Invoice/Request Summary Search

When the Invoice/Request Summary Search page is accessed no records are displayed until a search is performed.  After a search is performed, if no records are found matching the search criteria for the vendor/grantee code then the search results are blank.

You do not have to enter values into the Search Criteria fields. The vendor/grantee code associated with your User ID is used to narrow the search results.

The following are the Invoice/Request statuses and a description of the meaning of each status.  

• Approved – All invoices/requests that are Final in Advantage Financial and have an open balance will display a status of Approved.  

• Cancelled – When a Cancellation version of an invoice/request has been submitted to Final in Advantage Financial, the system displays a status of Cancelled in VSS. The system also displays a status of Cancelled for invoices/requests that have been submitted via VSS, transmitted to Advantage Financial but then a user discards the Draft transaction in Financial before the transaction is processed to Final.

• Paid – All invoices/requests display a status of Paid when one or more lines have been disbursed.   

• Payment Held – All invoices/requests that have a referenced Payment Request that has been submitted to Final but not yet disbursed and the payment request has been held display a status of Payment Held.  

• Payment Scheduled – All invoices/requests that have a referenced Payment Request that has been submitted to Final but not yet disbursed and the payment request has not been held display a status of Payment Scheduled.  

• Pending Approval – All invoices/requests that have been submitted in VSS, reflected in Advantage Financial but have not been processed to Final display a status of Pending Approval. Invoices/requests submitted in VSS are the only transactions that can display a Pending Approval status.   

• Submitted – All invoices/requests that have been submitted in VSS, but not yet reflected in Advantage Financial.

This field displays the sum of all invoice/request lines that match a certain invoice status. The Total By Status column can be sorted in either ascending or descending order.

You can search for Invoices/Requests that belong to a specific payment address by populating the Address ID search field. You can manually enter the Address ID or you can select a valid address via the Address ID pick list.

1. Click the Address ID pick list icon.

2. On the Search Address ID window you can search for and select a single address where the Address Type is Payment.

3. Select OK after selecting an address. This populates the Address ID field on the Invoice/Request Summary Search page with the address that you selected.  

To view additional information about an Invoice/Request, select the record in the search results, then select Related Pages > Details from the three-dot menu.

To view all referenced transactions, select the record in the search results, then select Related Pages > Reference from the three-dot menu in the grid.  In this situation “referencing” refers to transactions that are part of the same purchasing/payment chain – for example a check references a payment request, and a payment request references a purchase order.

To create an invoice or a request, select Related Pages > Create Invoice/Request from the three-dot menu to transition to the Agreement Summary Search page.

To save, view, or print a PDF version of an Invoice/Request, select the record in the search results, then select Related Actions > PDF.  The PDF link will give you the option to download and/or open a PDF file that displays all of the information pertaining to the transaction, allowing you to save and/or print the transaction for your records.

Your Primary Account Administrator can modify your Optional Access Level to include Create Invoice, which allows you to create invoices/requests in VSS. The contact information for your Primary Account Administrator is listed on the Account Summary page under the Account Information tab in VSS.

You can search for Invoices/Requests that belong to a specific Budget Fiscal Year by populating the Budget Fiscal Year search field. You can manually enter the Budget Fiscal Year.

1. Navigate to the Budget Fiscal Year search field.

2. In the Budget Fiscal Year search field, you can enter the year value in “CCYY” format.

3. Select Apply after entering the Budget Fiscal Year. This populates the Invoice/Request records on the Invoice/Request Summary Search page with the Budget Fiscal Year that you entered.  

Note: The Budget Fiscal Year search field allows only one year to be entered at a time; therefore, multiple years separated by commas are not allowed.