Enter Invoice/Credit Memo
Contents
Create ............................................................................................................................................................... 1
Enter Details ...................................................................................................................................................... 2
Submit ............................................................................................................................................................... 5
Copy and Update Option ................................................................................................................................... 5
Create
1. Use this process to enter a request to pay an invoice/credit memo when there was no Purchase Order
previously issued in E-Market. Invoices/credit memos with a Purchase Order should be sent directly to
the Controller's Office for processing.
2. From the
menu icon, click on AP Dashboard then enter fields in Create section.
3. If $ amount is negative, next to Type click
and choose Credit Memo, otherwise skip this step.
4. Next to Supplier name, start typing supplier’s name. Click on supplier name you wish to pay from list.
Please Note: If you cannot find your supplier that means they need to be
added to E-Market. Follow steps in Request New Supplier on FinancePurchases and Payments-Invoice Payments webpage.
5. Click
.
6. You will be on the
screen. Click
and it becomes highlighted in black.
Please Note: If first time creating a non-PO invoice/credit memo click on View Detailed
Manual Entry in blue so that it reads View Simple Manual Entry (example shown).
March 2016
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Page 1 of 6
Enter Invoice/Credit Memo
Enter Details
Enter Invoice Number/Date
1. Click
in the Enter Supplier Invoice Number and Date section.
2. Enter invoice/credit memo # from suppliers invoice/credit memo.
 In some cases, there is no invoice #. Since you can only use an invoice # one time per supplier
enter the invoice date (i.e. 03152016). If there are multiple invoices with same invoice date enter A,
B, C etc. on the end.
3. Enter invoice/credit memo date from suppliers invoice/credit memo.
 In some cases there is no invoice date. Enter either contract date, due date, service provided date
(if only 1 date) or as a last resort today’s date.
4. Click Save.
Attach Documentation
5. Click
in Attach Invoice section to attach your scanned invoice/credit memo.
Please Note: If you forget to attach your documentation, then you must send
the original paper invoice/credit memo to the Controller’s Office-Accounts
Payable via campus mail. Otherwise, just file original in your own records.
6. Click Select files, locate and choose file, click Open, click Save Changes. Repeat to add another file.
March 2016
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Page 2 of 6
Enter Invoice/Credit Memo
Enter Description/Amount
7. Click
screen).
in the Enter Service Description, Quantity and Invoice Amount section (bottom
8. The following window will open and your cursor will be in the Product/Service Description field.
Start
entering
here.
9. Enter information in fields listed below, SKIP ALL OTHER FIELDS.
10. Product/Service Description – Enter purpose and date for the item/service purchased. Include the most
important information in the first 60 characters because that is what shows on reports.
 Purpose: The reason for the expense. Examples include, Membership for J Smith, Rent 3 buses
for student field trip to NYC, Rent 2 tents for commencement, Piano tuning, Band for Earth day
event, Consulting services and travel, Construction billing #3, Water cooler service.

Date: The date(s), month(s), quarters or year the service was/will be performed. Examples include
1/6/16, 1/1/16-1/15/16, Jan 16, Oct-Dec 15, FY16.
11. Quantity – Enter 1.
12. Invoice Amount – Enter the total invoice/credit memo $ amount. If it is a credit memo enter the $
amount as a negative (i.e. -16.50).
13. Click Save and Close.
March 2016
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Page 3 of 6
Enter Invoice/Credit Memo
Enter Account Number(s)
14. Click
in the Enter Accounting Codes section.
15. Enter BMC-Account Code or click on links to choose from dropdown lists. Also, change any defaulted
values in other parts the same way. When finished, click Save Values.
Please Note: If you want to change the
Department, change BMC-Dept field first then click
and enter other parts.
16. To charge >1 account number, click
instance, 5 lines, you would click
. Clicking
will add 1 more line so if you want for
5 times. To delete a line click
on that line.
17. Choose how you want to split then enter % or $ amounts (example below). Click
then Save Values. If Split Total does not = the Document subtotal (invoice amount) an error message
will display.
Please Note:
% of Qty – Do not use.
Amount of Price – If
you split by Amount of
Price extra lines will
appear below which
can be ignored.
Enter Notes (OPTIONAL)
18. Enter a note if you want to pick up the check on the payment date or request a particular document
provided is mailed with the check. Otherwise, skip this step.
19. Click
March 2016
in the Enter any special AP Instruction Notes section, enter note then click Save.
Questions? Contact [email protected]
Page 4 of 6
Enter Invoice/Credit Memo
Submit
1. When finished, click
located at top of screen. If you do not click
will remain a draft which means it will not be paid.
your invoice/credit memo
Please Note: Click
if you want to see the approval
steps that have to be completed for your request to be paid.
2. E-Market will automatically assign an E-Market invoice number and a confirmation page will appear.
3. Repeat steps to enter another invoice/credit memo using the Create section on the confirmation page;
you do not have to navigate back to the AP Dashboard menu option.
Copy and Update Option
1. If you pay the same supplier on a recurring basis you can skip entering some of the fields by copying
an invoice/credit memo you previously submitted instead of creating a brand new one.
2. To locate your invoice/credit memo from the
menu icon, click on Search Documents.
3. Whether in simple search (example shown) or advanced search, click on
March 2016
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.
Page 5 of 6
Enter Invoice/Credit Memo
4. A list of invoices/credit memos you have previously submitted for the last 90 days will appear. Click on
Invoice No. in blue you want to copy to open the invoice.
Please Note: You can refine/expand your results by using filters on left. For example,
if you wanted to copy a previous Main Line Spring Water invoice you can reduce your
list to only include that supplier by clicking on the supplier name in by Supplier section.
5. Click on
next to
and choose Copy to new invoice, then click
6. You will be on the new version of the copied invoice. Click on
.
in top right.
7. Enter Supplier Invoice Number and Date section – Enter number and date for new invoice/credit memo.
8. Enter Service Description, Quantity and Invoice Amount section – Update description and amount by
clicking on
, make changes, then click Save.
9. Edit any other sections necessary so that the information matches the new invoice/credit memo.
10. When finished, click
located at top of screen. . If you do not click
memo will remain a draft which means it will not be paid.
March 2016
Questions? Contact [email protected]
your invoice/credit
Page 6 of 6