This is a part of Smart Ops. Click here to learn more about Smart Ops.

The Invoices page lists all AP Invoices and Credit Memos entered in the system. From this page, Users can see several details about each AP Invoice, including its Status, and can create saved table views to make review easier and more efficient.

Users can create and/or edit an AP Invoice from this page. When AP Invoices are finalized, they can be marked as 'Completed' and then sent to be reviewed and approved by higher level Users.

Click here for a printable guide of the AP Invoice Form.

Note: This upgrade is currently being rolled out to R36. Contact your Customer Success Manager to learn more.


Users with the following Primary Security Roles can create and save an AP Invoice:

  • Full Access
  • Accounting Manager

Users with the following Primary Security Role can edit (cannot update Vendor on imported invoice) and save AP Invoices as well as mark them as 'Completed':

  • Restaurant Managers
    • Note: Managers with one of the following Security Roles have the associated ability:
      • Item and Recipe Manager - Users can link to existing Purchased Items, create new Purchased Items, and create/update UofMs in the system 
      • Link Vendor Items - Users can link to existing Purchased Items but cannot create new Purchased Items

Users with the following Security Roles can unlock and approve an AP Invoice:

  • Full Access (Primary)
  • Accounting Manager (Primary)
  • Approve AP Invoice (Secondary)

Users with the following Security Roles can unapprove an AP Invoice:

  • Full Access (Primary)
  • Accounting Manager (Primary)
  • Unapprove AP Invoice (Secondary)


Access to AP Invoices is found in Smart Ops. To navigate there, first click 'Smart Operations NEW!' listed in either the Operations or Scheduling module. 

  • Note: Users with the 'Restaurant Manager' or 'Scheduler' Primary Security Role will be automatically directed to the Home page upon logging in to the system.

In the left navigation pane, click 'Invoices' under 'Food' in order to open the Invoices page.

List Functions

In addition to the list functions explained below, lists can also be filtered to display in ascending or descending order by clicking the column title. The list can then be further filtered after the initial sort by holding down the 'Shift' key on your keyboard and clicking any other column header.

1) Search Bar - This will search the listing for the characters entered

2) + Create - This will enable the user to create a new AP Invoice or Credit Memo

3) Table Views - This enables the User to create and edit saved views of this list. Simply click this icon and then either 'Save Current View' to save the new view or 'Edit Table Views' to edit the selected view. All saved views are listed above these two action buttons

4) Filter - This allows the User to create a filter for the table. Click the filter icon to open the 'Filter Columns' modal. Once open, click '+ Add Filter' to select the Column and Filter Type and then enter the Value that should be filtered. Select the 'Apply' button to filter the table for the information entered or click the trash can icon to remove a filter

5) Columns - This lists all of the columns available to display . Check or uncheck a column name to include or exclude it, respectively, in the list. Columns can also be reorganized by dragging and dropping the desired column's rearrange iconwhere needed

6) Excel - This will download the listed information into an Excel file

7) Refresh - This will refresh the listing

AP Invoices: Create an AP Invoice

When an AP Invoice is created, details about the invoice can be entered by linking a Purchase Order or by inputting items individually. Click here to learn all aspects of creating and entering in an AP Invoice.

AP Invoices: Review and Approve AP Invoices

Once AP Invoices are completed, they can be approved. Click here to learn about the review and approval process.

AP Invoices: Link Purchase Order

Purchase Orders can be directly linked to an AP Invoice from the AP Invoice sidesheet. Click here to learn more about linking Purchase Orders.

AP Invoices and Credit Memos: Split View

Users can upload and host a file side-by-side with an AP Invoice as details are being entered. Click here to learn more about uploading files and using the Split View.

AP Invoices: Alerts and Unlinked Items

The 'Alerts' and 'Unlinked Items' tabs will display if there is an issue with the invoice. Click here to learn more about Alerts and Unlinked Items.