--- title: "AP Invoice Form Details" slug: "ap-invoice-form-details" description: "Learn about the unified AP invoice record and AP Invoice Form, including fields, workflows, permissions, line items, payments, alerts, and document issues." status: "update" updated: 2026-10-31T00:42:19Z published: 2026-10-31T00:42:19Z canonical: "docs.restaurant365.com/ap-invoice-form-details" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.restaurant365.com/llms.txt > Use this file to discover all available pages before exploring further. # AP Invoice Form Details > [!NOTE] > This article covers the new unified AP invoice record. Read about the [classic AP invoice in inventory](/doc/docs/ap-invoices-overview-security) or the [classic AP invoice in accounting](/doc/docs/ap-invoice-record). 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 - **Accounts Payable** → AP Payments→ - Apply AP Transactions **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](https://restaurant365.us.document360.io/doc/docs/custom-user-roles) or [individual users](https://restaurant365.us.document360.io/doc/docs/users-overview-and-security). The [Permission Access report](https://restaurant365.us.document360.io/doc/docs/generating-a-permissions-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](/doc/docs/user-setup-security-and-location-access). --- ## Navigation ****Navigation Steps - Inventory**** 1. Open the **Inventory** app. 2. Select **Invoices**. 3. To open a new invoice, click **Create** and select **Invoice**. OR To open an existing Invoice, **click an AP invoice** **from the grid**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-M8DLH4WP.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****Navigation Steps - Accounting AP Transactions**** 1. Open the **Accounting** app. 2. Expand **Accounts payable**. 3. Select **AP Transactions (New)**. 4. To open a new invoice, click **Create** and select **AP invoice**. OR To open an existing invoice, **click an AP invoice from the grid**. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-JK8CXKLZ.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****Navigation Steps - Accounting All Transactions**** 1. Open the **Accounting** app. 2. Expand **Transactions.** 3. Select **All Transactions.** 4. 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FPIWIKKK.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) > 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 > [!WARNING] > 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 ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-O52IX593.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) | | 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. The purchase order supplies the invoice location and vendor, and all purchase order lines appear in the Line Items grid. Link PO is available before a vendor is selected. It is not available on memorized templates. See [Link a Purchase Order to an AP Invoice](/doc/docs/ap-invoices-link-purchase-order). | | **11** | Complete / Unlock | Saves and locks the invoice, or reopens a completed invoice. See [Complete a Transaction](/doc/docs/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. \| [Keyboard Shortcuts](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts) \| \| --- \| \| **Save** \| Ctrl + S \| \| **Save and New** \| Ctrl + Shift + S \| \| **Save and Close** \| Ctrl + K \| | | [Keyboard Shortcuts](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts) | | **Save** | Ctrl + S | | **Save and New** | Ctrl + Shift + S | | **Save and Close** | Ctrl + K | | **13** | Approve / Unapprove | [Approves](/doc/docs/approve-an-ap-invoice) (also Approve & New, Approve & Close) or [unapproves](/doc/docs/approve-an-ap-invoice) the invoice. \| [Keyboard Shortcuts](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts) \| \| --- \| \| **Approve and New** \| Ctrl + Shift + A \| \| **Approve and Close** \| Ctrl + Shift + K \| | | [Keyboard Shortcuts](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts) | | **Approve and New** | Ctrl + Shift + A | | **Approve and Close** | Ctrl + Shift + K | | **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]([LINK NEEDED: Delete an AP Invoice]). - **Void** - Voids the invoice. Appears when *approved*. Learn more about [voiding a transaction](/doc/docs/voiding-a-transaction). - **Duplicate** - Duplicates the invoice. Appears in *both states*. [Keyboard Shortcut](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts): Ctrl + M - **Pay Bill / Pay With ACH** - Records a payment against the invoice. Appears when *approved*. Learn more about [printing checks](/doc/docs/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. > [!NOTE] > The recipient email address must be in a valid format. Email errors can be reviewed in the [Communications log](/doc/docs/sms-log-page). - **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](/doc/docs/memorized-ap-transactions) from the current invoice. Appears for accounting users. - **Email Link** - Emails a link to the AP invoice to the entered email address. > [!NOTE] > The recipient email address must be in a valid format. Email errors can be reviewed in the [Communications log](/doc/docs/sms-log-page). - **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](/doc/docs/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 depends on the app that hosts the invoice form. From the Accounting app, the classic AP invoice record in Accounting opens. From the Inventory app, the classic invoice in Inventory opens. When the invoice has unsaved changes, a confirmation dialog appears before the form switches. | ### General Information ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-Q3DN1529.