Manual Invoices

Manual Invoices may be created by your AP specialist to process special payments to foster homes, or other entities.

Menu path

Finance > Accounts Payable > Manual Invoices > Invoice Information

Search for and select an invoice.
If you are creating a new invoice, enter the invoice number or other information, then click Search.
Click New.
If you are creating a manual invoice, and want to include this special payment, this should be done before you produce checks.
In most cases, the special payment may be billed to the client funding source.
When checks are produced, the manual invoice will be included.
However, manual invoices are not displayed in billing.

Linked to Check - indicates whether the invoice is linked to a check.
Invoice Deleted - indicates whether the invoice has been deleted.
Invoice Number - this number cannot be changed.
Vendor - shows the associated vendor. If appropriate, click to search for and select a different vendor.
Resource Family - click to select the family.

A family is a general profile that allows you to group related people together under a common name.
See Resource Families Module for more information.

Client - indicates the client associated with the invoice. Click to select a different client.

In the From Date and To Date fields, the dates entered will determine if this invoice is included in a check run.
Payment codes are ‘Payment Procedure Codes.”
- These codes appear on the check stub.
- Payment codes are assigned by agency. They are used on payment rate setups, and generated on an invoice.
Click Invoice Action
- If Client Charges is selected and the client has been set up for banking, the debit account on the invoice will be changed as the banking balance account.
- If Client Charges is selected, and the client was not setup for client banking, a manual self-pay claim will be created using the same procedure code that was entered on the invoice.

Debit Account - select the account to be used for any debits in this invoice.
Debit GL Facility Code - select the GL facility debit code to apply to non-balance sheet accounts.
Debit Cost Center - select the cost center for whom costs will be incurred for services rendered in the invoice.
AP Credit Account - select the AP account that will be used to offset a transaction to cover a paid amount.
- This is setup in the Chart of Accounts.
Program Unit - these codes correspond to a specific facility and program combination.