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Invoice hotel pdf for Finance

salutations in this video we're going to go over how to add new invoices for vendors that are already in hia we're going to go over two processes that we think are the best for doing this so the first process we're going to just go up here to new build and then we're going to type in our vendor so i have my sample invoice over here on the side that i'm entering from so i'm going to type in hotel solutions which is our vendor and it's going to auto populate all of the information we have set up for this vendor so on this invoice i'm going to update the terms it says it's net 30 and we see that our due date will automatically calculate from the invoice date so invoice date will change accounting period is whatever period you want it to show up on your p l and then we'll put in our invoice number you can copy directly from invoices into hia which is really awesome and then we'll fill in this amount over here this is the total of the invoice okay and then this description box here prints on the check so if we had anything that we wanted noted on the check and then we just press this plus sign down here it'll load in any um details that we've already added to the vendor so this is going to counting charges this description box is what populates on the gl and again we can copy straight from the invoice okay and then i just tabbed through to add a new line you can also just press the plus button and as you can see it has this little red x here it's telling us that the document is out of balance if you're having trouble balancing the document you can always go to actions and hold and that way you don't lose your progress so i'm going to go ahead and remove that hold okay and now we can see that this document is in balance so we can save it and then to add the invoice backup you can either just drag it from your file explorer or you can go files up here at the top and then upload and it'll bring up a browsing option for you from browse okay and then if we click on this here we can see the invoice backup that we uploaded and so now this bill is balanced in the system so the second way that we can add invoices i'll show you is going back to payables and then bills and adjustments and if our second invoice is very similar to the one before we can just open that invoice hit this little clipboard up here and copy add a new one and paste it okay so i'm going to update this information now for our second invoice and the accounting period will automatically switch to whatever number is selected first but you can change that easily all right i'm just going through and copying and updating this all right and if we needed to delete the line we could go through and just delete it so now this one's ready to save so we'll save it and upload my backup and we can see that it uploaded up here okay and then if we wanted to release it which is posting it to the system we could hit release here or you can go over here to payables and then under processes release ap documents and then you can select the documents you'd like to release this is good if you're entering invoices and batches so i'm going to go ahead and do release all and that is how you post new payables to the system and we can go back to payables bills and adjustments and see that these are now open