Invoicing Workflow

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Invoicing Workflow

Once an invoice is entered into Hybrent, either manually or via electronic connection, the user must process that invoice.  

  • Go to Invoices on the left hand blue bar.
  • Using the filters at the top, search for the invoice you wish to process.
  • Click on the Invoice Number to open that invoice.
  • Line Items
    • GL Coding
      • Check to be sure the automatically assigned GL code for the item is correct.
        • Click on the GL Code to change it.
        • To permanently change the GL Code you will need to edit the item in the Item Catalog.
    • 3-Way Match
      • Check to be sure that the Requested Qty/Price, Received Qty/Price, Invoiced Qty, Invoiced Unit Price and Invoiced Price all match.   
        • This step takes the place of matching the paper PO, the paper packing slip and the paper invoice.
        • If there is a price discrepancy, the item description will be in red as will the price of the item.
          • At this point, click on Save in the upper right hand corner to save the invoice. Follow your usual procedure to deal with your vendor to investigate the price exception.
            • If the price change is a vendor error, adjust the price in the Invoiced Unit Price column when the new, correct invoice is sent by the vendor.
            • If the price change is a valid price change, continue on in the workflow and update the item price in the item catalog.
  • Integrated AP vs. Non-Integrated AP
    • Integrated AP
      • When 3-way match is complete and correct, click on the Import button in the upper right hand corner.
        • Import as Bill in QB
        • Import as Invoice
          • Depending on your accounting software you will see one of the above buttons.  Follow the remaining steps for your particular software to finish the import process.
    • Non-Integrated AP
      • When the 3-way match is complete and correct, click on the down arrow in the upper right hand corner to the right of the Close button.
        • Choose “Mark as Processed”.