Employee Invoice Requests

Accounts Payable &
Invoice Requests

Enter an Invoice
Check Request Status
Invoice Guide (PDF)

Invoice entry and supporting documents are submitted in Blackbaud.

Step 1

Invoice Submission

Open the PDF guide below for step-by-step instructions for submitting general and grant-funded invoices in Blackbaud Financial Edge NXT.

How To Enter Invoices In Blackbaud Financial Edge NXT (PDF opens in a new tab)

PDF · 3 pages · Opens in a new tab

Start in Blackbaud: Expense Management > My invoice requests > New request.

Before you submit

General invoices

Invoice showing the invoice number, date, and amount due.
Supporting documentation, if applicable, such as calculation support or preapprovals.

Grant-funded invoices

Preapproval from the Director Sponsored Programs to ensure alignment with pre-established grant budgets.
Invoice showing the invoice number, date, and amount due.
A justification narrative explaining the purpose of the purchase.
Details of work completed for the period, such as a proposal or scope of work.

Reimbursements: Include the appropriate form, such as Mileage Reimbursement or Travel Authorization.

Complete submissions keep the process moving.Incomplete submissions may be rejected for correction. A rejected invoice must be corrected and resubmitted, which restarts the approval process.

Step 2

The Approval Process

All invoices must undergo an internal approval process. Invoices funded by grants require additional approvals, which may extend processing time.

The approval workflow is determined by the Approval rule.

Every listed approver must approve.Invoices will not be paid without the unanimous approval of all persons included in the Approval rule.

See how to view the Approval rule workflow

Step 3

Payment Processing

Please allow 7–14 business days for the invoice approval process and payment processing. Payments are issued weekly on Thursdays via ACH or manual check.

Approval + processing

7–14 business days

Additional grant approvals may extend processing time.

Payments issued

Every Thursday

Via ACH or manual check.

Once all parties in the Approval rule have approved the invoice, the status is marked Approved and the invoice is placed in the queue for the next payment cycle.

For payment confirmation inquiries, email accounting@morrisbrown.edu.

Frequently Asked Questions

Find a submitted invoice, review a rejection, and check its approval status.

How do I know if my invoice has been rejected?

If an invoice is REJECTED by someone in the approval workflow, the invoice must be corrected and resubmitted. Notifications are sent via email, or you may view rejected invoices in Expense Management.

Go to My invoice requests, then click the blue number next to Rejected.

Top reasons for invoice rejection

Invoice number and date do not match the invoice.
The coding is incorrect. Refer to the How To Enter Invoices In Blackbaud Financial Edge NXT guide (PDF opens in a new tab).
Incorrect Approval rule selected.
Lack of supporting documentation.
- Grant-funded purchases must be pre-approved by the Director Sponsored Programs to ensure alignment with pre-established grant budgets.
- Reimbursements require the appropriate form, such as Mileage Reimbursement or Travel Authorization.

How do I view an invoice that has been submitted?

Go to My invoice requests, then click Work with my invoice requests. Make sure all filters are removed.

How do I check the status of an invoice?

View the History of changes at the bottom of the invoice record. View the Approval rule workflow to see which approvals are pending.

Once all parties in the Approval rule have approved the invoice, the status is marked Approved and the invoice is placed in the queue for the next payment cycle.

Approved does not confirm that payment has been issued. Send payment confirmation inquiries to accounting@morrisbrown.edu.

How can I view the Approval Rule workflow?

Click the blue icon next to the Approval rule to view the approval workflow.

Resources

Guide & Assistance

Invoice entry guide

General and grant-funded invoice submission instructions.

Open PDF Guide (opens in a new tab)

Payment confirmation inquiries

Contact Accounting to confirm whether an invoice has been paid.

accounting@morrisbrown.edu