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Accounts Payable - Procedure 21005a

Procedure 21005a: Invoice Imaging

Contacts and revision dates:

  • Date: 03/19/2009
  • Status: Final
  • Last Revised: 06/02/2025
  • Last Reviewed: 06/02/2025
  • Department: Accounts Payable
  • Procedure Owner: Accounting Manager 

Overview: 

Images of all invoices, payment documents and supporting documentation, except for electronic invoices (Banner invoice numbers beginning with an E), are available for viewing in Banner. Images are available for documents from July 1, 2007, forward. Invoices can be viewed by entering the purchase order number or the Banner invoice number. Department users can only view documents that have funding on their organization code.

Instructions for Accessing invoice Images

  1. Log in to Banner with your user id and password.
  2. On the main menu enter FOIDOCH in the Go To field as seen below and select Enter.
  3. Search for a document image either by Purchase Order Number or Banner Invoice Number. 
    1. To search by Purchase order number, type PO in the Document Type field and tab over to the Document Code field and enter the Purchase Order number. Select the Go button.
    2. To search by Invoice number, type INV in the Document Type field and tab over to the Document Code field and enter the Banner Invoice number (begins with the letter I). Select the Go button.  
  4. Single click on the Invoice field to highlight the invoice number. 
  5. Select the Retrieve button on the toolbar.
  6. A web browser will be launched, and the image will appear.  
  7. The user can navigate through the document in one of two ways.
    1. Click on the thumbnail image for each page to be viewed.
    2. Click on the previous page and/or next page buttons.

Saving Images to Desktop Using Internet Explorer

Note: The Controller’s Office will be annotating the invoices as they are processed. If the user wishes to save a copy of the invoice without annotations, the Show/Hide icon should be selected to remove the annotations prior to saving the document. 

  1. Select the print icon on the toolbar.
  2. The Print Dialog box will appear. Select the Print button. The user can also select Hide Annotations if desired.
  3. An Adobe PDF file will be displayed and the user may select the Download icon.

This is a controlled document when viewed online. Printed copies are considered uncontrolled and may not reflect the most current version.