Invoicing – Overview

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The invoice module allows you to do the three-way match between the PO, what was received and what was invoiced.  If you have purchased an accounting integration, you will be able to import the matched invoice into your accounting software from Hybrent. If you have not purchased this, you will not see the option to do so.

There are two ways that invoices can be added into Hybrent.  The first is via EDI (Electronic Data Interface) where the vendor sends the invoice directly into Hybrent.  The second way is by adding the invoice manually into Hybrent – either yourself, or, if you have purchased non-EDI Invoice Uploading, by the team at Hybrent.   This is an overview of the Invoice Module.

Once you click on Invoices on the blue bar, you are taken into the invoice module.

  • Filters
    • Search by
      • PO #
      • Invoice #
      • Documents attached
    • Vendor
    • Status
      • Pending – invoice that has not yet been looked at
      • Processed – invoice that has been three way matched but not yet sent to accounting.
      • Sent to Accounting – invoice that has gone out to accounting software via integration.
    • Due Date
      • The date the invoice is due to be paid.
    • Facility
    • Department
    • Ordered By
    • Search Button
      • Click the search button to refresh the list with the new filters applied.
  • List
    • Invoice Number
      • Generated by the vendor
    • PO #
    • Vendor
      • Click to see details
    • Status
      • Same as the filter statuses
      • Red indicates there is an exception with this invoice.
    • Invoice Amount
      • Dollar amount on the invoice
    • Invoice Date
      • Date the invoice was issued by the vendor
    • Invoice Due Date
      • Date the payment is due
    • Amount payable within Due Date
      • Dollar amount that is due by the due date.
    • Trash Can Icon
      • Delete the invoice.  This is security role driven.
    • Download Icon
      • To download an electronic copy of the invoice
    • Print Icon
      • To print a hard copy of the invoice.
  • Details of Invoice (Click on Invoice Number)
    • Invoice for PO#
      • Red dot here indicates there is an exception with this invoice.
    • Header
      • Vendor – click to see details
      • PO # For
        • User who created the PO.
        • Click to see details
      • Facility
        • The facility the PO was created for
      • Department
        • The department assigned to the PO
      • Shipping Address
        • The shipping address from the PO
      • PO Total Cost
        • The total cost of the PO.
      • Invoice Number
        • Number generated by the vendor for this invoice
      • Invoice Date
        • Date the invoice was created by vendor
      • Invoice Due Date
        • Date the payment for the invoice is due.
      • Batch Number (What is this? An accounting function?)
      • Payment Terms
        • Click to change the payment terms
        • Add a new payment term by using the +
      • Total Invoice Price
        • Total dollar amount of the invoice
      • Tax
        • Both state and federal tax
      • Freight
        • Any freight charges
      • Discount
        • Amount of any discount applied to the invoice.
      • Amount Payable
        • Within Due Date
          • Dollar amount owed if payed by the due date
        • After Due Date
          • Dollar amount owed if payed after the due date
      • Add PO Item to Invoice
        • Can add additional items to the invoice
        • Will be greyed out if there are no more items to add.
    • Item List
      • Line #
      • Item Description/GL Code
        • Red indicates there is an exception for this item on the invoice.
        • Star Icon
          • If filled in, item has been marked as a favorite by the user who is logged in.
        • Circle Icon
          • Designates if an item has been marked in Hybrent as being on contract with that vendor.
        • Drop Down Arrow
          • Price Change History
            • View the price changes for this item
          • Purchase History
            • View the purchase history for this item for the user that is logged in.
        • Click on description to view details
        • Click on GL code to change it or add a code.
      • SKU
      • Requested Qty/Price
        • Quantity of the item requested on original PO.  Price of the item on the original PO.
      • Received Quantity/Price
        • Quantity of the item that was received.  Price of the the item that was received.
      • Invoiced Quantity
        • Quantity of the item that vendor is invoicing for
        • Click in box to change this number
      • Invoiced Unit Price
        • Unit price of item on the invoice.
        • Click in box to change this number
      • Invoiced Price
        • The total price for the quantity of items invoiced.
      • Department
        • Department assigned to this item on the invoice.  
        • Click on the Department to change it.
      • All Physicians
        • Which physician is attached to this item on the invoice.
        • Click on the physician to change or add a specific physician.