Posting A/P Invoices

This process allows you to create, review, edit and delete A/P invoices (nvoices are sometimes referred to as vouchers). You can create a single invoice (or voucher) or a paid invoice (or voucher). You can create an invoice and copy all of the data to the next new invoice; which is useful when entering a batch of invoices all similar (like utility invoices).

Invoices contain the vendor information (name and address) when they are created. This is because vendor names and addresses change but once a check is paid the information on the check is permanent and needs to be kept. Sometimes you pay a single vendor only once. These kinds of vendors aren't really companies, but are individuals. There is a special vendor no. that can be defined so that if used, the user needs to enter the "payee" information (the name and address of the payee). This allows you to minimize the number of vendors you maintain.

These invoices are the basis for the accounts payable module. All accounts payable accounting is derived from these invoices. Each invoice must be reviewed and approved before it can be paid. The following fields are presented on this form, along with a brief description of what these fields should contain.

Vendor No:

Enter the vendor number in this field, or click on the Vendor No link in order to select from a list. If you select the Special Vendor Record, you will be prompted to enter name and address information for the vendor. Note: If a non-1099 vendor doesn't have a business license then a message explaining this will be displayed when entering an invoice. If the invoice is within 10 days of the liability or worker's comp insurance expiration dates, a warning message will be displayed.

Invoice No:

Use this field to enter the invoice number that will be used. Either enter your own invoice number or click the New link to auto-assign a number to the invoice.

Client No:

Enter the client number in this field, or click on the Client No link to select from a drop-down list.

Bank No:

This field displays the default A/P Bank Number for the selected client automatically. You may click on the arrow next to the field to display a drop-down list in order to select an alternate bank account for the invoice.

Pay Type:

This field contains the various options that can be selected in order to define the payment type of the invoice. The invoice types that are available for use in the drop-down list are defined as follows:

Approved By:

You can approve this invoice if you are a system administrator. Otherwise, approval is accomplished via the Cash Requirements check-writing process.

Inv Date:

This is where you will enter the date of the invoice. Click on the calendar icon to select a date.

Due Date:

This is the date the invoice will appear as payable. When the Cash Requirements Report or Pay Invoices utility is run the selected invoices will include all invoices with a due date earlier than or equal to the date specified in this field.


This field contains the invoice priority which determines when the invoice will be posted to G/L. There are two options available in the drop-down list defined as follows:


This is the source of the invoice. Normally it's blank but you can use this field for anything. A source of 'AUTO' is automatically placed in this field when invoices are created automatically; for instance through T/R refunds, A/P recurring invoices, etc.


This field is for entering the PO number of a purchase order associated with this A/P invoice. This field is disabled unless the vendor has an open work order for the client entered. In this case the field will be enabled and you can select the work order you want associated with this invoice. You can enter the PO number manually, or simply click the PO link in order to select from an available list. If this invoice is the final invoice for the work order, then the Invoice Date will be used as the PO's completion date. When this invoice is paid, the PO will be closed with the check date as the closed date.


This field is presently unused.


Enter the gross amount of the invoice that is due in this field. You may only enter a negative value if this is a Credit Memo invoice. If you enter the wrong gross amount and then proceed to Save the invoice, then you will need to delete the invoice and re-enter it in order to correct the amount.

Inv Desc:

This field is used for entering the description of the invoice that will appear on the check stub and the check registers.

Invoice Allocations to G/L -- Accts/Amounts:

This table will help you assign G/L accounts to the invoice being entered. Click on the Acct # link to select the appropriate G/L account and then manually enter the amount being applied to that G/L account in the Amount column. If the vendor has default G/L account numbers that have previously been defined using the Vendor Information utility, then these will be displayed here.

When the Amount field is entered the remaining value of the gross amount entered will be displayed as a default. You can simply press [Enter] to accept this displayed amount or enter a new amount.

Note: if you use a G/L acct# that is associated with a bank account then the bank account the G/L acct# is associated with must be updated by hand, as the only bank that is updated is the standard bank account the check is issued from.


After entering the invoice information, take some time to review your entry to make sure you have entered the correct information. At the bottom of this screen are five buttons that will finalize the invoice in one of the following ways:

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