Vendor Invoices

Click HERE to view the training session held on May 7, 2025

Starting in the 2025-26 school year, Budgetary Accounting will have a new tab: Vendor Invoices.  When an invoice is received from a vendor for a purchase order, the invoice, along with the related pertinent information will be stored.  An electronic copy of the vendor invoice can also be uploaded on this tab.   Districts will be able to add Purchase Orders that are ready to be paid to a batch directly from the Vendor Invoice tab.  

Districts will have to add SchoolFi security access to the new Vendor Invoice tab for all non-sysadmin users.  To add access to the Vendor Invoice tab, the District should add the following screen to the SchoolFi role(s) that will access the tab:

Utilizing the Vendor Invoice Tab

To upload a vendor invoice, navigate to the Budget  >>>  Expenditures  >>>  Purchase Orders  >>>  Vendor Invoices tab and click on the Add Vendor Invoice button.  

In the popup box:

• Select the Purchase Order for the Vendor Invoice 
• Enter the Invoice Number 
• Enter the Invoice Date
• Enter the Date the Invoice was received

After creating the Vendor Invoice, SchoolFi will open the Vendor Invoice Edit tab.  You can enter a description for the vendor invoice (purple highlight) if you would like, the Vendor Invoice Amount, and the Due Date.  Click Save on this section.

Finally, click on the Select Purchase Order Line items button.

In the popup box, select the line items that are included in the Vendor Invoice by checking the box on the far left-side (highlighted in purple).   For each row that is highlighted in purple, you MUST enter the amount of the PO line item that is included in the Vendor Invoice.  This amount can be the same as, less than or greater than the PO amount.  In addition, you can enter a note for the PO line.

The Invoice Line Total is carried to the top notecard and it MUST match the Invoice Amount.  The Vendor Invoice can not be assigned to a batch for payment unless the total of the Vendor Invoice matches the total of the assigned PO lines. 

Uploading a copy of the Vendor Invoice

You can utilize the Documents notecard to upload a copy of the Vendor Invoice.  Once the Vendor Invoice is attached, it will be linked to the PO Documents section of the Purchase Order.

Changing the Status to Can Be Paid

Once all of the information has been added to the Vendor Invoice and the total of the Vendor Invoice equals the total of all PO Lines denoted as included in the Vendor Invoice, the status can be changed to Can Be Paid. Click Save after choosing this status.

Once the status Can Be Paid is saved, the Add to Batch button will appear and the Vendor Invoice can be added to a Batch for payment.  

After a Vendor Invoice is added to a batch for payment, the vendor invoice will become read-only and the status can not longer be changed back to Data Entry.  The only way to modify a Vendor Invoice is to remove it from the batch and then the status can be changed to Data Entry and adjustments can be processed.