--- title: "Create an AP Invoice" slug: "create-an-ap-invoice" description: "Learn how to create AP invoices in the Inventory or Accounting app, complete required fields, then save, complete, or approve them." status: "update" updated: 2026-10-30T19:55:48Z published: 2026-10-30T19:55:48Z canonical: "docs.restaurant365.com/create-an-ap-invoice" --- > ## 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. # Create an AP Invoice AP invoices are created on the AP Invoice Form, from either the Accounting or Inventory app. See [AP Invoice Form Details](/doc/docs/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](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). --- ## 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**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-NSLR5OBP.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****2)** Click **Create**, then select **Invoice**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-TCXPSXQE.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****3)** Complete the required fields.** See [AP Invoice Form Details](/doc/docs/ap-invoice-form-details) for field references. > [!WARNING] > 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZMUPW1RB.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-5WXQNCQ2.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) | [Keyboard Shortcuts](/doc/docs/keyboard-shortcuts#accounting-keyboard-shortcuts) | | --- | | **Save** | Ctrl + S | | **Save and New** | Ctrl + Shift + S | | **Save and Close** | Ctrl + K | | **Approve and New** | Ctrl + Shift + A | | **Approve and Close** | Ctrl + Shift + K | --- ## 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**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-U3WRP536.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****2)** Click **Create**, then select **AP invoice**.** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-YPUUAJEC.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****3)** Complete the required fields.** See [AP Invoice Form Details](/doc/docs/ap-invoice-form-details) for field references. > [!WARNING] > 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-46ONCU24.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CLAXY6CL.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ### AP Center Page *Click steps to expand for additional information and images.* ****1)** In the **Accounting** app, open **Accounts Payable**, select the **AP Center.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-3JPDVXV4.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****2)** Click **New Invoice.**** ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-BV42ZJ7R.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****3)** Complete the required fields.** See [AP Invoice Form Details](/doc/docs/ap-invoice-form-details) for field references. > [!WARNING] > 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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-ZOAGBPPU.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D) ****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. ![](https://cdn.us.document360.io/5c9d1111-0c69-4e96-8910-d7f2750fdc9d/Images/Documentation/image-CLAXY6CL.png?sv=2026-02-06&spr=https&st=2026-11-09T17%3A01%3A28Z&se=2026-11-09T18%3A01%3A28Z&sr=c&sp=r&sig=yM5f%2F00z%2FlE925NldN1CdQYXUItBFprdXIDpw7ba8o4%3D)