Open topic with navigation

Capital Project Management / Project Management/ Facility Construction Project Manager

Edit Invoices

As the Facility Construction Project Manager, having quick process for invoice tracking is critical to you work. Using the Edit and Approve Invoices task, you can review invoices, make changes as needed, approve or reject invoices, or add new invoices.

You can use the Filter to locate invoices by Project, Vendor, or Work Package.

You can edit an invoice if its Invoice Status is Issued. After you approve an invoice by entering its Financial Accounting Codes, the invoice's status is set to "Sent to Finance." As this point, the invoice can no longer be edited. Invoices that are 'Sent to Finance' are considered to be paid.

Editing invoices

To edit an invoice:

1. From the Process Navigator, select Capital Project Management / Project Management / Edit and Approve Invoices.

   The Select Invoice pane lists the invoices that have already been recorded.

2. Select an invoice with the Status of Issued.

   The Record Invoice form appears.

3. Review the information on the Record Invoice form. You can edit any of the information except the ARCHIBUS Invoice Number which is system-generated, and the Invoice Status which is tracked by the system. See Recording Invoices for a description of the fields on this form.
4. To apply a lien holdback:
   • Select Yes for the Apply Lien Holdback? field.

     The application fills in the Lien Holdback and Lien Holdback Tax based on the industry standard 10% of the invoice.

     When you enter a lien holdback or tax amount, the application subtracts these amounts from the Billed Total and enters this amount in the 'Total Amount this Invoice' field.

5. To record a deficiency holdback, enter the following:
   • Deficiency Holdback Amount.

     When you enter a deficiency holdback amount, the application automatically enters 10% of this as the Deficiency Holdback Tax.

     When you enter a deficiency holdback or tax amount, the application subtracts these amounts from the Billed Total, and enters this amount in the 'Total Amount this Invoice' field.

6. Click Save & Next.

   The invoice amount you recorded is available in the Commitment Progress Status and the Work-In-Place Projections reports.

   The Planner-Approved Invoice tab shows the Total Amount this Invoice, Revised Contract Amount,Total Invoices Sent to Finance, and the Commitment Remaining.

   From this tab, you approve an invoice and enter financial coding information for invoices that you approve.

7. To add a scanned copy of the stamped invoice:
   1. Click the Check in New Document button next to the document field.

      The Check in New Document form appears.

   2. Click Browse to locate the document.
   3. After locating the document, select the lock status for document and click OK.

      The Document field now has the Show Document button that you can use to see the scanned invoice.