Printer-Friendly

Payments Unit

• Invoice is unpaid in Unicorn. [i.e. Invoice is 'unlocked']
• The line to be removed is not the only line left of the invoice. [Exclude prorate lines when applying this criteria.]

1. An invoice line should only be removed using Payments Workflows
2. An invoice  line must be "angry" [i.e. red] before it can be removed
   1. Remove any prorate lines first
   2. Click on line to be removed
   3. Click on Edit Invoice Line button 
   4. Remove Order ID from invoice line
   5. Click Send Edits button
   6. Click Return button
   7. At window displaying message "Invoice line under linked", click OK or <ENTER>
   8. At the invoice window click on Re-set button. Invoice line should appear in RED
3. To remove the invoice line:
   1. Select red invoice line
   2. Click Remove Inv Line button 
   3. At message "OK to remove [inv. line #] from [Unicorn inv.#]?", click YES or NO as appropriate

Unlocking an Invoice Record in Unicorn
Unlocking an invoice record is normally done using the web tool "WF_ALL_MAINT_SETUP       Invcs -- unpay Unicorn invc [unpaid to APLink]"

Email your request with
        unlock <Unicorn inv.#>
in the subject field. State the reason for unlocking the invoice in the body of the letter. Unlocking of invoice will be confirmed by return email  (incl. all CCs).

Send your request to (listed in priority order):
        Friday, Monday, Tuesday, & Wednesday:  Peter (pskim@sulmail.stanford.edu), Sue-Ellen (sjjohnso@sulmail.stanford.edu),
                                                                                 Carol (clawrenc@sulmail.stanford.edu), or Darsi (dlrueda@stanford.edu)
        Thursday:                                                        Carol (CC Darsi and Peter)

Removing an Invoice Record in Unicorn
Currently, it is not possible to remove a Unicorn invoice record using the web tool "WF_ALL_MAINT_SETUP       Invcs -- rmv Unicorn invc [upaid to APLink]". Removing an invoice is done in two steps: 1) The invoice is unlocked using the APLINK web tool, 2) Systems removes all remaining data.

Email your request with
        REM <Unicorn inv.#>
in the subject field. State the reason for removing the invoice in the body of the letter. Removal of invoice will be confirmed by return email (incl. all CCs).

Send your request to (listed in priority order):
        Friday, Monday, Tuesday, & Wednesday:  Peter (pskim@sulmail.stanford.edu), Sue-Ellen (sjjohnso@sulmail.stanford.edu),
                                                                                 Carol (clawrenc@sulmail.stanford.edu), or Darsi (dlrueda@stanford.edu)
        Thursday:                                                        Carol (CC Darsi and Peter)

Situations requiring an invoice to be removed:

• Vendor invoice # is incorrect.
• Invoice should not be paid.
• Invoice has been unlocked for 3 months or longer.

Last modified: June 8, 2006