Clear Matched Invoices

Use this option to clear invoices you matched in Match Vendor Invoices. The window displays with a Document Sequence Number assigned, and a Post to Acct Month/Year filled in.

Vendor, Client, Scheduled Pay Date Range, and User are all optional filters. No fields are required.

1. Select Clearances|Clear Matched Invoices.

Clear Matched Invoices Prompt

2. To limit the display of available matched invoices to clear, key any of the fields as needed. To exclude invoices that have already been cleared from showing, check the "Exclude Already Cleared" checkbox. To exclude Barter/Stewardship invoices from showing, check the “Exclude Barter/Stewardship” checkbox.

3. All matched invoices meeting the criteria display with a checkmark in the first field.

4. If you are ready to clear all that is ready, click the <Save> icon.

5. To remove some of the checked matched invoices from this approval, click to uncheck.

6. Click Next icon to display the Detail window (discussed after G/L Report).

G/L Report (Ledger Backup by GL Document Number)

1. Click to print a G/L Report of this process.  

Ledger Backup by G/L Document Number Window

2. The window displays with Source Backup selection of Include Source Backup. You may choose to not include this.

3. Key a Month/Year (03/2007 for example) or Specific Date (03/10/07).

4. Optional. You may also key a Specific Source.

5. Use any of the three buttons: Documents, GL Purpose Codes  or Offices to further refine the scope of the document.

Clear Matched Invoices Detail Window

Clear Matched Invoices Detail Window

The window displays with the Select to Clear field and Schedule Pay Date as the only editable fields. The displayed fields are S (Status) Vendor, Client, Invoice Number, Invoice Date, Invoice Net Amount, Matched Amount, Matched CD, Matched Tax, and Schedule Pay Date.

1. Edit the Schedule Pay Date field if needed. Calculated based on the Date entered on the Match Vendor Invoices Prompt window and the number of payment days defined in Common Vendor. You may key a different date. Used to select items for payment in Financials.

2. Click the Clear check box to clear a matched invoice when you Save.

3. Click Save icon to clear this invoice for payment.

Note:  Until these cleared invoices are paid by check in the AdVault Financial System, they will continue to display on the cleared Matched Invoices window. If you unclear  (see next topic) and re-clear an invoice, the activity will create more entries in the Daily Clearance Log.

Unclear an Invoice for Deletion on the Match Vendor Invoice Option

1. Key the information on the Prompt window to display a previously cleared invoice.

2. When the invoice displays, click to remove the checkmark (if displayed).

3. Click the Save icon.

4. The invoice is now uncleared and may be deleted on the Match Vendor Invoice Detail window.