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) | | Button/Field | Description | | --- | --- | --- | | 1 | Template | Selecting a [template](/doc/docs/ap-invoice-templates) autofills the invoice record fields with the template information. | | 2 | Attachments | Displays the current number of attachments, such as Attachments (0). Select it to open the resizable Attachments panel on the right side of the form. | | 3 | 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 [Vendor Entry Instructions](https://app.glean.com/doc/docs/ap-invoices-vendor-entry-instructions). | | 4 | Location* | The location the invoice belongs to. | | 5 | Vendor* | The vendor the invoice was received from. Displays an Entry type label (By account or By item) beneath the field, which determines the Line Items grid's columns. | | 6 | Invoice number* | The vendor's invoice number. | | 7 | Invoice amount* | The total amount of the invoice. Displays an Applied amount beneath the field. | | 8 | Invoice date* | The date printed on the vendor's invoice. | | 9 | GL date* | The date the invoice posts to the general ledger. 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 | Overhead | Any additional costs associated with the payment. If [Alternate Currency Entry](/doc/docs/alternate-currency-entry) is enabled for your organization, two fields appear, including a field that displays the amount in the Entry Currency (the original currency for the invoice) and a read-only field that displays the amount in the Local Currency (the default currency for the organization). > [!WARNING] > The Overhead field is not intended for tax amounts. For guidance on using the overhead adjustment feature, see [Manage Overhead Costs](/doc/docs/manage-overhead-costs). > Overhead is shown only on By Item vendors. | | 14 | Comment | A free-text field for notes about the invoice. Comments appear in the All Transactions and [AP Transactions](/doc/docs/ap-transactions) lists and can be used for sorting and filtering purposes. | | 15 | Mark as paid | Marks the invoice as paid without processing a payment through R365. > [!NOTE] > Requires the Accounts Payable → AP Invoices → Mark Invoices as Paid permission | | 16 | Payment hold | Places the invoice on hold. Hides the Pay Bill and Pay With ACH actions. See [Payment Hold](https://app.glean.com/doc/docs/ap-invoices-payment-hold). | | 17 | Bank account | The bank account used to create the automatic AP payment. Appears when Mark as paid is turned on and the user has the Accounts Payable → AP Invoices → Mark Invoices as Paid permission. If the vendor has Default Mark as Paid enabled, the system automatically turns on Mark as Paid for future invoices. The Bank Account field then appears automatically for users with the permission. | | 18 | 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. | | 19 | Credit comment | A free-text field for notes about the credit expected. | | 20 | 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. | | 21 | 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. | | 22 | 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. | | 23 | 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 The Attachments button at the top of the General information section shows the number of attachments, such as Attachments (0). Select it to open the resizable Attachments panel on the right side of the form. Select it again, or select X in the panel, to close the panel. To open the panel with the keyboard, press Ctrl + Shift + V. ![AP invoice with expanded attachments panel.](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LBFEG4V4.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) Learn more about [managing attachments on AP Invoices and Credit Memos](/doc/docs/manage-attachments-on-ap-invoices-and-credit-memos). --- ### Line Items The Line items tab contains the invoice's line-level detail. It includes a search field, an Entry type label, and **Use preset allocations**, **Franchising**, and **Link to asset** checkboxes. > [!NOTE] > Franchising and Link to Asset each add a column when their box is checked . > [!NOTE] > 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 u*se the AP Invoice to create a new asset* or *add to an existing asset* from the [Potential Assets](/doc/docs/potential-asset-list) screen. This checkbox only appears when the [Fixed Assets](/doc/docs/fixed-assets) feature is active. The grid's columns depend on the Entry type. #### Entry type: By Item ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5BMUSBMY.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) **Columns:** Item, Vendor Item #, U of M, Quantity, Each Amount, Total, Account, Location, Comment The **Item** field contains a searchable dropdown menu. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3ZOG6V14.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) Items can be searched both by name and item numbers. Hover over an item in the dropdown to display the item **Name - Number**. A selected item keeps its number. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FIFYBABY.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) > [!NOTE] > Search text is limited to 200 characters. Hovering over a selected **Item** field reveals the ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LZ7XD9AM.