AP invoices are created on the AP Invoice Form, from either the Accounting or Inventory app. See AP Invoice Form Details for the complete field reference.
Security
Users must have one of the following permission(s) to create an AP invoice:
Accounting:
Accounts Payable → AP Invoices → Create AP Invoices
Inventory:
Food → AP Invoices → Create 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.
Create an AP Invoice from the Inventory App
Follow these steps to create an AP invoice from the Inventory app:
Click steps to expand for additional information and images.
1) From the Inventory app, click Invoices.
2) Click Create, then select Invoice.
3) Complete the required fields.
See AP Invoice Form Details for field references.
Note About Available Fields
The AP Invoice form fields, buttons, and labels, are determined by:
Inventory / Accounting access
User permissions
Vendor selection and setup
Not all fields, buttons, and labels shown below will be visible to all users.
4) Click Save, Complete, or Approve to save and approve the invoice.
Save saves the invoice, but does not lock it from editing.
Complete saves and locks the invoice, switching the button to Unlock; Unlock reopens it, blocked if totals don't balance.
Approve saves and approves the invoice.
Create an AP Invoice from the Accounting App
Follow these steps to create an AP invoice from the Accounting app:
AP Transactions Page
Click steps to expand for additional information and images.
1) In the Accounting app, open Accounts payable and select AP Transactions.
2) Click Create, then select AP invoice.
3) Complete the required fields.
See AP Invoice Form Details for field references.
Note About Available Fields
The AP Invoice form fields, buttons, and labels, are determined by:
Inventory / Accounting access
User permissions
Vendor selection and setup
Not all fields, buttons, and labels shown below will be visible to all users.
4) Click Save or Approve to save and approve the invoice.
Save saves the invoice, but does not lock it from editing.
Approve saves and approves the invoice.
AP Center Page
Click steps to expand for additional information and images.
1) In the Accounting app, open Accounts Payable, select the AP Center.
2) Click New Invoice.
3) Complete the required fields.
See AP Invoice Form Details for field references.
Note About Available Fields
The AP Invoice form fields, buttons, and labels, are determined by:
Inventory / Accounting access
User permissions
Vendor selection and setup
Not all fields, buttons, and labels shown below will be visible to all users.
4) Click Save or Approve to save and approve the invoice.
Save saves the invoice, but does not lock it from editing.
Approve saves and approves the invoice.