Accounts Payable > Accounts Payable Invoice

The key to proper management and accounting of your payables is to correctly track your invoices. This is to ensure that obligations are paid when they become due to avoid finance charges.

The AP Invoice Transactions function allows you to record accounts payable invoices resulting from transactions such as procurement of inventory items and services to be used in the conduct of your business. These are what we call regular AP invoice transactions.

To record AP invoice transactions, perform the following steps:

1.Access the AP Invoice Transactions function from the Transactions menu to display the AP Invoice Transactions function tab. Click the New button to create a new invoice transaction.

2.Enter the vendor number in the Vendor # field for which you want to record the invoice. Alternatively, you may click the Lookup button to display a list of available vendors; double-click the vendor code to select.

3.Enter in the AP Invoice # field, the AP invoice number you want to assign to this AP invoice transaction. Choose to assign invoice numbers which can easily identify the transaction entered.

Note: The invoice # you enter here must be unique for the vendor; otherwise, the system will not allow you to proceed creating the new invoice. If the invoice # you entered already exists in the system, a pop-up message will appear to inform you of such.

4.After entering the invoice number, the system will then activate the fields in the Information Page. Most of the information needed to create an AP Invoice is in this page. For more details, see the Information Page section.

5.Access the Line Items Page to enter inventory items for the AP invoice. For more details, see the Line Items Page section.

6.If you have open debits available, the Open Debit Details Page is enabled and accessible; otherwise, it is grayed out. If you want to apply open debit amount as payment for this AP invoice, click this page to set the amount you want to use as payment. For more details, see the Open Debit Details Page section.

7.Access the GL Distribution Page and accept or amend the GL Account IDs shown in this page. You may enter one or more GL distribution accounts in the grid as applicable. Distribute the gross invoice amount using these accounts. Default accounts and distribution percentages comes from the vendor record. For more details, see the GL Distribution Page section.

8.View or update the vendor activities in the Activity Page. Refer to the Activity Page section for more information.

9.Access the Notes Page and review the information in this page, if necessary. For more details, see the Notes Page section.

10.When you are ready to save the invoice, click the Save button in the Transactions toolbar; otherwise, click Cancel to discard any setting.

11.If you marked the Display Voucher # checkbox in the AP Module Setup's Information Page, AccountMate will display a message window showing the system-generated voucher # assigned to the AP invoice transaction. Click OK to close the message window and display the AP Invoice Transactions Save dialog box. For more details, see Save AP Invoice section.

Note: AP invoice numbers are not in sequence because you do not have control over the AP invoice numbers assigned by various vendors; thus, AccountMate automatically assigns a voucher number to each AP invoice posted in AccountMate in order to maintain an audit trail of these invoices. To help you account for the completeness of AP invoices, generate the AP Invoice Voucher # Report.

Create AP Invoice

Create AP Invoice

See Also