Vendor Invoices

Clicking the Vendor Invoices tab displays the vendor invoices home page. .
  • In the View section, select an appropriate list view from the drop-down list to go directly to that list page, or click Create New View to define your own custom list view. List views let you display a list of records that match specific criteria.
  • In the Recent section, select an item from the drop-down list to display a brief list of the top records matching that criteria. The choices are listed in the table.
  • From the list, you can click any vendor invoice name to go directly to its detail.
  • Click New Vendor Invoice to create a new vendor invoice.
Recent Choice   Description
Recently Viewed   The last 10 or 25 records you viewed, with the most recently viewed item listed first. This list is derived from your recent items and includes records owned by you and other users.
Recently Created   The last 10 or 25 records you created, with the most recently created item listed first. This list only includes records owned by you.
Recently Modified   The last 10 or 25 records you updated, with the most recently updated item listed first. This list only includes records owned by you.

In PSA your vendors can proactively manage their own invoices. This reduces the work needed to submit and reconcile vendor invoices, and helps prevent duplicate invoicing.

To use vendor management, your operations users must set up vendor accounts, vendor portal operations users, and vendor resources, and then create vendor budgets on projects. Vendor resources can then log time and expenses against projects, and operations users can then review and approve them.

Vendor operations staff can log in through the partner portal and create invoices. Your operations staff can review, reconcile and approve the invoices created by the vendor operations staff.

You can update the status of an invoice and send the status to the vendor when required.

Invoice line item amounts are calculated from the cost fields on timecards and milestones, and from reimbursement amounts on expenses.

Notes:
  • Once you add an item to an invoice that item cannot be added to another invoice.
  • Invoices are approved at header level. You cannot approve parts of an invoice for payment.
  • Vendors can only submit an invoice in a single currency.
  • Vendors can submit a single invoice for a many projects, or a single project per invoice.
  • Vendors can submit a single invoice for line items that span budgets.

Accounting Integration

If you use Services Resource Planning, you can also create payable invoices and payable credit notes from vendor invoices. For more information, see Vendor Invoices to Payable Invoices or Credit Notes Integration.