How to Create and Code a New Invoice Step 1. Create a New Invoice. Log into NexusPayables. From your homepage, hover over the Invoices Module and click on New Invoice.

Step 2. Select Property and Vendor. This will open up a blank invoice screen in the Header section. Begin by entering the Property/Entity and the Vendor. Note that required fields are indicated in blue.

Need to upload an image to your Invoice?

1. Click on Upload Image on the lefthand button bar. A pop-up menu will appear for you to upload one or more images. If you do not see the “Upload Image” button, then you do not have this role right. Please contact your Nexus System Administrator.

2. Select the associated file from file upload menu. You can upload up to 50 files at a time.

3. Click on Upload Files. The Image or images selected will upload and the appear within the Invoice.

4. Once the image is uploaded, you will see a vertical button bar on the right side of the Invoice. Click on it will expand or collapse the image for quick reference during coding.

NOTE: supported file types for images in NexusPayables are PDF, JPEG, and TIFF. If other file

types are uploaded, you’ll receive an error message that the file type was not supported.

Step 3. Complete Header section. Enter in remaining required fields (indicated in blue) and any other fields needed in the header section, then click "Save." You will notice that the breadcrumb label in the upper right corner of the Invoice will update with the information you entered.

Warning and Alert Messages. Additionally, you may see some warning or alert messages display at the top of the Invoice once information has been entered. If you have questions about vendor insurance or other warnings you received, please contact your E&T Department.

Step 4. Adding Line Items. Navigate to the Line Items toggle and click Add/Edit Lines to begin adding line items.

Begin populating the fields for the line items. You can move between fields on the line using the Tab key.

Select your GL account either by clicking the dropdown arrow or by searching for the GL code number or name.

GL Account missing? If the GL account is not appearing for your selected property, click on the

“Update GL Assignments” button above to add the needed GL code to your dropdown or search.

Select the GL(s) needed, click the > button to assign, and then click “Save.” If you do not see the “Update GL Assignments” button, please contact your System Administrator to add the missing GL account.

Step 5. Save Line Items. When you have entered all line item information, click "Save." The page will refresh with all entered line items. If line item is overbudget, a red exclamation point warning icon will appear next to the GL account name. Clicking on the icon will open up either month-to-date or year-to-date budget information. This is also where you can apply splits, edits, or delete line items after they’ve been entered.

Step 6. Enter any Notes. After entering the line items, you may be required to enter Notes. If you do not need to enter notes, skip to the next step. If you need to enter Notes, click on the "Notes" toggle at the top, or use your Ctrl + Q on the keyboard to move forward.

Type in any related notes. Budget Overage notes may be required if Invoice is overbudget.

Step 7. Process Invoice for Approval. When you are ready to submit the invoice for approval, click the Process button on the lefthand button bar

If there are additional approvals needed, you will see a dialogue box to submit for approval.

· Submit for Approval will submit the invoice and update the invoice to “Pending” status.

· Submit for Approval and Next will submit the invoice and bring up the next invoice to be coded.

If no further approvals are required, you'll click "Process Invoice"

Knowledge Base

How to Create and Code a New Invoice

Need to upload an image to your Invoice?