10 with a date of December 31, the invoice date would be December 31 for the invoice.

Accounting date

Optional column

Date Ajera uses to determine the accounting period when the vendor invoice appears on financial statements, on client invoices, and project reporting

Ajera automatically populates the accounting date with whatever you enter as the invoice date. For example, you may have a Don't Allow Entries Prior To date of January 1. If you receive a vendor invoice on January 10 with an invoice date of December 31, enter the invoice date as December 31 and the accounting date as January 10.

Description

Brief invoice description that (when paying by check) prints on the check stub

On hold

This check box is checked if the invoice is on hold.

Note:

This check box cannot be unchecked if the invoice needs reapproval.

Invoice amount

Total invoice amount

Balance

Unpaid invoice balance

If the field is highlighted in red, it indicates one of the following:

Transactions were split in Client Invoices for a fully paid invoice and the new distributions are unpaid
(see Paying split transaction distributions).
Transactions on a processed expense report net to zero, and the new distributions are unpaid
(see Paying a zero-dollar vendor invoice).

Date to Pay

Optional column

If this vendor is set up with payment terms ( > Setup > Vendors > General tab), Ajera automatically calculates and displays the date to pay based on the entered invoice date.

Billed

Optional column

Fully billed transactions appear as (checked) when every billable transaction has been billed to the client.
Partially billed transactions appear as (shaded) when some transactions have been billed to the client and others have not.
Nonbillable or unbilled transactions appear as (unchecked).

Invoice Type

Optional column

Valid invoice types identify the source of the invoice information. Valid types are: Regular, Intercompany, Payroll Service, Refund, Expense Report, or Credit Card.

For example, Ajera creates a Regular invoice type when you enter information in > Manage > Vendor Invoices and a Credit Card invoice type when you close a credit card statement in > Manage > Bank Register.

Status

Optional column

Valid statuses include: Paid, Partially Paid, Voided, or Written Off. A blank status indicates that the invoice is unpaid.

If an invoice has multiple statuses, Ajera displays the most recent status and highlights it. For example, if you partially pay an invoice and then write off the balance, Ajera highlights the row and displays the status as Written off.

Status Date

Optional column

Date that the invoice was paid, partially paid, voided, or written off

Check or Reference

Optional column

Payment ID

You can use this field to indicate a payment type. For example, when paying a vendor with a debit, credit card, or an EFT, enter the relevant payment type. You can then use this field to indicate how the invoice was paid.

Notes

Optional column

Notes that apply to the invoice, such as description of the invoice.

If the invoice format is set up to print notes, Ajera prints these notes on the client invoice.

(Attachments)

Optional column

Indicates whether attachments are linked to the invoice. The icon displays if there are no attachments. The icon displays if there are attachments.

Invoice Approval Required

This column indicates if the invoice needs either project manager or finance approval

PM Approval Required

Indicates if the vendor invoice requires project manager approval

Finance Approval Required

This column indicates if finance approval is required

Finance Approver

The name of the finance approver on the vendor invoice (if any)

Invoice Approved

This column indicates if the invoice has been fully approved

PM Approved

Indicates if the vendor invoice has been approved by all the project managers

Finance Approved

This column indicates if the invoice has been approved by the finance approver

PM Rejected

Indicates if the vendor invoice has been rejected by any of the project managers

Finance Rejected

This column indicates if the invoice has been rejected by the finance approver

To change transaction information

To change a specific invoice's transaction information, double-click the invoice row or highlight it and click the Edit button at the bottom of the screen. The transaction information for that invoice appears in the bottom of the screen.
Add, change, or delete invoice transactions, as needed.

Note:

If Ajera created the vendor invoice for a payroll service, you can only add or change an invoice transaction; you cannot delete a transaction.

unavailable in ajeraCore unless you have the Departments add-on - If you select an allocated account, Ajera confirms that you want to distribute overhead expenses among specified departments.

For

Do this

Purchase Order

In the Purchase Order column, click to select a purchase order associated with this vendor.

Note:

Only Approved purchase orders are available.

Purchase Order Detail

In the Purchase Order Detail column, click to select a purchase order detail associated with this vendor.

Project

In the Project column, click to select the project associated with this invoice.

