UC San Diego SearchMenu

Viewing and Printing Paid Vendor Invoices and Transaction Reports

Learn how to view and print several categories of paid invoices and documents that may be viewed directly from FinancialLink.

Drill-down

The "drill-down" capability in FinancialLink provides immediate access to images of most paid invoices on campus purchase orders and Federal Express billings as well as to Payment Authorization summaries and other types of payments and reimbursements including entertainment.

Because Marketplace is an e-procurement site, images of vendor invoices are not available. The drill-down feature will provide a summary of the invoice and payment information.

Departments no longer need to handle paper invoices and air billings under $10,000. Disbursements will continue to be the official office of receipt and record for all invoices and billings.

Using the drill-down feature: FinancialLink data that is underlined with a colored font (usually blue) indicates a link to more information for that transaction.

Note: Authorized access to FinancialLink is required for this feature. If you need authorization, see How to Get Access to UCSD Business Systems.

Online invoices

The following invoices are available online if they were received in Disbursements in 2002, or later:

  • Purchase Order-related invoices that did not require authorized signature approval (see how to process). Invoices that required authorized signature approval can be accessed but only if the original, unsigned invoice is available (see how to process) due to the need for signature confidentiality. If you require a copy of the signed invoice, make a copy of it before forwarding it to Disbursements for payment.
  • Federal Express/ Freight Air bills that did not require authorized signature approval (see how to process). Bills that required authorized signature approval can be accessed only if the original, unsigned document is available.

For payment documents other than imaged invoices, the link will be to the payment summary if available.

Disbursement links

Links relating to Disbursement processes, are located on any FinancialLink report that contains transactional date, including the following:


Notes on using the drill-down feature in specific reports

Operating ledger transaction detail report:

Column header: Doc & Seq.

  • If the first character is a 7 or a D, the link drills down to an Invoice Report with vendor invoice, payment and purchase order information.
  • If the first character is an M, the link drills down to the MyPayments Report with payment document and payment information.
  • If the first character is a P, the link drills down to the Payment Authorization Report with payment authorization and payment information.
  • Note:The Invoice Report also contains links. The Vendor Invoice Number drills down to the PDF invoice image and the Purchase Order number goes to the Purchase Order page.

Column header: Description

  • If the Doc & Seq begins with a 7 or D, the Description field (Vendor Name) links to a PDF image of the vendor invoice (Acrobat Reader 5.0 is recommended).

Column header: Doc. Ref.

  • If the first character is a 1 or 2 and is a Purchase Order (PO), this links to the Purchase Order report.

Purchase Order report

Checks paid history:

Column header: UCSD Document

  • If the first character is a 7 or D, this links to the Invoice Report

Column header: Vendor Invoice

  • This links to the invoice.

Ledger transaction history:

Column header: Document-Seq

  • If the first character is a 7 or D, this links to the Invoice Report.

Column header: Description (vendor name)

  • If the first character is a 7 or D, this links to the invoice.
Note: This page has a friendly link that's easy to remember: http://blink.ucsd.edu/go/invoices