Inputting AP Invoices is relatively easy. This article focuses on how to create Invoices and include the Date(s) of Service if there's an Accrual for an Invoice. To create a new AP Invoice, hover over 'Vendor' on the top ribbon and click 'Invoice'. A new window will open with the name 'Unsaved AP Invoice'



AP Invoice Header


1) Location - The location and legal entity should default from User settings. The User's default location will automatically appear each time a new Invoice is created for a faster input time, but this field can also be changed if needed. Click here to change the default Location via User Preferences

2) Vendor - Fill in the name of the company Vendor from which the invoice was received. The chosen Vendor will update the Details grid below
3) Invoice Number - This is the vendor's invoice number

  • Note: If you are entering a large invoice, like a food invoice from your supplier, you may want to use the ‘AP Invoice Import Function’. This functionality allows the User to import a pre-defined template with your suppliers invoice details. Click on this link to access the Importing An AP Transaction tutorial.

4) Document Date - The date listed on the invoice

5) GL Date - The date the invoice posts to the General Ledger

  • Note: When this date is different than the Document Date, an orange exclamation pointwill appear, bringing attention to the fact that there is a difference between the two dates

6) Document Amount - Enter the total original amount of the invoice before any discounts. Although this is not mandatory, the placement of this field allows for a quick entry along with the required fields

7) Payment Terms - These are used to specify the Terms in which a payment should be received. Changing the 'Payment Terms' is optional, but if the Vendor is setup correctly, this value will already be populated

8) Due Date - This is the date by which the payment is due. This field will auto-populate to today's date, but can easily be changed by typing in a new date or clicking the calendar icon and selecting a different date

9) Credit Expected - Any amount shorted on a given delivery. A highlighted 'Unassigned Amount' will pop up below the 'Amount' box and refers to the amount remaining to be assigned to a cost category. Refer to the Credit Expected article for more information about how to use the 'Credit Expected' field on the AP Invoice form

10) Comment - This optional field is useful for adding additional notes about a Credit Expected as well as other information to the AP Invoice, as demonstrated in the image below. Comments appear in the 'All Transactions' and 'AP Transactions' lists and can be used for sorting and filtering purposes


11) Mark as Paid - This toggle allows the User to automatically create an AP Payment. If clicked, a box will pop up that has the user select a bank account

12) Link to Asset - This toggle will link the Invoice details to specific Assets

13) Franchising - This option allows Franchisors to record and pay AP Invoices on behalf of their Franchisees. The expense can then be passed on and billed to the Franchisee. Refer to the AP Invoice: Franchising article for more information about entering Invoices on behalf of your Franchisees



AP Invoice Details


Invoice details can be entered in two different ways: Entry by Account or Entry by Item. Both ways are detailed out below.



Entry by Account (Cost Categories)



1) Account - The cost category. The system will search for all categories that include the letters typed in

2) Amount - The amount for this category

3) Comment - This is an optional field where a User can type in any brief comments associated with this line item

4) Location - The Location and Legal Entity receiving the order. This will be auto-populated with the Location from the header

5) Start Date of Service - The date that the range of service begins. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019). This is explained further in the section below

  • Note: If legacy data was entered before the replacement of the Accrual Tab, older AP Invoices will automatically save their Dates of Service under the Details Tab

6) End Date of Service - The date that the range of service ends. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019). This is explained further in the section below

  • Note: If legacy data was entered before the replacement of the Accrual Tab, older AP Invoices will automatically save their Dates of Service under the Details Tab

7) Add / Clear Button - This will either add or clear the information from the line. If added, the line will appear in the grid


Continue to add cost categories until the Unassigned Amount from the header is balanced. When finished, select the 'Save & New' button to enter another invoice or 'Save & Close' to exit the screen.

  • Note: As a helpful hint, ask your vendors to summarize their invoices at the bottom by category. They are often very willing to do this and it will speed up data entry for you



Entry by Item



1) Item - An item from the Invoice. The system will search for all items that include the letters you typed in

2) Vendor Item - This field will be pre-populated based on the set-up information for this item

3) U of M - This field will be pre-populated based on the set-up information for this item

4) Quantity - The Quantity for this item

5) Each Amount - This field will be pre-populated based on the set-up information for this item

6) Total - The generated amount from the Quantity entry (Quantity x Each Amount)

7) Account - This field will be pre-populated based on the set-up information for this item

8) Location - The Location and Legal Entity receiving the order. This will be auto-populated with the Location from the header

9) Start Date of Service - The date that the range of service begins. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019). This is explained further in the section below

  • Note: If legacy data was entered before the replacement of the Accrual Tab, older AP Invoices will automatically save their Dates of Service under the Details Tab

10) End Date of Service - The date that the range of service ends. This is optional and often used for bills that extend over the end of the month / period (i.e. a utility bill dated 5/10/2019 with Dates of Service from 4/10/2019 to 5/9/2019). This is explained further in the section below

  • Note: If legacy data was entered before the replacement of the Accrual Tab, older AP Invoices will automatically save their Dates of Service under the Details Tab

11) Add / Clear Button - This will either add or clear the information from the line. If added, the line will appear in the grid


Continue to add items until the Unassigned Amount from the header is balanced. When finished, select the 'Save & New' button to enter another invoice or 'Save & Close' to exit the screen.



Dates of Service



Dates of Service allow a User to record expenses in the right period even though the Dates of Service may expand over multiple months. To activate this feature, hover over 'Administration' in the top ribbon and click 'Preferences'.



When the 'System Preferences' window opens, navigate to the 'Miscellaneous' tab, and at the bottom right-hand corner of the header, click 'Display Accrual During AP Entry'. This will enable the Dates of Service appear on the AP Invoice form. 



Dates that are added into an AP Invoice can be viewed in the 'Transaction Details' list with two postings made to their GL Accounts and their Start Date and End Dates posted in their respective date columns. These transactions can be exported and used to calculate a User's accrual.