Transmit Contracts & Grants Invoices

Overview

When the Invoice routes to FINAL, a pdf invoice is created each customer address, using the invoice template assigned to that address, along with a pdf file marked copy for each address. Invoices can be manually transmitted or transmitted via the Transmit Contracts & Grants Invoices.

Method of Invoice Transmission

The Transmit Contracts & Grants Invoices uses Mail and Email Method of Invoice Transmission to determine how to send invoices once they have been created and approved. Use the Method of Invoice Transmission to add additional values. Using values other than Mail or Email will exclude the invoice from the Transmit process. This might be desirable if you are submitting an invoice electronically through a website, for example. 

Notes tab on the Contracts & Grants Invoice document 

The pdf files are added to the Notes and Attachments tab of the Contracts & Grants Invoice document.

The invoice and copy may be printed directly from the Notes and Attachments tab, or the Transmit Contracts & Grants Invoices process may be used to email invoices to customers or create a print file so that invoices can be mailed to the customers, based on the Method of Invoice Transmission set for each customer address.

Transmission Details tab on the Contracts & Grants Invoice document

The Transmission Details tab on the Contracts & Grants Invoice document tracks when an invoice was sent. The Initial Transmission Date can be manually set by clicking the Set Transmission Date or it will be set when the Transmit Contracts & Grants Invoices. The button only displays for Fund Managers. 

Transmit Contracts & Grants Invoices

Transmitting Contracts & Grants Invoices starts with the Transmit Contracts & Grants Invoices lookup. 

After entering search criteria, click the Search button. The system displays the invoices that will be generated for the Method of Invoice Transmission selected.

Click the Transmit / Generate Print File button to create the invoices. If Through Email is selected, the invoices will be sent electronically to customer addresses with the method of invoice transmission set to through email on the Contracts & Grants Invoice Transmission tab. If Through Mail is selected, the pdf invoices and envelopes will be created for the customer addresses with the method of invoice transmission set to through mail on the Contracts & Grants Invoice Transmission tab. The number of invoices and envelopes to create is specified in the Addresses tab on the Customer document.

After the invoices are transmitted, or if the Set Transmission Date is clicked, the Initial Transmission Date is populated. It can be cleared by clicking Clear Transmission Date, if the invoice needs to be resent, either manually or via the Transmit Contracts & Grants Invoices. 

Email

From Email: Defined in parameter FROM_EMAIL_ADDRESS, namespace AR-Accounts Receivable.

NOTE: This parameter must be completed or emails will not be sent. 

Following is the email that is generated when the invoices are transmitted via email.

Subject: Invoice Submission for Award Number <Grant Number>: Invoice: <Invoice Number>

• IF <Grant Number> is NULL, the subject is
• Subject: Invoice Submission for Invoice: <Invoice Number>

Dear: <customer name>

Email body: Attached please find our invoice for payment processing.

Email signature: 
Thank you,
<fund manager first name> <fund manager last name>
<fund manager organization>
<fund manager phone>
<fund manager email>