DASH Step Guide: Invoice Creation

Instructions on how to create a PO-match or non-PO match invoice.

This article aims to provide instructions for employees on how to create an invoice in DASH. It covers the following topics:

• Getting started
• How to create an invoice with PO match
• How to create an invoice with non-PO match

Getting Started

1. Navigate to the DASH homepage.
2. Click on the Payables tab.

3. Under the Apps section, select the Invoice tile.

4. Click on the Tasks Icon [Insert Icon] on the right side of the screen.

5. Click on Create Invoice in the Tasks panel.

 

How to Create an Invoice with PO Match

1. Follow the instructions in the “Getting Started” section to create an invoice.
2. Under the Invoice Header section, locate the Identifying PO field and click on the magnifying glass icon on its right side. You should see a pop-up window.

3. In the pop-up window, enter the PO number in the Purchase Order field. You can use the percentage sign (%) as wild cards. When using the Contract Ordering form in requisitions using the Agiloft contract, provide the Agiloft Contract Number or the PO number created. Click Search to see all matching results.

4. Click on the record that matches. You should see it turn into a light blue color once selected. Then click OK.

5. The Supplier Site field should auto-populate based on the PO information. Double-check that it is correct.

6. Enter the appropriate Invoice Group.

7. Enter appropriate values for all the required fields.

8.  For the Requestor field, click on the magnifying glass icon. When the search window shows up, enter the name of the requestor in the Name field. You can use the percentage sign (%) as wildcards. Enter information in the other fields as needed to help narrow down the search (optional). Select the correct person from the search results and click OK. Note: If the requestor is not showing in the search results, please try to enter the name in the Name field using the "Last name, First name" format in combination with wildcards(%) to re-filter the search results.

9. To add an attachment, click the add sign on the right side of Attachments. When the pop-up window opens, select To Approver under Category and click Choose File to upload the file. Then click OK.

10. Navigate to the Lines section. Click on the right-facing arrow to expand it.

11. Select Match Invoice Lines from the Lines dropdown menu.

12. Click the gray arrow Go button to the right of Match Invoice Lines.

13. In the pop-up window, select the Match checkbox for the PO that you want to match to. Enter the quantity or amount being invoiced under the Line column. Click Apply. Then click Ok.

14. Scroll down to the bottom of the page and verify that the Total and Due amounts match.

15. Scroll back to the top of the page and click Save.

16. Click Invoice Actions and select Validate from the dropdown menu to validate the invoice. Click Save.

17. Click Invoice Actions and select Approval from the dropdown menu. Click Initiate to initiate approval for the invoice.

18. Click Invoice Actions and select View Approval and Notification History to view the approval you just initiated.

19. Click Save and Close to exit.

 

How to Create an Invoice with Non-PO Match

1. Follow the instructions in the “Getting Started” section to create an invoice.
2. Under the Invoice Header section, click on the Business Unit field and select the appropriate value.

3. Click on the magnifying glass icon in the Supplier field.

4. In the pop-up window, enter the supplier information and click Search to see a list of matching suppliers.

5. Click on the appropriate supplier. You will see the line turn into a light blue color once selected. Click OK.

6. Enter appropriate values for the required fields.

 

7. For the Requestor field, click on the magnifying glass icon. When the search window shows up, enter the name of the requestor in the Name field. You can use the percentage sign (%) as wildcards. Enter information in the other fields as needed to help narrow down the search (optional). Select the correct person from the search results and click OK.

8. To add an attachment, click the add sign on the right side of Attachments. When the pop-up window opens, select To Approver under Category and click Choose File to upload the file. Then click OK.

9. Navigate to the Lines section. Click on the right-facing arrow to expand it.

10. Click on the Type field and choose an appropriate value. Enter the amount in the Amount field. Enter the distribution combination ID in the Distribution Combination field. Use the percentage sign (%) as wild cards. You can also copy and paste the appropriate value from the COA chart. Then click on the list icon next to the Distribution Combination field. You should see a pop-up window with the distribution combination information populated into segments.

11. In the pop-up window, click Search to see a list of matching results. Click on the correct record to select it. Once selected, it will turn into a light blue color. Click OK.

12. Click and drag the horizontal bar to view the tabs on the right. If appropriate, enter details in the Track as Asset and Project Number fields.

13. Scroll down to the bottom of the page and review the values in the Totals section.

14. Scroll to the top of the page and click Save.

15. Click Invoice Actions and select Validate from the dropdown menu to validate the invoice. Click Save.

16. Click Invoice Actions and select Approval from the dropdown menu. Click Initiate to initiate approval for the invoice.

17. Click Invoice Actions and select View Approval and Notification History to view the approval you just initiated.

18. Click Save and Close to exit.