How to Process an Invoice

There are 3 different ways to process an invoice.

Take paper invoices and scan and email them directly into the department inbox to electronically process the invoice.
If the invoice is pulled into the application from the vendor emailing a department-specific email address, you can process it in an electronic format.
Manually create an invoice by entering invoice information and browsing and attaching the invoice in the ‘Invoice PDF’ upload field, so you can process it in an electronic format.
1. *(This process changed with a recent enhancement so you are now able to electronically process PDF’s that are manually uploaded into GovAP)

Electronically Processing an Invoice

** You can manually add a new record for an invoice and upload an invoice document under the ‘Invoice PDF’ field and process it electronically by starting with step #3, OR, start at step #1 if an invoice was emailed in to GovAP.

Filter on new invoices by clicking New in the Filters section of the dashboard
Click Details next to the new invoice listed under the Invoice section of the dashboard
Click on Process PDF which will pull up the invoice and automatically pull in the invoice number, date and amount if the vendor template has been set up.
Review captured text by Clicking Capture Text
Click Save
1. This will pull in the number date and total as well as the Vendor information
Navigate back to the Invoice
1. The Suggested Payment Date is calculated based on the Invoice Date
2. Vendor Information displays because the application recognizes the vendor and automatically pulls that information into those fields
  1. To note a vendor change, place a checkmark in Vendor Change of Address field
The Department field automatically pulls in the department based on the department the vendor emailed their invoice to
1. If you’re a part of multiple departments, you can change the department from the dropdown if necessary
PO Contact Numbers and Accrual Codes can be set up for different access control
1. If you don’t see all these fields or if they’re grayed out, that is due to access control
Add in Account Codes as Rows on the Invoice (if applicable)
1. Go to the Rows Section
2. Click Add Row
3. Select the account in the Account or Distribution Formula section,
  1. all codes will be listed based on the department that has been specified.
  2. By hoovering over each account, you will see the information pulled in as a general description from your financial system
  3. If you start to type in information, it will limit the search result
4. The Description will pull in the default description if set up, otherwise, you can manually add in your description
5. Add in the Amount in the Amount field
  1. As amounts are added, the invoice total, and any remaining balance will update. This allows for the additional money to be detailed out
6. Indicate if it is taxable by placing a checkmark in the Taxable checkbox next to the Amount
7. Enter Service Start and Service End Date
  Note: Can copy the row by clicking Copy next to the row you would like to replicate or Add row to detail out the remaining funds
  Note: Make sure there are $0 remaining as you add rows
8. If attachments need to be added to the invoice, click Browse under the Attachments section
  1. This will prompt you to add information from your files
9. Add a comment in the Comments section and click Add Comment
  1. It will add the name and date timestamp of the person who entered the comments
    NOTE: The Comments and attachments will be visible to those who will be approving the invoice
10. In the Options section, indicate if it is a separate check, return check or remittance by placing a checkmark next to the applicable option
11. Indicate the appropriate approvals by clicking on Add Approvals Group in the Approval Section and filling out the applicable fields
12. Click Save All Changes under the Actions section

Manually Processing an Invoice

*With a recent enhancement, you can now process all invoices electronically, either by emailing into GovAP or manually attaching in the ‘Invoice PDF’ upload field. The instructions below are if you do not want to process an invoice electronically and only want to have the invoice attachment showing.

Click Invoice under the Create a new… section
Enter in the invoice number in the Invoice Number field
Enter in the invoice date in the Invoice Date field
The enter in the suggested payment date in the Suggested Payment Date
Select the vendor from the Vendor dropdown Information displays because the application recognizes the vendor and
1. automatically pulls that information into those fields
The department will default to the department you’re assigned to in the Department field
1. If you’re a part of multiple departments, you can change the department from the dropdown if necessary
PO Contact Numbers and Accrual Codes can be set up for different access control
1. If you don’t see all these fields or if they’re grayed out, that is due to access control
Enter in the invoice total in the Invoice Total field
Select a designation from the Designation dropdown if applicable
Add in Account Codes as Rows on the Invoice
1. Go to the Rows Section
2. Click Add Row
3. Select the account in the Account or Distribution Formula section,
  1. All codes will be listed based on the department that has been specified
  2. By hoovering over each account, you will see the information pulled in as a general description from your financial system
  3. If you start to type in information, it will limit the search result
4. The Description will pull in the default description if set up, otherwise, you can manually add in your description
5. Add in the Amount in the Amount field
  1. As amounts are added, the invoice total, and any remaining balance will update. This allows for the additional money to be detailed out
6. Indicate if it is taxable by placing a checkmark in the Taxable checkbox next to the Amount
7. Enter Service Start and Service End Date
  Note: Can copy the row by clicking Copy next to the row you would like to replicate or Add row to detail out the remaining funds
  Note: Make sure there are $0 remaining as you add rows
8. If attachments need to be added to the invoice, click Browse under the Attachments section
  1. This will prompt you to add information from your files
9. Add a comment in the Comments section and click Add Comment
  1. It will add the name and date timestamp of the person who entered the comments
    NOTE: The Comments and attachments will be visible to those who will be approving the invoice
10. In the Options section, indicate if it is a separate check, return check or remittance by placing a checkmark next to the applicable option
11. Indicate the appropriate approvals by clicking on Add Approvals Group in the Approval Section and filling out the applicable fields
12. Click Save All Changes under the Actions section