Maintain Invoice entries:

You are here:Subaward > Financial > Invoices

Maintain Invoice entries:

To record an invoice, From the Subaward > Financial tab, scroll to the bottom of the page and click the add invoice action button; a new tab will generate in your web browser to enter the details. The document’s status will be “Initiated” until it is saved, and completes the approval workflow or has been blanket approved. The invoice information will then be populated to the Subaward Financial tab.

The Subaward Invoice document will open in a new tab in your web browser to enter the details. Be aware that when you close this invoice document, your Subaward document will still be open in the originating browser tab.

Figure 1528: Subaward Document > Financial Page > Add Invoice action generates the Subaward Invoice page.

The Subaward Invoice page consists of seven (7) panels: Document Overview, Subaward Invoice, Subaward Summary, Subaward Amounts, Notes & Attachments, Ad Hoc Recipients, and Route Log.

The Document Overview panel:

The document overview panel the standard section that appears on most e-docs. It contains one field that is required – Description, which appears in doc search and action list table column cell display. Some institutions may determine a prescribed value for entering in this field to support searches. Otherwise, enter any value to meet the requirement.

The Subaward Invoice panel

Enter the information from the subcontractor’s invoice in this panel. The attachment field is provided to upload an electronic version of the invoice.

Figure 1529 Subaward Document > Subaward Invoice > Subaward Invoice entry panel – unfilled example.

Table 624 Subaward Invoice fields:

Field	Description
Invoice ID	Enter the number of the subcontractors invoice.
Start Date	Enter the start date of the invoice period being added
End Date	Enter the end date of the invoice period being added
Amount Released	Enter the dollar value being invoiced for this period
Effective Date	Enter the transaction date for this invoice
Comments	Enter any relevant Comments. These comments will be saved and viewable with this invoice line entry.
Attachments:	Use this option to browse to your computer and upload the invoice file to be stored with the record. Once located, the file name will display in the Attachments: field

Figure 1530 Subaward Document > Subaward Invoice > Subaward Invoice entry panel completed

The Subaward Summary panel:

This panel provides a read-only view summarizing the details of the full subaward for reference.

Figure 1531 Subaward Document > Subaward Invoice > Subaward Summary panel of read-only information

Table 625 Subaward Summary fields: READ ONLY

Field	Description
Subaward ID	The Subaward ID number.
Subaward Status	Status of the document (active, closed, etc.)
Organization Name	The name of the Subawardee organization
Full Name	The name of the Site Investigator
Description	The Subaward Type
Title	The project title of the subaward
Full Name:	The full name of the Requisitioner User that initiated the subaward.
Unit Name	The name of the unit where this subaward is being managed.

The Subaward Amounts panel:

This panel provides a read-only view summarizing the financial details of the full subaward to be used for reference.

Figure 1532 Subaward Document > Subaward Invoice > Subaward Amounts panel of read-only information.

Table 626 Subaward Amounts fields: READ ONLY

Field	Description
Obligated Amount	The funds obligated for the subaward
Amount Released	The cumulative value of invoices paid from this subaward
Available Amount	The amount of funds remaining in this subaward

The Notes and Attachments panel:

This panel provides a place for the user to add text notes or upload files relevant to the subaward invoice.

The Notes and Attachments tab displays user notes, attachments, or system-generated remarks about the document. The number of notes and/or attachments is indicated on the tab label in parentheses.

Figure 1533 Subaward Document > Subaward Invoice > Notes and Attachments panel

Table 627 Subaward Document > Subaward Invoice > Notes and Attachments Column Descriptions

Field/Column	Description
Posted Timestamp	Display-only. The time and date when the attachment or note was posted
Author	Display-only. The full name of the user who has added the notes or attachments. The Author is the person who did the data-entry, not necessarily the person who completed it, or authored it.
Note Text	Required. Enter comments (type or paste from clipboard).
Attached File	Optional. Displays the path and filename after selection. Select the file to attach by clicking Browse and following Window's standard Choose File dialog box. Click CANCEL to clear the file name that you have selected. After an attachment is added, the field displays a paper clip icon with the file name, size and associated application.
Browse button	Click to use your operating system’s Choose File or File Upload dialog window to locate and select the file you want to attach.
Cancel button	Click to clear the Attached File box if you have already browsed for and selected a file but have not yet clicked the add button.
Actions	This column displays the add command button. Some e-docs may also provide the ability to delete attachments...
Add button	Click this after populating the Attached File field via browse and select. Your note and/or file will display in a new numbered row beneath the add: row for each note or attachment.

