A/P Invoice Entry/Edit

Accounts Payable – Vendors – Entry – Invoice

Click “New Batch” to start entering a new batch of invoices.

Enter a due date if you would like to later tag invoices for payment through a particular due date. # days to calculate for due date can be set in Vendor Edit.

This is the accounting period the expense will hit the general ledger.

Enter the invoice number and invoice date.

You may clone a prior invoice line for this vendor, which will fill in this entry screen with all information from the prior invoice line. You may then make any necessary changes. This may help save keying time if most invoice information is the same month after month.

Enter the amount and G/L account number of the first invoice line.

Click here to enter additional remarks if you need more space.

Remarks keyed here (as well as additional remarks) will be printed on the check stub, as well as in all journals and general ledger

If there are additional invoice lines to enter, click Add and proceed to enter the next invoice line. Or click OK to select a different vendor.

(Note: You may select (in A/P Preferences) which fields you prefer to clear and where to place the cursor when Add is pressed.)

Remarks entered here will NOT be printed anywhere. This is simply a place to enter any interoffice notes pertaining to this invoice.

Remarks entered here will be printed on the check stub as well as all journals and general ledger.

Using invoice numbers

A running total for the current invoice number is displayed (if an invoice number has been entered).

Browse invoice number button

All entries in the current batch are shown here.

When you’re done entering invoices for this vendor, click OK to select a different vendor

If you get interrupted during invoice entry, click the Browse Invoice# button to view all lines that have been entered for this invoice# as well as the invoice total.

To enter a manual check number, select the invoice line and click Manual Check. See help for Manual Check for more info.

Display additional remarks.

Delete the invoice line.

Clone a previous invoice line for this vendor.

Edit the invoice line.

Using Split Distribution codes

To use a pre-set split distribution code for an invoice with multiple account numbers, on the Invoice Entry screen, instead of entering an account#, select Method: Split/Transaction Code.

SPLIT should appear in first box; enter the split code or select from the dropdown.

Enter the total invoice amount in the Amount field.

The split distribution screen will appear, where you can enter the amount and account# for each distribution line. You may add additional lines if needed and change account#’s if necessary. When finished, click OK to return to prior invoice entry screen.

For more information on setting up Split Distribution, see Help. (Go to Help and key in Split Distribution on the Help Index).

When you cancel from the invoice entry screen, you will see the invoice batch listed on the batch index (as shown below).

Here’s the batch we just entered. Double click the line to view all entry in this batch.

To delete an invoice line, select the line and click Delete. When an invoice is deleted, the G/L accounts will be updated immediately.

Double-click the invoice line or click Edit to edit something in the invoice. If you have entered something incorrectly in a field that does not allow edit, simply delete the invoice line and reenter.

Multiple invoice batches may exist. You may post an invoice batch by selecting the batch and clicking Post Batch. You may post all or part of the batch, based on the screen selection.

To post the entire batch, simply click OK.

After an invoice batch has been posted, you may view the “live” invoices in A/P vendor history.