UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

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You may search on an invoice using either the Supplier Transactions enquiry (if you do not know the invoice number, or wish to see multiple invoices against this supplier), or the Reference Number enquiry (if you know the invoice number). The examples below will show you how to do both enquiries.

Background

1. Workplace: UTAS Admin Officer - General

By Supplier

2. Workplace tab: Other Enquiry

3. Select type of enquiry. Supplier Transactions.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

1

4. Enter the Supplier number or name in the Search Box and click “retrieve”.

Note: If there are no accounts / commitments with a balance for this supplier, no results will be returned. You will need to uncheck this box to see the supplier details in this case.

5. Select the supplier line (do not click on the underlined supplier number) and, from the “Links to Other Functions” toolbar, select “Transaction Listing”.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

2

Note: the Status box will normally default to “Outstanding”. This will only show any outstanding transactions, i.e. invoices waiting to be paid. From the drop down box, change the status to “All” and click “retrieve” to see all documents against this supplier.

6. Locate the invoice (Type = APINV) you are querying from the list. Note that the “Reference” field in the case of APINV is the invoice number. You may also view the invoice by clicking on the “Attachment Indicator”, or see details by clicking on the blue date link.

7. If the invoice has an “allocated amount” next to it, this means the invoice has been paid. If you select the allocated amount by clicking on the blue link, it will tell you how and when it was paid.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

3

8. This example tells us that the invoice (number 076799) was paid on 24/02/10 via Electronic Funds Transfer (EFT), for the amount os $1614.96 and that the New Outstanding balance is $0.00. The reference number for the EFT transaction is 001822.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

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1. Workplace: UTAS Admin Officer - General

By Invoice Number

2. Workplace tab: Other Enquiry

3. Select type of enquiry: Reference Number Enquiry

4. Enter the invoice number in the Search box and click “retrieve”.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

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Note: The search will return any transaction / document type with that reference number (not just invoices). You may need to choose the correct transaction from a list.

5. You can see that the invoice has a Document Status of “posted”. This means that it is likely the invoice has been paid, or will be paid soon. Drill down into the invoice by clicking on the invoice number (blue link).

Note: In the Document Status column, you may see the following terms:

Posted: Has been paid, or is due to be paid soon. Issued: Has been entered into system but is not yet paid – still in the workflow queue. Voided: Has been deleted from TechOne. See step 9 for details on how to check on unpaid invoices.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

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6. If the invoice has a status of posted, this will bring up a screen like this one. Click on “Payment Details”, or alternatively scroll down until this section is displayed.

You can see that this invoice has a “paid / allocated” amount of $1614.96 and an outstanding amount of $0.00. This means the invoice has been paid.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

7

7. To find out the date and method of payment, click on the “Transaction History” link from the task pane on the left. Then click on the blue amount listed under the “Allocated Amount” column.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

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8. The date in the “Date 1” box is the date of the payment, and it was made by EFT. (Note: The amount box will reflect the amount of the entire EFT transaction that the invoice payment was part of, not the individual invoice number).

9. If, at Step 5, your invoice has a status of “issued”, this means the invoice has not been paid. When you click on the blue invoice number, your screen will look like this:

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

9

There is no coding in the “dissections” field, so this invoice is waiting to be coded.

10. To see the workflow history of a document, uncollapse the “Links to Other Functions” heading and select “Workflow Item”. This will show you the workflow items for this document.

UNIVERSITY OF TASMANIA TechnologyOne Financials – Cheat Sheet

Accounts Payable Invoices – Checking if an invoice has been paid

TechnologyOne Financials – Cheat Sheet – Accounts Payable Invoices – Checking if an Invoice has been paid

Updated: May 2010

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11. Select the item with the “Open” status by clicking on the blue underlined link. This will show you the workflow trail – the current workflow is the yellow shaded one with the status of “scheduled”.