Ad Hoc Recipients

The Ad Hoc Recipients section allows you to interrupt the normal workflow routing of the document and include individuals or workgroups in the routing path. Ad Hoc Routing does not supersede the normal workflow routing of the document but is in addition to the normal routing.

The Ad Hoc Recipients section has two subsections: Person Requests and Ad Hoc Workgroup Requests. Use one or both of the sections to route the document to a person, workgroup, or both.

Figure 1534 Subaward Document > Subaward Invoice > Ad Hoc Recipients Section

Table 628 Subaward Document > Subaward Invoice > Ad Hoc Recipients Section – Field Descriptions

Field	Description
Action Requested	Required. Select the desired action from the Action Requested list. The choices (APPROVE, ACKNOWLEDGE, and FYI) are actions the recipient is asked to perform.
Person or Workgroup	Required when you want to route the document to an individual or workgroup for the action requested. You may route to one or both. Enter a user ID name or registered workgroup name as appropriate or use the lookups to select them.
Actions	Add and Delete command buttons are available for either section to add or delete a line (table row) containing your selections.
	Click add in the Actions column to add the current line after you’ve completed your entry/selection to add the Person or Workgroup to the routing path for the document.
	Click to delete the current line.

Route Log

The Route Log tab displays the workflow status details of the document.

Figure 1535 Subaward Document > Subaward Invoice > Route Log Tab

ID Subsection

Table 629 Subaward Document > Subaward Invoice > Route Log – Identification Subsection Field Descriptions

Field	Description
Title	A combination of the Document Type, Description, and the Organization Document Number
Type	Type of transaction. The full name of the transaction, used to identify this Document Type in Workflow
Initiator	The User ID of the person who created the document
Status	Workflow document status
Node(s)	The steps that a document takes through the different levels of routing are also referred to as Route Nodes. This field shows the current Route Node of the document.
Created	Time and date that the document was created
Last Modified	Time and date that the document was last modified
Last Approved	Time and date that the last action was taken on this document
Finalized	Time and date that the document reaches Final, Canceled, or Disapproved status

Subaward Invoice Action Buttons

To complete the initiated Subaward Invoice, the document must be saved then brought to a ‘final’ status by either using the “submit’ button to put the document into workflow for approval routing or using the’ blanket approve’ option.

The completed invoice will now populate on the Financial page, in the Invoices panel:

Table 630 Subaward Document > Amount Released Page > SubAwardAmountReleased Section – Field Descriptions

Field	Description
Invoice Number	Required.
Start Date	Required. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date.
End Date	Required. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date.
File Name	Use this field to add an attachment (for example, official correspondence from the sponsor that includes information about a subaward amount). Click the Browse…button to launch your browser’s File Upload window, then use it to locate the desired file on your local computer hard drive, expanding folders as necessary, then select the document file (by clicking on it once with your mouse) so that its filename appears in the File name field, then click the Open button. The File Upload window is closed and the File Name field (this field) is populated with the drive/directory/filename path you selected.
Effective Date	Required. Click the calendar icon to select, or type in mm/dd/yyyy format to populate the box with the desired date.
Amount Released	Required.
Comments	Click within the text box (or press the tab key from a previous field) to reposition the cursor so that it is within the field, and then type (or paste from virtual clipboard) to enter text in the box as necessary to provide the appropriate information. Click the expand text icon to display a pop-up window with an expanded text entry area if you want more screen real estate to type in, and then click the continue button to close the window and return. After text has been entered and saved, click the green arrow icon to read it in its entirety in the larger pop-up window, and then click the close button to close the window and return.
Actions	Click the add button to add your entry/selection in the Add: row as a sequentially numbered line item row below. Click the delete button to remove a previously-added numbered line item row.