3.0 AP Invoice Entry

All vendor invoices must be entered as a voucher through AP Invoice Entry.  

You can enter numerous vouchers under the same journal name.  

Create AP Journal

Click on Next Journal # or create your own Journal ID such as APYYYYMMDD, for example AP20161210

The Effective date will automatically select the current date, adjust if necessary.  Then click Add.  This will create the Journal so that you can begin adding vouchers under this journal name.   

Invoice Entry

General tab

Then under the General tab you will begin to enter your first voucher.  

Enter Vendor account #.  If you do not know the account number use the magnifying glass to search by name.  

Enter AP Invoice #

Select Payables account

Enter PO # if you have one.  If you don’t have one you can still enter the voucher without one.                                Enter invoice amount – Note** If you are going to use the PO Import function, leave this amount blank.  

The due date and discount date and amount will automatically generate based on how the vendor is set up.  

Then click the plus sign to add the voucher to the voucher list.

The next step is to enter the distribution. You can either use the PO Import function to do this or you can manually enter the distribution.  

If using the PO Import function, click the PO Import tab on the right hand side.  

Select the items to import, then click Import.  This will do the distribution line item for you, it will also update the Invoice Amount field that you previously left blank in the General tab.  

If you are not using the PO Import function or if there are additional line items to be entered after the PO Import, in the Distribution section at the bottom enter the GL account or use the magnifying glass to search the chart of accounts.  

Enter the amount to be distributed to the specified GL account.  

Repeat until the entire amount of the distribution equals the total invoice amount.  

When all vouchers have been created and you are ready to post to the GL click Post.  

After you have clicked Post these vouchers will now appear in AP Checks to be authorized and paid as well as in AP Inquiry for the appropriate vendor.  

AP Credit Voucher

Create your voucher the same as any vendor invoice except that in the amount you will enter a negative amount.  

Complete the distribution just as you would any other invoice.  

If you need to offset AR, in the distribution section the GL account # should be Accounts Receivable, enter your customer account for the vendor and the AR invoice #.  

Recurring Payables Invoices

If you have a payables invoice that is the same every month you can set up the re-occurances under the Reoccur tab.  Simply click the checkbox labeled Reoccurring.  Enter the number of times it should reoccur.  Select the appropriate option for either Days or Monthly.  Enter the appropriate number in the field to indicate every so many months.  If it is a monthly bill such as building rent or trash service you would enter 1 in this field to occur every month.  

Payments tab

If you would like to utilize the Payments tab for items that you need to enter a voucher for but you have already paid for these items via some other source such as a credit card here is some info that may help.  

Enter the voucher like you normally would but then add the step of going to the Payments tab…

On the right side select the check box for Setup for Credit Card Payment, Enter the vendor account number for the credit card that was used, and select the payables account.  

NOTE:  If you forget to go to the payments tab before adding the voucher you’ll have to go back to the general tab and update the voucher after you set up the payment info…

Once the AP Journal has been posted you’ll see the voucher under AP Inquiry for the appropriate vendor but it will show in history since it was already paid, the amount of the voucher will then show under the credit card vendor for payment to the credit card account.