Multi-company only. If you select a project not associated with the invoice payer, Ajera creates intercompany entries. Be sure to reconcile your intercompany accounts regularly.
If you do not associate the invoice with a project (such as a lease payment), leave the project, phase, and activity blank.
When adding a row for a nonproject invoice transaction, enter the cost amount, and then enter the account.

Commitment #

unavailable in ajeraCore unless you have the Consultant Management add-on

Use the Commitment # to distinguish between consultant and expense resource items entered for the consultant or expense budget.

This field appears only if you added a consultant or an expense resource for the project on the Project Command Center > Manage tab. If you set up the company preferences to require commitment numbers ( > Setup > Company > Preferences > Project tab), you can only select commitment numbers that are entered in the Project Command Center.

Phase

Activity

Enter the phase and activity associated with the invoice.

Units

Some activities use units (such as square feet or number of blueprints) to calculate cost.

If the activity uses units, enter the unit and the cost rate. Ajera calculates the transaction cost amount automatically.
If the activity does not use units, leave the units and cost rates blank. Enter the transaction cost amount.

When using departments ( > Manage > Project Command Center > Project Info > General), Ajera enters the account associated with the activity ( > Setup > General > Activities) and the phase department.

Note:

Ajera automatically enters the default cost rate (which you specify when setting up the activity) or the billing rate table for an override cost rate.

Unit description

Optional column

Ajera displays the unit description entered when setting up the activity.

Cost rate

If units are used, enter the rate per unit.

Ajera uses the number of units and cost rate to calculate the transaction cost amount automatically.

Cost amount

For nonproject-related invoices, enter the cost amount and then the account.

unavailable in ajeraCore unless you have the Departments add-on - If you select an allocated account, a message confirms that you want to distribute overhead expenses among specified departments.

Billed

Optional column

Fully billed transactions appear as (checked) when every billable transaction has been billed to the client.
Partially billed transactions appear as (shaded) when some transactions have been billed to the client and others have not.
Nonbillable or unbilled transactions appear as (unchecked).

Billing Units

Optional column

If you want to bill a different number of units from the cost units, enter it here. For example, if you have a 100 cost units but only want to bill 50 units, enter 50 billing units.

Billing Rate

Optional column

Enter or change the rate used to bill the client, which can be the rate specified on the rate table, if applicable, or the rate specified in Setup > > General > Activities.

Billing Amount

Optional column

If you do not use units and rates, enter the billing amount.
If you do not enter an amount, Ajera calculates the billing amount automatically.
Override this automatic amount by entering a new billing amount. Ajera warns you when units multiplied by the rate does not equal the amount.

Company

Multi-company only. Enter the company that incurred the transaction cost.

Account

Enter the account associated with the transaction ( > Setup > General > Activities).

unavailable in ajeraCore unless you have the Departments add-on - For nonproject-related invoices, if you select an allocated account, a message confirms that you want to distribute overhead expenses among specified departments.

Department

unavailable in ajeraCore unless you have the Departments add-on

Enter the department associated with the transaction ( > Manage > Project Command Center> Project Info > General).

Hold

Optional column

To put a transaction on hold for payment, select this check box.

Non 1099

Optional column

To exclude a transaction from 1099 reporting, select this check box.

For example, you pay a consultant for services and reimburse the consultant for expenses on the same invoice. Both amounts are charged to a project, but you want to report only the consultant services on the Form 1099.

Notes

Optional column

Enter any notes that apply to the transaction. For example, enter a description about a row or line item of the invoice.

If the invoice format is set up to print notes, Ajera prints these notes on the client invoice.

PM Approval Status

Indicates the project manager approval status of the vendor invoice row

Finance Approval Status

Indicates the finance approval status of the vendor invoice

At any time, you can:

Click Save to save your current changes. The balance on the invoice must balance (equal zero) before you can save the invoice.
Cancel changes to a row by right-clicking the row and clicking Cancel.
Click Reset to return to the last saved information.
Click Pay to pay the vendor invoice.

If you selected the Enter accounting dates check box in > Setup > Company > Preferences > General tab, Ajera may prompt for an accounting date. Either change or leave the accounting date that Ajera suggests, which is the earliest date allowable. Click OK.
Click Close.