Contents 

• Overview
• What Is a Reimbursement Invoice?
• Step-By-Step Instructions
• Creating a Reimbursement Invoice 
• Set Up Invoice Fields
• Download PDF

Overview

This step-by-step guide shows Program Admins how to generate a customized PDF invoice from a reimbursement (expense) request in Next.

What Is a Reimbursement Invoice?

Program admins 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.

Step-By-Step Instructions

Creating a Reimbursement Invoice 

1.  In the program, click the cycle name to open the cycle. 
   
   
    
2. In the award cycle, click Post-Award > Awardee List. 
   
   
    
3. Click the hyperlinked number in the Actionable Expenses column for the Awardee. 

4. In the Expenses tab, locate the reimbursement request and click on its hyperlinked title to access the details. 

5. Review the line items associated with the expense to ensure accuracy.

6.  Click Create Invoice in the upper-right corner of the screen to begin the invoicing process.


 

Set Up Invoice Fields

You will need to configure the invoice fields for clarity and consistency in the final PDF. 

1. Select an Expense Breakdown Level:

• Expense Level: Lists each expense as a line item, with Expense Date, Title, Description, and Total Amount.
• Category Level: Summarizes amounts by category, with Category Name, Code, Type (Direct/Indirect), and Total Amount.
• Line Item Level: Breaks down all expenses with sortable fields, including Line Item Date, Category, Code, Type, Employee/Item/Vendor, Description, and Amount.When configuring the Expense Breakdown Levels, you can choose from different levels of detail:

2. 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.

3. (Optional) Enter a Due Date and Invoice Number to include them on the PDF.

Download PDF

In the preview section, click Download to save the invoice PDF. 

 

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