Invoicing Search

The Invoicing Search (INSRCH) inquiry allows you to search for award transactions and create Invoice transactions. The search window allows you to search for the award transaction that you are referencing. If all of the Commodity Lines on the award transaction have the Inactive Line flag selected, then Advantage will not display the award transaction in the search results. Once you have found your award transaction, you can click the Select Lines To Invoice link. In addition, if you want to close the award transaction then click the Close Lines link within the line level menu or the Close Lines button on the page. This will create and open the Invoice transaction with the Reference Type = Final and Invoice Quantity = Zero. Once this transaction is processed to Final, it will close out the referenced accounting line. The Close Line link and button can be hidden using Configure Page (DESIGNER), Additional Configuration, Page Menu and Grid Row Menu for Action/Link of Close Lines by updating Displayed Extension as No.

You have one of three different ways to specify which Award commodity lines you want to invoice:

Selecting individual lines - users manually select each Commodity Line to be generated on the Invoice by selecting the check box associated with that line.
Invoice All Lines - users select All Commodity Lines to be generated on the Invoice by choosing the Invoice All Lines option.
Invoice All Unselected Lines - users exclude selected Commodity Lines from the Invoice by selecting each Commodity Line to be excluded and choosing the Invoice All Unselected Lines option.

*Note: Commodity Lines on an award transaction that have the Inactive Line flag selected are not displayed in the search results on the Invoicing Search - Select Lines page.

When selecting the Invoice link on the Invoicing Search - Select Lines page, one of two things happens based on the setting of the Bypass Invoice Search Create Transaction Page parameter on the Application Parameters page:

If the Bypass Invoice Search Create Transaction Page parameter on the Application Parameters page is set to True, when the Invoice link is clicked, the Invoice transaction is automatically created using the Transaction Code value in the Invoice Search Default Transaction Code parameter on the Application Parameters page. In addition, the system uses the Transaction Department and Transaction Unit (if available) from the referenced award transaction to create the Invoice transaction and the system automatically generates the Transaction ID.
If the Bypass Invoice Search Create Transaction Page parameter on the Application Parameters page is set to False, when the Invoice link is clicked, you are transitioned to the Create Transaction page. The Create Transaction page allows you to enter transaction identification information (for example, transaction code, department and unit) for the new Invoice transaction transitions you to the Create Transaction page. The Create Transaction page allows you to enter transaction identification information (for example, transaction code, department and unit) for the new Invoice transaction. Refer to the Create Transaction page help for information on this page.

The Create Transaction link on the Create Transaction page will generate a new Invoice transaction in the Draft phase referencing the Award Commodity Lines that you have specified. The Invoiced Quantity and Unit Price may be different from the Ordered Quantity and Ordered Unit Price. If different, you will need to select a Condition Code and enter text in the Reason field. You will then need to populate all required fields before submitting the Invoice transaction.

If the Award transaction does not exist, then you can click on the Standalone Invoice link from the Invoicing Search (INSRCH) page. This link transitions you to the Create Transaction page, which allows you to enter transaction identification information (for example, transaction code, department, and unit) for the new Invoice transaction. Refer to the Create Transaction page help for information on this page. A Standalone Invoice is automatically opened by CGI Advantage Procurement, when you select the Create Transaction link on the Create Transaction page. You must enter all information from scratch.

Additionally, on the Invoicing Search page, the Commodity pick list that contains the Commodity Code information also includes the Extended Description field on the grid section, which displays a maximum of the first 255 characters of the Extended Description for the Commodity.