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Create an Invoice Template

Create an Invoice Template

Optionally create and use invoice templates to quickly populate and process similar invoices from the same vendor.

To create a template:

  1. Users must have administrator rights in order to create an invoice template. Click on ‘Invoice Template’ from the dashboard'

    1. If this is not showing, check the System Settings tab and change the “USE_INVOICE_TEMPLATES“ setting to “yes”

  2. Fill out the Template Name (this will be used to select the invoice template in future use), as well as other fields. Not all fields will be shown, only those that can be copied as part of the invoice template.

  3. Optionally include the Approval Group if that invoice template will follow the same approval workflow process for all invoices that use the template.

  4. Click on ‘Save Template’. This creates a record in Administration, under that tab ‘Invoice Templates’. If you need to modify or remove the template, you can do so from this Administration tab.

 

To use a template:

  1. Any Gov AP user can create an invoice form from an invoice template previously created using the ‘Invoice from Template’ button on the dashboard.

  2. Select the Department as well as Template Name, then click on ‘Load Template’.

  3. The previously created/saved template will load and the user can fill out the unique fields before submitting the invoice form for approval and processing.