Invoice Search

The Invoice Search provides users with the ability to view all invoices for the vendors to which they are associated. Users are able to view general invoice information such as Invoice Number, Vendor, Contract Number, Invoice Document Type and Number, Invoice Amount, Payment Amount, and Closed Amount in the main query.

The Invoice Search contains several types of information. It contains the following buttons, sections, and fields (click each tab for more information): (* indicates a required field)

There are several buttons on the Invoice Search. Some buttons will not be active if a record is not selected.

Button	Description
Search
View
Edit
Delete
Withdraw
Create Referenced Invoice
Create Standalone Invoice
Clear
Send New Message
Exit
Upload Invoices

This is the search page of the query.

Search Criteria

Field Name	Description
Invoice Number
Document Title
From/To Invoice Date
Status

Invoice Upload

Field Name	Description
Confirmation Number
File Name
File Date/Time

Vendor

Field Name	Description
Registration Number
Code
Address Code
UEI	Unique Entity Identifier - An identifier used to identify a specific commercial, nonprofit, or Government entity.
EFT Indicator	EFT Indicator - Unique code used to identify additional bank accounts associated to a single UEI.
DUNS+4
Name

Summary

The search provides two helpful capabilities:

View as CSV - VSS users will have the ability to view search results in CSV so they can copy their search results externally to their computer for further research.
Sort Provides the ability for VSS users to sort search results based on multiple columns and ability to arrange in sequence.

The fields listed in the Summary section are defined above except:

Field Name	Description
Invoiced Amount

Select an invoice from the Summary and click [View]. Displays invoice information for the selected invoice.

Field descriptions listed below are broken down by section for easy searching. To find the field description you need, locate the section title on the table in VSS and find the field in the corresponding category below.

General Information

Field Name	Description
Invoice Number
Document Title
Credit Amount
Invoiced Amount
Currency	Defaults from currency of vendor record entered on an invoice. If a vendor is not entered on the invoice, the default value VSS System Currency.
Invoice Date
Invoice Resubmission Date
Status
Description

Referenced Documents

Field Name	Description
BPA
Contract
Order

Vendor

Field Name	Description
Registration Number	On Referenced Invoice forms, this value defaults to the Vendor Registration Number value of the vendor from the referenced award/order. On Standalone Invoices, if the user is associated with a single vendor, this field defaults to the Vendor Registration Number of that vendor. Read-only when viewing an invoice. This field is editable when creating a referenced or standalone invoice if the user is associated with multiple vendor registrations. Field is read-only if the user is associated with a single registration.
Code	On Referenced Invoice forms, this value defaults to the Vendor Code value of the vendor from the referenced award/order. On Standalone Invoices, if the user is associated with a single vendor, this field defaults to the Vendor Code of that vendor. Read-only when viewing an invoice. This field is editable when creating a referenced or standalone invoice if the user is associated with multiple vendor registrations. Field is read-only if the user is associated with a single registration.
Address Code	On Referenced Invoice forms, this value defaults to the Vendor Address Code value of the vendor from the referenced award/order. On Standalone Invoices, if the user is associated with a single vendor, this field defaults to the Vendor Address Code of that vendor. Read-only when viewing an invoice. This field is editable when creating a referenced or standalone invoice if the user is associated with multiple vendor registrations. Field is read-only if the user is associated with a single registration.
UEI	Unique Entity Identifier - An identifier used to identify a specific commercial, nonprofit, or Government entity.
EFT Indicator	EFT Indicator - Unique code used to identify additional bank accounts associated to a single UEI.
DUNS+4	On Referenced Invoice forms, this value defaults to the DUNS+4 value of the vendor from the referenced award/order. On Standalone Invoices, if the user is associated with a single vendor, this field defaults to the DUNS+4 of that vendor. Read-only when viewing an invoice. This field is editable when creating a referenced or standalone invoice if the user is associated with multiple vendor registrations. Field is read-only if the user is associated with a single registration.
Name

Referenced Amounts

Field Name	Description
Disbursed Amount
Description

Shipping Information

Field Name	Description
Delivery Date
Additional Markings
FOB

Discount Information

Field Name	Description
Day 1-4	Up to four separate date and rate pairs may be entered.
Amount 1-4	Up to four separate date and rate pairs may be entered.
Percent (0-100) 1-4	Up to four separate date and rate pairs may be entered.
Net Days

Invoice Office

Field Name	Description
Name
Invoice Office Code
Invoice Office Address Code

Invoice Office Address

Field Name	Description
Address Line 1-5
City
State
Zip
Country
Phone Number
Fax Number

Point of Contact

Field Name	Description
Contact Name
Phone Number
Email Address

Invoice Upload Information

Field Name	Description
Confirmation Number
File Name
File Date/Time

Displays the details of the invoice lines for the selected invoice.

Summary (of lines on Invoice)

The summary provides two helpful capabilities:

View as CSV - VSS users will have the ability to view search results in CSV so they can copy their search results externally to their computer for further research.
Sort Provides the ability for VSS users to sort summary results based on multiple columns and ability to arrange in sequence.

Field	Description
Line Number
Quantity
Commodity Name
Unit of Issue
Unit Price Amount
Invoice Line Amount

Line Detail

Field Name	Description
Commodity Name
Quantity
Unit Price Amount
Invoice Line Amount
Period of Performance Start Date
Period of Performance End Date
Description
Unit of Issue
PSC
NAICS
SIC
NSN

Referenced Documents

Field Name	Description
BPA
BPA Line Number
Contract
Contract Line Number
Order
Order Line Number

Delivery Information

Field Name	Description
Delivery Date
FOB
Additional Markings

Displays the messages associated with the invoice.

Search Criteria

Field	Description
Record Number
Creator
Type of Correspondence
Created Date From/To
Contact Person
Subject
Correspondence

Summary

The summary provides two helpful capabilities:

View as CSV - VSS users will have the ability to view search results in CSV so they can copy their search results externally to their computer for further research.
Sort Provides the ability for VSS users to sort summary results based on multiple columns and ability to arrange in sequence.

Field Name	Description
Record
Type of Correspondence
Created Date
Creator
First Name
Middle Initial
Last Name
Subject
Correspondence
Has Attachments

Contact Person

Field Name	Description
First Name
Middle Initial
Last Name
Title
Phone Number
International Phone Number
Email Address

Agency Contact Person

Field Name	Description
Name
Title
Phone Number
Agency Email Address

Correspondence

Field Name	Description
Creator
Created Date
Type of Correspondence
Communication Source
Subject
Correspondence
Parent Itemized Line Number
Parent Accounting Line Number