Accounts Payable; AP
Vendor Invoices
Vendor invoices are used to track amounts owed to vendors based on material and services purchased. Vendor invoices can be created in one of the following ways:
- Through the use of an existing receiver
- By using the Copy Utility
- Can be used to create a single invoice or a series of invoices for recurring transactions
- By entering the required information directly onto the invoice without benefit of a receiver
- By using the 'Create Debit Memo' feature on a vendor return
- Creates an invoice with a "negative" balance to indicate the dollar amount to be applied against a future invoice or paid back by the vendor
Vendor invoices have the following characteristics:
- Line items do not display details related to what was purchased
- If invoice is created from a receiver, details can be seen by using the options in the Related Purchase Orders section
- Cannot be created or edited in a posted period
- Terms Code is a required field
- Can use Misc Job Costs section to enter costs on jobs without leaving the invoice
Once created, vendor invoices can be used to populate details on checks.
Where to Start
Before you start creating a vendor invoice, it's important to make sure you have defined all the tables you need and that you understand how the system will behave based on the related company preferences and other settings.
Tables Used on Vendor Invoices
The following tables and / or base tables are used on vendor invoice records:
Preferences and Other Related Settings
There are no preferences or related settings that affect the creation of a vendor invoice.
Vendor Invoice Details
Each vendor invoice contains information that identifies the invoice number, vendor, line items, and amounts paid per invoice(s).
The following links lead to topics that provide reference information for each section of the vendor invoice record.
Go to Vendor Invoice Details - General Section
Go to Vendor Invoice Details - Line Items Section
Go to Vendor Invoice Details - Related POs Section
Go to Vendor Invoice Details - Header Section
Go to Vendor Invoice Details - Comments Section
Go to Vendor Invoice Details - Payments Section
Go to Vendor Invoice Details - Misc Job Cost Section
Creating and Editing Vendor Invoices
Options for Creating Vendor Invoices
Follow the links below for step by step instructions of creating vendor invoices:
Continue to Create a Vendor Invoice From a Receiver
Continue to Create a Vendor Invoice Without a Receiver
Once the Vendor Invoice is Created
A vendor invoice can be edited at length. You can adjust and add line items, change header information, and alter miscellaneous job costs. However, once the period has been closed, you cannot make edits any of those areas anymore.
Reports, Forms, and Labels
The following summary reports are available for review / generation under the AP reports dropdown menu:
- AP Aging Summary
- Vendor Invoice Summary
- Unbilled Receiving Summary
- AP Sales Tax Summary
What Comes Next
After creating a vendor invoice, the most logical next step is to write a check to your vendor.