IN Transaction Type

The Invoice (IN) transaction allows you to record a vendor's invoice for the shipment of goods or services rendered. Invoice transactions can reference all transactions of the PO Transaction Type. The IN transaction contains the transaction referencing information on the Commodity line, which allows the IN to reference multiple Award transactions for the same vendor's invoice.

Invoice transactions cannot be referenced by any transaction within CGI Advantage. Invoice transactions can be modified or canceled. Based on site specific setup, Invoice transactions can be created from the Transaction Catalog or from the Invoicing Search Window (INSRCH). The Invoice transaction updates the Vendor Invoice Registry table with the Vendor Code, Vendor Invoice Number and Vendor Invoice Line Number to ensure that duplicate invoices are not recorded for the same vendor.

An Invoice transaction (IN) transaction can be used to correct the Invoiced Quantity and Invoice Amount of the Purchase Order. The Invoice transaction should be created with a Reference Type of Inverse. When creating the Invoice transaction from the Invoicing Search Window (INSRCH), the commodity line will not be created because the referenced Purchase Order is closed. The user must insert a new Commodity Line and reference the Purchase Order with an Inverse reference. The Invoice Quantity or Invoiced SC Amount should be entered as a negative number.

IN Delivered Transaction Codes

The IN Transaction Type contains the following delivered Transaction Codes. Each Transaction Code can vary based on the functionality that is associated with them.

Transaction Name	Transaction Code	Intended Use
Grant Funding Request	GFR	The Grant Request Funding transaction is used by grantees (or grantors on behalf of grantees) to submit reimbursement funding requests. It allows grantees (or grantors on behalf of grantees) to create and submit these requests in both Financial and VSS. Refer to the “Grant Request (GFR)” topic in the CGI Advantage Grantor User Guide for more information.
Invoice	IN	Allows you to record a vendor's invoice for the shipment of goods or the dollar amount of services rendered.
Invoice-Electronic	IE	The IE transaction captures invoices received from service providers/vendors. The IE transaction can be created manually via the Transaction Catalog, but the true purpose of the IE is for the transaction to be created automatically via the EDI Invoice Integration.
Recurring Invoice	RIN	A cloned version of the RC to clearly identify those receivers created by the Scheduled Invoice Generation (A/P) process.
Stand Alone Invoice	IS	This IS transaction allows you to record a vendor's invoice for the shipment of goods or the dollar amount of services rendered when the award transaction is not known. Note: When the award transaction is not known you can also create a Payment Request transaction that will reference the Vendor’s Invoice Number, but will not record detailed information.
VSS Invoice	INVSS	Same as the IN transaction, but can only be created in VSS. This transaction allows vendors to create an invoice directly from Vendor Self Service (VSS) for the shipment of goods or the dollar amount of services rendered. The Online Catalog Creation Allowed check box is not selected on the Transaction Control (DCTRL) page for the INVSS Transaction Code, so it cannot be created in CGI Advantage Financial. The INVSS transaction is a clone of the IN transaction. The different transaction codes allow users in Advantage Financial to distinguish between invoices created by vendors in VSS versus invoices created by an Advantage Financial user and configure different workflow and security rules, if needed. The Allow PDF Print in VSS check box on the Transaction Control (DCTRL) page must be selected so that vendors can access a PDF version of the invoice transaction in VSS.