Julep - Financial Summary: Invoices and Payments – Julep

The Invoices and Pay Invoice features in Julep allow you to manually add invoices to the database for management and payment. **Please note: If you are currently using the Expenditure feature in Julep do not use the Invoice feature interchangeably as it could cause duplicate expenditures.

Invoices

Follow the directions below to enter a new invoice in Julep:

Navigate to the Financial Summary Dashboard and click the Invoice Search button in the top right Navigation Bar.
You will see a list of all existing invoices or you can search for a particular invoice in the Quick Invoice Search bar to the top right of the new window.
To add a new invoice, click . A new Invoice window will appear that allows you to either search for an existing payee or create a new one.
- Begin entering the vendor’s name into the Search bar and matching vendors will appear in the drop-down. You can select the correct vendor from the drop-down to open a new Invoice window and enter the details or you can click to create a new payee and then enter the new Invoice.

Required Fields for Data Entry:

Date	Enter the invoice date. When an invoice is marked as paid, Julep will ask you to select an expenditure date. The expenditure date will be the date that appears on the report.
Amount	The invoice amount expected to be spent on this expense.

Fund Code

Use this to indicate which Fund source the invoice is going to come from.

Account	If you are distinguishing which bank account the expenditure will be made from then select the correct code from the drop-down menu. If not, then skip this field and it will default to “N/A” for this field.
Line Number	Select the correct line number for the invoice.
Description	Description of expenditure, either use one of the defaults or type your own.
General Ledger	The box below is the G/L Account field. Enter the breakdown of the expenditure by G/L code here. If you are not using a G/L code, the system will automatically assign a "UD – Undefined code".

Additional Fields include:

Invoice No	Enter the invoice number
Check No	Enter the check number for the future expense check written.
Payment	Select the payment type from the drop-down menu.
Due Date	Date you expect the expenditure to come in.
Comment	Use for internal purposes only.
	Include an attachment of the invoice form or related images by selecting the file from your computer or dragging and dropping it here.
Adjustment Type/Date	These fields are used to record invoice adjustments.
Memo Indicator	Indicates whether the expenditure is a memo item or not.
1099	Indicates when a 1099 form will be needed.
Ultimate Vendor	See below for more information about Ultimate Vendors. Please refer to the Julep: Ultimate Vendors in Expenditures** guide on the HelpDesk for more detailed information.

Pay Invoice:

Go back to the Financial Summary Dashboard and click the Pay Invoices dashboard button.
By default you will be taken to the Result tab with all open invoices, if you wish to narrow your search parameters by Fund Code, Payee or Due Date you can do so under the Filters Tab.

Click   to select all open invoices.
Click  to un-select all invoices currently selected.
Click to download all invoices into a excel spreadsheet.
You may manually select invoices you want to pay by checking the check box in the Selected column.
Once selected, you can choose to pay another amount other than the remaining balance by changing the amount under the Amt to Pay column.
When all invoices you wish to pay are selected you can click Pay w/o Print or Print Checks.
- will allow you to pay selected invoices without cutting checks. Ex. Paying a vendor by credit card, ACH or wire transfer.
- will take you to the “Print Check in Batch” window.

**Please note: This feature can only be used with checks ordered through Intuit because of format settings. Please contact support@julepcrm.com if you have any questions.

Enter the “Starting Check #”as well as the date you wish to cut the check. Click when finished.
Hit to download PDF of the checks.

**If you’re using Pay Invoices for the first time we recommend printing the first page on plain paper and then matching to the actual checks to ensure proper fit.** If Alignment is off, go back and change the margins and repeat process till it is properly aligned.

After successfully printing checks, click “Yes” when prompted with the question “Did all checks print successfully?” Click yes to mark invoices as paid and record check information.