Manage Invoices

Invoice record

The Appian Award Management (AM) solution tracks the invoices submitted against an award and the payments made against each invoice. The Manage Invoices page explains how to create an invoice, link it to an award, record budget codes and payments, submit it for review, and manage its line items.

For an orientation to the Award Management site, see Navigate AM. To act on the award an invoice belongs to, see Manage Awards.

An invoice moves through the following statuses:

Status	Description
Draft	The invoice has been created but not yet submitted for review.
Under Review	The invoice has been submitted and is awaiting a review decision.
Approved	The invoice has been reviewed and approved for payment.
Partially Paid	One or more payments have been recorded, but the invoice is not fully paid.
Fully Paid	The recorded payments cover the full invoice amount.

Add an invoice from an award

You must have membership in the Invoice - Create Invoice permission set to create an invoice.

Add an invoice from an award record when you want the new or existing invoice to be linked to that award.

To add an invoice from an award:

1. On the award record, click the more options menu and select Add Invoice.
2. Select how to add the invoice:
   • Link Existing: Search for and select an existing invoice using the Invoice ID.
   • Create New: Enter the invoice details for a new invoice. The Related Award field is set to the current award and cannot be changed.
3. Click ADD.

Create a standalone invoice

Create a standalone invoice from the Invoices page when the invoice is not yet associated with an award, or to associate it with an award later.

To create a standalone invoice:

1. Go to the Invoices page.
2. Click Plus icon in a circle CREATE INVOICE.
3. Enter the invoice details. Use the Related Award field to associate the invoice with an award.
4. Click CREATE.

Invoice details

When you create an invoice, complete the following fields:

• ID: The invoice number. Each invoice number must be unique.
• Status: The invoice status. New invoices default to Draft.
• Amount: The total invoice amount. The amount must be greater than zero.
• Received Date: The date the invoice was received.
• Due Date: The date payment is due. The due date cannot be earlier than the received date.
• Related Award: The award the invoice is billed against.
• Disputes: Any disputed items or notes about the invoice.
• Budget Codes: The budget codes the invoice amount is allocated to.
• Payment Details: The payments recorded against the invoice.
• Contracting Officer, Contract Specialist, COR, and Finance Representative: The team members assigned to the invoice.

Update an invoice from an award

You must have membership in the Invoice - Manage Invoices permission set to update an invoice.

To update an invoice in an award record:

1. Go to an award record > Invoice tab.
2. On the invoice record, click the more options menu and select Update.
3. Update the invoice details.
4. Click UPDATE.

Update a standalone invoice

1. Go to the Invoices page.
2. Open an invoice record.
3. Select UPDATE.
4. Enter the invoice details. Use the Related Award field to associate the invoice with an award.
5. Click UPDATE.

Submit a standalone invoice for review

1. Go to the Invoices page.
2. Open an invoice record.
3. Click SUBMIT FOR REVIEW.
4. Search for and select Assigned Group and Individual Assignee.
5. Select Due Date.
6. Select Stop process when a rejection is received to stop the invoice review upon rejection from the assigned group.
7. Click SUBMIT FOR REVIEW.

To add precedents:

1. Click Another Review to add more reviews.
2. Search for and select Precedents, Assigned Group and Individual Assignee.
3. Enter Days from Start.
4. Click SUBMIT FOR REVIEW.

Remove an invoice from an award

Removing an invoice from an award unlinks the invoice from the award but does not delete the invoice. The invoice remains available on the Invoices page and can be linked to another award.

To remove an invoice from an award:

1. Go to an award record > Invoice tab.
2. On the invoice record, click the more options menu and select Remove.
3. Click REMOVE.

Delete a standalone invoice

1. Go to the Invoices page.
2. Open an invoice record.
3. Select DELETE.
4. Click DELETE.

Manage invoice line items

An invoice can have its own line items, separate from the award's line items. The Line Items section appears on the invoice Summary tab. Each line item displays its item number, description, quantity, unit price, amount, and whether it was received. You must have membership in the Invoice - Manage Line Items permission set to manage invoice line items.

Add a line item to an invoice

1. In the Line Items section, click ADD.
2. Complete the required fields:
   • Item Number: The identifier for the line item.
   • Unit of Measure: The unit of measure, such as Days, Dozen, Each, Foot, Hours, Lot, Miles, Megabyte, Minutes, or Months.
   • Quantity: The quantity for the line item.
   • Unit Price: The price per unit. Award Management (AM) calculates the Amount from the quantity and unit price.
   • Received: Whether the line item has been received, Yes or No.
   • Description: A description of the line item.
3. Click ADD.

Update or delete an invoice line item

1. In the Line Items section, click the more options menu on the line item.
2. Select Update to edit the line item details, or Delete to remove it.

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