This procedure is intended for the user who has been given the Data Entry role for invoices.
Invoice approval workflows are a Breeze Premier feature. In an approval workflow, one user scans an invoice and enters the data; another user then approves it.
How to enter an invoice
Before you enter the invoice in Breeze, you should first scan it and save it as a PDF file. The image of the invoice will become part of the invoice record.
In Breeze, go to Accounting > Accounts Payable > Invoices.
Click Add New. The New Invoice screen appears.
Upload the scanned invoice -- locate the file and drag it to the box in the upper right of the Breeze screen.
A popup opens where the invoice is displayed. Click Save to complete the upload.
In the New Invoice screen, complete the following fields.
Invoice Type | Standard Invoice or Job Cost. Job Cost invoices include additional fields for tracking construction projects and renovations. |
Payee | Select the vendor. Breeze completes the address fields for you. |
Cash Account | Completed by Breeze when you select a property in the detail section. |
Payment Method | Completed by Breeze when you select a vendor. |
Check Memo From Inv | Select this option if you want the Note on the invoice to be used as the memo on the check. |
Invoice Number | Enter the invoice number. Invoice numbers must be unique. |
Type | Invoice: The default type, appropriate for most invoices. Adjustment: Used to record a payment that is automatically deducted from your bank account. Credit: Used to record a vendor refund, or another credit from a vendor. When you create a credit invoice, enter a positive amount; the system will know it's a credit because of the type. |
Total Amount | Enter the total amount of the detail lines. |
Detail Section | You must complete at least one detail line in the bottom half of the screen, including a property, an expense account, and an amount. |
Some fields are completed by the system but can be modified as needed. For example, when you select a property in the detail section, Breeze completes the Cash Account field.
Click Save. A completed Invoice screen is shown below. The invoice image is on the right.
After saving, the following fields appear on the screen. Complete them as needed.
Notes | Any text entered here will appear on the cheque stub if Show Details on Cheque is set to Yes (this setting is on the Company Settings screen). |
Next Step | Allows you to start the approval workflow. |
Step Notes | Use this field to enter directions (or an explanation) for the approver. Step Notes appear on the Workflow History screen as Approval Notes and will not be seen by the payee. For more information, see the next section of this article. |
Select the Next Step to start the approval workflow.
The choices in the Next Step field are based on the approval workflow and the amount of the invoice.
Click Save again.
Step Notes
If you complete the Step Notes field on the invoice, the text will appear as Approval Notes for the next approver, as shown in the following example.
Step Notes on the invoice:
Become Approval Notes on the invoice's Workflow History tab.
Incomplete Information and Saving
If some information is missing or incorrect, you can save the invoice, but you can't approve it. For example, when you enter an invoice, if the Total Amount does not match the total of the detail lines, you can save the invoice, but it can't be approved until it has been corrected.
Note: To find the attachment on the invoice, review the invoice from Accounting > Accounts Payable > Invoices > and select Show for All Users in the filters. The attachments can also be exported from Reporting > Accounts Payable > Invoice Image Export.