Overview

Program Owners and Managers can generate customized PDF invoices directly from reimbursement requests that are often essential for processing in ERP and Accounts Payable systems. By utilizing this feature, users can expect a more efficient reimbursement process, faster turnaround times, and improved compliance with audit requirements.

Creating a Reimbursement Invoice 

To create an invoice, start by navigating to the program and selecting the Post Award section. And then select the Reimbursement hyperlink for the Awardee/Reimbursement: 

Within the Reimbursement tab, locate the relevant reimbursement request and click on its title to access the details: 

Take a moment to review the expenses associated with the reimbursement request to ensure accuracy.

Next, click on the “Create Invoice” button to begin the invoicing process:

Configurable Invoice Fields

You will need to configure the key invoice fields to maintain clarity and consistency in the final PDF: 

When configuring the Expense Breakdown Levels, you can choose from different levels of detail:

• Expense Level: This lists all expenses related to the reimbursement request as line items, including the Expense Date, Title, Description, and Total Amount.
• Category Level: This summarizes amounts by category, showing the Category Name, Code, Type (Direct/Indirect), and Total Amount.
• Line Item Level: This offers a detailed breakdown of all expenses, including sortable fields such as Line Item Date, Category, Code, Type, Employee/Item/Vendor, Description, and Amount.

For the Header and Footer sections, enter your desired text using the rich text editor. This text will be repeated at the top and bottom of each page in the PDF.

If you wish to include a Due Date and Invoice Number, entering these details will ensure they appear in the PDF.

Program Owners and Program Managers have the option to customize the displayed columns for improved data visibility.

Download PDF

Once you have configured all necessary details, click the download button in the preview section to download, save, and view the invoice PDF. This process ensures your invoice is both professional and tailored to your needs.