Invoice Search
Click here to open the Search Menu.

 

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 can be accessed using the following path from the desktop:

Electronic Invoicing>Invoice Search

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:

  1. 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.

  2. 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.

Light Bulb icon image 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:

  1. 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.

  2. 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:

  1. 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.

  2. 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

Related Topics

VSS Overview

Electronic Invoicing Functionality

Invoice Overview

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