Invoice Related Documents

The Invoice Related Documents page displays all the information that relates to an invoice. To view Related Documents associated to invoices, credit memos, POs, and BPOs, the Collector user requires View Invoices and POs/Blanket POs permission added to their role. To view Related Documents associated to payments, the Collector user requires View Payments permission. See the Collector Administrator if you do not have these permissions.

IPP retains invoices and related documents for seven years in compliance with the Federal Records Act. Collector users can view all invoices that are within the seven-year timeframe, after which the invoices are purged. A Disburser administrator with the Document Retention Management permission can request an extension of the purge date. The Collector users can then view those invoices that are extended past the purge date.

To access the Related Documents page, click the Related Documents button at the top of the invoice page.

The following table describes the Related Documents fields for invoices.

Field Name	Description
Invoice #	Displays the invoice number. Click a link to display the Invoice page.
Agency	Displays the agency name. Click the link to display the Agency Information page.
POs
PO #	Displays the purchase order number. If not a purchase order, displays "No POs found."
Amount	Displays the amount of the purchase order, if the invoice was created from a purchase order.
Issue Date	Displays the date the invoice was issued, if the invoice was created from a purchase order.
Status	Displays the status of the purchase order, if the invoice was created from a purchase order.
Blanket POs
Blanket PO #	Displays the Blanket purchase order number. Click the link to open the Blanket Purchase Order page or click View.
Amount	Displays the dollar amount of the Blanket purchase order.
Issue Date	Displays the date the invoice was issued.
Status	Displays the invoice status. The status is Open.
View button	Click to view the Invoice page.
Credit Memos
[CM]	If there is a credit memo, the credit memo number is displayed. Otherwise, the line reads "No invoices or credit memos found."
Invoice #	If there is an invoice, the invoice number is displayed. Otherwise, the line reads "No invoices or credit memos found."
PO#	Displays the purchase order number.
Amount	Displays the amount of the credit memo.
Invoice Date	Displays the date that the invoice was created from the purchase order.
Status	Displays the status of the invoice either Open or Closed.
Document Source	Displays the source of the document. For example, a credit memo was created from the invoice.
Rejected and Voided Invoices History
[CM]	If the rejected or voided document is a credit memo, displays CM.
Invoice #	Displays the rejected or voided invoices. Click the link to open the Invoice page.
PO #	Displays the purchase order number. Click the link to open the Purchase Order page.
Amount	Displays the dollar amount of the invoice.
Invoice Date	Displays the date the invoice was created.
Status	Displays the invoice status. The status is Open or Closed
Document Source	Displays the document source.
Payments
Payment Type Reference #	Displays the payment reference number, which includes: ACH Trace # IMAD (wire) # Check serial #
Payer Name	Displays the name of the payer, usually the U.S. Treasury.
Issue Date	Displays the date the payment was issued by the U.S. Treasury.
Returned Date	Displays the date the payment was returned by the bank.
Status	Displays the status of the payments. The statuses include: Settled - the invoice was paid in full Canceled (Offset) - the invoice was first canceled and then the amount was offset (reduced) because of a debt owed by the payee to the payer. Reduced - the original invoice payment is offset by the Fiscal Service Debt Management Services for debts owed by the vendor. The U.S. Treasury sends a payment reduced by the amount of the debt. Some of the reasons for reduces payment: Child care payments not made Taxes not paid (state or federal) Returned - the invoice was returned by the bank for incorrect routing or account information. In Exception - the invoice is in exception for an error and needs to be fixed.
Amount	Displays the amount of the payment.
Reason	Displays a reason for a different amount of payment than was invoiced.

Field Name

Description

Invoice #

Displays the invoice number. Click a link to display the Invoice page.

Agency

Displays the agency name. Click the link to display the Agency Information page.

POs

PO #

Displays the purchase order number. If not a purchase order, displays "No POs found."

Amount

Displays the amount of the purchase order, if the invoice was created from a purchase order.

Issue Date

Displays the date the invoice was issued, if the invoice was created from a purchase order.

Status

Displays the status of the purchase order, if the invoice was created from a purchase order.

Blanket POs

Blanket PO #

Displays the Blanket purchase order number. Click the link to open the Blanket Purchase Order page or click View.

Amount

Displays the dollar amount of the Blanket purchase order.

Issue Date

Displays the date the invoice was issued.

Status

Displays the invoice status. The status is Open.

View button

Click to view the Invoice page.

Credit Memos

[CM]

If there is a credit memo, the credit memo number is displayed. Otherwise, the line reads "No invoices or credit memos found."

Invoice #

If there is an invoice, the invoice number is displayed. Otherwise, the line reads "No invoices or credit memos found."

PO#

Displays the purchase order number.

Amount

Displays the amount of the credit memo.

Invoice Date

Displays the date that the invoice was created from the purchase order.

Status

Displays the status of the invoice either Open or Closed.

Document Source

Displays the source of the document. For example, a credit memo was created from the invoice.

Rejected and Voided Invoices History

[CM]

If the rejected or voided document is a credit memo, displays CM.

Invoice #

Displays the rejected or voided invoices. Click the link to open the Invoice page.

PO #

Displays the purchase order number. Click the link to open the Purchase Order page.

Amount

Displays the dollar amount of the invoice.

Invoice Date

Displays the date the invoice was created.

Status

Displays the invoice status. The status is Open or Closed

Document Source

Displays the document source.

Payments

Payment Type Reference #

Displays the payment reference number, which includes:

ACH Trace #
IMAD (wire) #
Check serial #

Payer Name

Displays the name of the payer, usually the U.S. Treasury.

Issue Date

Displays the date the payment was issued by the U.S. Treasury.

Returned Date

Displays the date the payment was returned by the bank.

Status

Displays the status of the payments. The statuses include:

Settled - the invoice was paid in full
Canceled (Offset) - the invoice was first canceled and then the amount was offset (reduced) because of a debt owed by the payee to the payer.
Reduced - the original invoice payment is offset by the Fiscal Service Debt Management Services for debts owed by the vendor. The U.S. Treasury sends a payment reduced by the amount of the debt. Some of the reasons for reduces payment:
Child care payments not made
Taxes not paid (state or federal)
Returned - the invoice was returned by the bank for incorrect routing or account information.
In Exception - the invoice is in exception for an error and needs to be fixed.

Amount

Displays the amount of the payment.

Reason

Displays a reason for a different amount of payment than was invoiced.

Viewing POs and/or Payments