An AP invoice is a bill from a vendor for goods or services received. AP invoices are entered, reviewed, and tracked through approval and payment so a restaurant group can control what it owes and when it pays it.
The AP Invoice Form is used to work with AP invoices from both the Accounting and Inventory apps. The fields, tabs, and actions available depend on whether the organization has Accounting, Inventory , or both, and on the user's permissions within each. The available fields are not determined by the app used to open the invoice.
On the AP Invoice Form, users enter an invoice, apply payments or credit memos, and take actions such as approving, voiding, or completing the invoice. See AP Invoice Form Details for the complete field-by-field reference, and the related step-by-step articles for task guidance.
Navigation
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.
AP Invoice Form
The AP Invoice Form (w/link) contains header fields, line items, and role-gated tabs for applying payments, reviewing GL distribution, viewing alerts, and resolving document issues.
On the AP Invoice Form, users can:
Apply a payment or credit memo to an invoice
Unapprove an invoice
Void or unvoid an invoice
Complete or unlock an invoice
Delete an invoice
Resolve document issues
Pay an invoice directly, when eligible
Feature Setup
Permissions
Accounting-permissioned users, Inventory-permissioned users, and users with both permission sets each see a different combination of fields, tabs, and actions on the same form. See AP Invoice Form Details for the permission-by-permission breakdown.
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.