AP Invoice Form Details

This article covers the new unified AP invoice record. Read about the classic AP invoice in inventory or the classic AP invoice in accounting.

The AP Invoice Form is used to enter, review, and act on vendor invoices from either the Accounting or Inventory app. The fields, tabs, and actions available on the form depend on the user's Accounting and Inventory permissions.

Security

Users must have at least one of the following permission(s) to view the AP Invoice Form:

Accounting:

Accounts Payable → AP Invoices → View AP Invoices Within Accounting (Accounting app)

Inventory:

Food → AP Invoices → View AP Invoices Within Food (Inventory app)

Additional permissions gate specific fields, tabs, and actions on the form, including editing, creating, approving, unapproving, voiding, unvoiding, completing, unlocking, and deleting an invoice.

AP Invoice Full permissions list

Accounting:

Accounts Payable → AP Invoices →
- View AP invoices Within Accounting
- Edit AP Invoices
- Edit AP Invoice Payment Terms & Due Date
- Create AP Invoices
- Use Pay Bill
- Mark Invoices as Paid
- Assign Missing Items
- Approve AP Invoices
- Unapprove AP Invoices
- Void AP Invoices
- Unvoid AP Invoices
- Delete AP Invoices

Inventory:

Food → AP Invoices →
- View AP Invoices Within Food
- Edit AP Invoices
- Create AP Invoices
- Assign Missing Items
- Complete AP Invoices
- Unlock AP Invoices
- Approve AP Invoices
- Unapprove AP Invoices
- Delete AP Invoices

These permissions can be added to custom user roles or individual users. The Permission Access report can be used to determine which user roles or users already have these permissions assigned. For more information, see User Setup and Security.

Navigation Steps - Inventory

Open the Inventory app.
Select Invoices.
To open a new invoice, click Create and select Invoice.
OR
To open an existing Invoice, click an AP invoice from the grid.

Navigation Steps - Accounting AP Transactions

Open the Accounting app.
Expand Accounts payable.
Select AP Transactions (New).
To open a new invoice, click Create and select AP invoice.
OR
To open an existing invoice, click an AP invoice from the grid.

Navigation Steps - Accounting All Transactions

Open the Accounting app.
Expand Transactions.
Select All Transactions.
To open an existing invoice, double click an AP invoice from the grid.
AP Invoices cannot be created directly from this page. However, they can be created using the Create button at the top of the screen.

Opening an invoice from either the Accounting or Inventory app opens the same AP Invoice Form. The fields, tabs, and actions shown depend on permissions, not on which app the user opened the invoice from.

Page Buttons and Fields

The images below display all AP invoice record fields, buttons, and labels. However, not all fields on the AP invoice record will always be visible. Some fields are dependent on: Inventory / Accounting access, user permissions, and vendor setup and selection.

Header

	Button/Field	Description
1	Invoice number	Displayed as the record title.
2	Location	The location the invoice belongs to.
3	Vendor	The vendor the invoice was received from. Appears once the invoice has been saved.
4	Invoice date	The date printed on the vendor's invoice.
5	GL date	The date the invoice posts to the general ledger.
6	Due date	The date payment is due.
7	Invoice amount	The total amount of the invoice.
8	Approval status	Displays Unapproved or Approved. When an approver has been assigned through a workflow, the Unapproved status reads "Unapproved, Pending approval from [name]."
9	Progress status	Displays In progress or Completed.
10	Link PO	Opens a list of active purchase orders that can be linked to the invoice. This option is only available when the Entry type is by item.
11	Complete / Unlock	Saves and locks the invoice, or reopens a completed invoice. See Complete a Transaction. Appears for Inventory-permissioned users.
12	Save	Saves the invoice without approving it. A split button with Save and New and Save and Close options.
13	Approve	Approves the invoice. See Approve an AP Invoice. This button also has options to Approve & New and Approve & Close. Once the invoice is approved, this button is replaced by a single Unapprove button. See Unapprove an AP Invoice. Appears when the user holds the required permission to unapprove invoices.
14	More options	Opens a menu of additional actions. The available options depend on the invoice’s approval status. Delete - Deletes the invoice. Appears when unapproved. Learn more about deleting an AP invoice. Void - Voids the invoice. Appears when approved. Learn more about voiding a transaction. Duplicate - Duplicates the invoice. Appears in both states. Pay Bill / Pay With ACH - Records a payment against the invoice. Appears when approved. Learn more about printing checks. Email Credit Request - Sends a credit memo request to the entered email address. The value of the credit memo request is based on the value entered in the Credit Expected field. The recipient email address must be in a valid format. Email errors can be reviewed in the Communications log. Import - Enables users to import invoice details. This option appears when an invoice entry type is by item and the invoice is unapproved. Memorize - Creates a memorized AP invoice from the current invoice. Appears for accounting users. Email Link - Emails a link to the AP invoice to the entered email address. The recipient email address must be in a valid format. Email errors can be reviewed in the Communications log. Spread - Creates a schedule to distribute the full AP invoice amount evenly across selected accounting periods based on a recurrence and repeat count. Learn more about transaction spreading. Alert Me When Approved - Turns on a notification for the approval status. When the invoice is approved, you will receive an email. Transaction summary - Opens the transaction summary for the invoice. Appears in both states. Switch to classic view - Returns the page to the classic AP invoice. The classic invoice that opens is determined by the page from which the invoice was opened. If the invoice form was opened from the Accounting app, this opens the classic AP invoice record in Accounting. If the invoice form was opened from the Inventory app, it opens the classic invoice in Inventory.

