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    AP Invoices Overview & Security
    • 02 Oct 2024
    • 3 Minutes to read
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    Contents

    AP Invoices Overview & Security

    • Updated on 02 Oct 2024
    • 3 Minutes to read
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    Article summary

    This is a part of Smart Ops. Click here to learn more about Smart Ops.

    The Invoices page lists all AP Invoices and Credit Memos entered in the system. From this page, users can see several details about each AP invoice, including its status, and can create saved table views to make review easier and more efficient.

    Users can create and/or edit an AP invoice from this page. When AP invoices are finalized, they can be marked as Completed and then sent to be reviewed and approved by higher level users.

    Click here for a printable guide of the AP Invoice Form.

    Security

    AP invoices permissions are found in the permission tree as follows:

    These Permissions are for AP invoice in Smart Ops only and does not provide access to AP Invoices within 'Accounting'.

    • 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

    To access AP invoices, first navigate to Smart Ops. In the left navigation pane, under Food, click Invoices. This will open the Invoices page.

    Invoices Page

    The invoices page is broken up into two tabs, the Invoices tab and the Templates tab. From the Invoices tab, users can view a list of created invoices and their information. Clicking an entry from the grid will open the listing in the AP invoices sidesheet.  The Templates tab lists all AP invoice templates. AP invoice templates can be used to create templates more efficiently. Read more about AP invoice templates.

    Invoice Grid Details

    The invoices grid shows the following information:

    Column

    Description

    Type

    Whether the invoice listing is an AP invoice or an AP credit memo.

    Status

    Status of the invoice. Users may see any of the following:

    • In Progress

    • Completed

    • Approved

    • Invoiced

    Location

    The location that this invoice is associated with.

    Missing Items

    Whether this invoice has any missing/unlinked items.

    Attachment

    Whether this invoice has any attachments or not.

    Number

    The identifying number associated with the invoice.

    Date

    The invoice date.

    Vendor

    The vendor that this invoice is associated with.

    Total

    Total on the invoice.

    PO Number

    Identifying number of the purchase order that is linked to the AP invoice. Click the PO number in the grid to open the purchase order. Read about linking AP invoices and purchase orders.

    Comment

    Any comments or notes added to the invoice.

    Completed By

    User that completed the invoice.

    Completed On

    Date and time that the invoice was completed.

    Created By

    User that created the invoice.

    Created On

    Date and time that the invoice was created.

    Modified By

    User that last modified or edited the invoice.

    Modified On

    Date and time that the invoice was last modified or edited.  

    Approved By

    User that approved the invoice.

    Approved On

    Date and time that the invoice was approved.


    AP Invoices: Create an AP Invoice

    When an AP Invoice is created, details about the invoice can be entered by linking a Purchase Order or by inputting items individually. Click here to learn all aspects of creating and entering in an AP Invoice.

    AP Invoices: Review and Approve AP Invoices

    Once AP Invoices are completed, they can be approved. Click here to learn about the review and approval process.

    AP Invoices: Link Purchase Order

    Purchase Orders can be directly linked to an AP Invoice from the AP Invoice sidesheet. Click here to learn more about linking Purchase Orders.

    AP Invoices and Credit Memos: Split View

    Users can upload and host a file side-by-side with an AP Invoice as details are being entered. Click here to learn more about uploading files and using the Split View.

    AP Invoices: Alerts and Unlinked Items

    The 'Alerts' and 'Unlinked Items' tabs will display if there is an issue with the invoice. Click here to learn more about Alerts and Unlinked Items.

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