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) link icon to open the [Purchased Item record](/doc/docs/purchased-item-record-vendor-items-tab) in a new tab. Click **X** to remove the item. Click the item name or the ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KQO2I2X3.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) menu icon to search items. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-X5AJLL0A.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) #### Entry type: By Account ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6H2VYIDD.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) **Columns:** Account, Total, Comment, Location, Start Date of Service, End Date of Service > [!NOTE] > **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](/doc/docs/system-preferences-miscellaneous). #### Row Height and Grid Menu Rows in the By Item and By Account grids display at a compact height by default. Row height returns to compact whenever the grid reloads. The three-dots menu next to the search box contains these options: - **Row Height**: Changes the [space between rows](/doc/docs/change-table-row-height) - **Striped Rows**: Turns [alternating row shading](/doc/docs/apply-row-stripping-to-tables) on or off. - **Manage global settings**: Opens [User preferences](/doc/docs/user-preferences) in a new tab. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ITU1HU1B.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) #### Edit and Done Buttons On an approved invoice, an Edit button appears on the Line Items grid. Edit unlocks the grid for adding or deleting rows and editing the GL account and vendor item. Header fields stay locked. Done saves the changes and locks the grid again. The Edit button appears when all of these conditions are met: - Editing of approved AP invoices is enabled for the organization. Learn more about [approving AP Invoices](/doc/docs/approve-an-ap-invoice). - The invoice is approved and not voided. - The user has permission to view, edit, and unapprove the invoice. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-PIY38JIT.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) #### Navigate Grid Fields By Keyboard Use the following keystrokes to make selections and move between grid fields: ****Up / Down arrows** - Move between records/values in a dropdown menu.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2026-10-30_19-24-31.gif?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****Enter** - Commit the highlighted record/values in a dropdown menu to the field.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2026-10-30_19-32-47.gif?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) ****Tab** - Move to the next field. From the last field of a row, move to the first field of the next row.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2026-10-30_19-37-04.gif?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) > [!WARNING] > **Tab** does **not** commit the highlighted record in a dropdown menu. Press **Enter**, then **Tab** to commit before moving to the next field. > > ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/2026-10-30_19-41-39.gif?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) #### Alerts **Unassigned** or **Overassigned** amounts are highlighted in red at the top of the section. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-FFSSDEVU.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) **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 - *purchase order mismatch alert* - shows the expected value compared to the actual value ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-KQO2KWZQ.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) Line-level alerts must be resolved before a new line can be added. An **Unlinked** icon appears when the invoice has missing or unlinked items. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-J91H4V2D.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) > If **Use preset allocations** is selected, the Add line button will be **disabled**. **Other alerts** can be seen on the [Alerts tab](/doc/docs/ap-invoice-form-details#alerts). --- ### 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-6QE7BAHT.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) --- ### Distribution Displays the invoice's GL distribution: Account, Debit, Credit, Location, Legal entity, and Comment columns. Appears for Accounting-permissioned users. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-UZX5RGVU.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) --- ### 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-9KPQHQMD.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) > [!NOTE] > For group approvals, the Approver column shows the individual approver's name. The group name appears on hover. --- ### Alerts Displays alerts related to the invoice. The specific type of alert will be listed in the **Alert** column. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-78L4TZ7F.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) Hovering over an alert 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 - *purchase order mismatch alert* - shows the expected value compared to the actual value ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-GD6V8LAA.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D) --- ### 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](/doc/docs/ap-transactions-document-issues). ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-LDG0ONUW.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A30Z&se=2026-11-09T18%3A01%3A30Z&sr=c&sp=r&sig=bz90%2BB5Ts2rKWDQS6oBiUsEfQEAjyEM%2FexVoK9illRg%3D)