General Information

	Button/Field	Description
1	General Info /Attachment tabs	Navigate between the General Information section and Attachments section.
2	Entry Instructions	A banner that appears only when instructions have been configured for the AP invoice or AP credit memo record types. Read more about entering vendor entry instructions.
3	Location	The location the invoice belongs to. Required.
4	Vendor	The vendor the invoice was received from. Required. Displays an Entry type label (By account or By item) beneath the field, which determines the Line Items grid's columns.
5	Invoice number	The vendor's invoice number. Required.
6	Invoice amount	The total amount of the invoice. Required. Displays an Applied amount beneath the field.
7	Template	Selecting a template will autofill the invoice record fields with the template information.
8	Invoice date	The date printed on the vendor's invoice. Required.
9	GL date	The date the invoice posts to the general ledger. Required. A warning appears when this date differs from the invoice date.
10	Payment terms	The vendor's payment terms, used to calculate the due date.
11	Due date	The date payment is due, calculated from the payment terms or entered manually.
12	Priority	Assigns the invoice a priority, which can be used to flag an invoice as critical, high, standard, or low priority.
13	Credit expected	The amount expected from a vendor to credit a location. When this field has a value, the Credit Comment field appears. When Email Credit Request is clicked from the menu, the value here is sent in the email.
14	Mark as paid	Marks the invoice as paid without processing a payment through R365.
15	Payment hold	Places the invoice on hold. Hides the Pay Bill and Pay With ACH actions. See Payment Hold.
16	Bank account	This field appears when Mark as Paid is turned on for the AP Invoice. It identifies the bank account used to create the automatic AP payment. If the vendor has Default Mark as Paid enabled, Mark as Paid is automatically turned on for future invoices, so the Bank Account field appears automatically.
17	Comment	A free-text field for notes about the invoice.
18	1099 Amount	The portion of the transaction amount that is reportable on the vendor’s 1099 form. Appears if the vendor is configured as a 1099 vendor.
19	1099 form	The 1099 form type used to report the transaction, such as 1099-MISC or 1099-NEC. Appears if the vendor is configured as a 1099 vendor.
20	1099 box	The specific box on the selected 1099 form where the reportable amount is recorded. Appears if the vendor is configured as a 1099 vendor.
21	Custom fields	Appears only when custom fields are enabled and configured for the record. This section is collapsible. To manage custom fields, click the gear button.

Attachments

Upload or view any attachments added to the invoice.

Drag and Drop Attachments Anywhere
When adding attachments to an AP invoice form, users do not have to drag and drop to the Attachment tab. Files can be dragged and dropped anywhere on the form. The file will upload, and the attachment will appear under the Attachments tab.

Line Items

Contains the invoice's line-level detail. Includes a search field, an Entry type label, and Use preset allocations, Franchising, and Link to asset checkboxes.

Franchising and Link to Asset each add a column when their box is checked .

Note about Link to Asset Checkbox
This checkbox marks the invoice line as linked to a fixed asset. When selected, "No financial effect to asset, information only" appears next to the checkbox. Selecting the checkbox adds a Link to Asset column to the line items grid.
The checkbox turns ON automatically when you use the AP Invoice to create a new asset or add to an existing asset from the Potential Assets screen. This checkbox only appears when the Fixed Assets feature is active.

The grid's columns depend on the Entry type.

Entry type: By Item

Columns: Item, Vendor Item #, U of M, Quantity, Each Amount, Total, Account, Location, Comment

Clicking the item name on a line opens the Purchased Item record, on the Vendor Items tab, in a new tab.

Entry type: By Account

Columns: Account, Total, Comment, Location, Start Date of Service, End Date of Service

Start Date of Service and End Date of Service only show when Display Accrual During AP Entry is enabled on the System Preferences Miscellaneous tab.

Alerts

In-line item alerts may show in the space before the first column. These appear when there are issues, such as a missing item.

Hovering over an alert icon displays detail specific to the alert type:

threshold variance alert - shows the price per unit of measure, including the prior amount, the current amount, and the variance percentage
contract-price variance alert - shows the acceptable price range and a link to the vendor item record, permission-gated
purchase order mismatch alert - shows the expected value compared to the actual value.

Other alerts can be seen on the Alerts tab.

Add line adds a new account or item row. Line-level alerts must be resolved before a new line can be added. An Unlinked view appears when the invoice has missing or unlinked items.

If Use preset allocations is selected, the Add line button will be disabled.

Apply

Used to apply a payment or credit memo to the invoice. Displays Date, Type, Number, Location, Total, Discount, Amt Remaining, Apply Date, and Apply Amt columns. Appears for Accounting-permissioned users.

Distribution

Displays the invoice's GL distribution: Account, Debit, Credit, Location, Legal entity, and Comment columns. Appears for Accounting-permissioned users.

Workflow

Displays a Status dropdown and an approval history table: Approver, Action, Date, and Reason columns. Appears for Accounting-permissioned users.

Selecting an option changes the workflow status immediately, and only the next user in the workflow can edit the status.

Alerts

Displays alerts related to the invoice. The specific type of alert will be listed in the Alert column.

Document Issues

Appears on the invoice when an attachment has been uploaded. From this tab, add or view logged document issues. See Resolve Document Issues in AP Transactions.