This is a part of the AP Invoice feature of the Smart Ops Release. Click here to learn more about the Smart Ops Release.

AP Invoices can be created and managed easily via the Invoices page of Smart Ops. AP Invoices follow a hierarchy of approval in which Restaurant Managers can create and enter an AP Invoice, but once that invoice is saved, Restaurant Managers are locked out of making any further changes. Users with approval abilities can then review and either unlock and edit the invoice or approve the invoice.

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

Create an AP Invoice

Navigate to the Invoices page of Smart Ops and click '+ Create' in the top, right corner above the listing. This will open a 'New AP Invoice' sidesheet.

AP Invoice Sidesheet

Upon creating an AP Invoice, enter in the General Information and either link it to a Purchase Order or enter in the invoice details in the 'Details' grid below.

1) Location - A listing of all Locations that the User has access to. This field will auto-populate with the default Location set on the User record but can be manually changed by selecting the Location assigned to the invoice. Users can change their default Location via User Preferences. Once a Location is selected, its Source Linkwill be enabled, allowing Users to click into the Location record if desired

2) Vendor - A listing of all Vendors. Select the Vendor that sent the invoice. Once selected, its Source Linkwill be enabled, allowing Users to click into the Vendor record if desired

3) Invoice Number - The Vendor's invoice number. If no number is available, create a new one

  • Note: AP Invoices that are quite large, such as a food invoice from a Supplier, are recommended to be entered using the AP Invoice Import Function, which allows Users to import a pre-defined template with the Supplier's invoice details. Click here to learn how to import an AP Transaction

4) Invoice Total - The total amount of the invoice before any discounts

5) Invoice Date - The date listed on the invoice

6) Link Purchase Order - When clicked, this will open a secondary sidesheet that lists all open Purchased Orders. Users can select a Purchase Order to link to and populate the invoice. Click here to learn more about linking a Purchase Order

  • Note: If this feature is unavailable, review AP Invoice Security to determine which Security Roles are needed to use this function

7) Credit Expected - The amount shorted on a given delivery. This field works in conjunction with Short Pay Vendors, or smaller food suppliers who only require payment for goods and services actually delivered. If the Vendor is not set up as a Short Pay Vendor via its Vendor record, then the Invoice Total (#4) will be reduced by the value entered in this field. Click here to learn more about Credit Expected

8) Comment - The optional field used for adding notes about a Credit Expected (#7) and/or other important information related to the AP Invoice. Comments will appear in the 'All Transactions' and 'AP Transactions' lists and can be used for sorting and filtering purposes

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

10) + Add Item - This will enable the User to add items to the 'Details' grid

  • Note: If this feature is unavailable, review AP Invoice Security to determine which Security Roles are needed to use this function

11) Total - The total amount of all item costs listed in the 'Details' grid

12) Invoice Status - The status of the AP Invoice. Statuses include:

  • In Progress
  • Completed
  • Approved

13) Save - This will save the AP Invoice when all required fields in the 'General Information' header are entered. Once saved, the following additional functions will be active:

  1.  Approve - This will only appear to Users with approval abilities. Clicking this button will finalize the AP Invoice
  2.  Complete - This will mark the AP Invoice as 'Completed' and lock Restaurant Managers with entry capabilities out from making any further edits to the invoice
  3.  Context Menu - From this menu, Users have the option to delete the AP Invoice. Users can only delete the AP Invoice if their security role allows it. Click here to learn more about AP Invoice Security
  4.  Attachments Tab - This tab lists all attachments added to the invoice via the Split View
  5.  Split View - This opens a split screen where the AP Invoice is side-by-side with an attachment. If no attachments have been added, this Split View modal will enable the User to upload a document from their Desktop or from Documents to Process. The uploaded files will then be organized in a listing and can be opened in the Split View by double-clicking the desired file. Click here to learn more about Split View

14) Help Menu - This will open the Help Menu, which lists multiple resources to assist in creating an invoice

15) Full Screen - This will expand the sidesheet to full screen. This can then return back to the original size by clicking the minimize icon

16) Close - This will close out the sidesheet without saving

Enter Items

Items can either be entered by either linking a Purchase Order to the invoice or by adding items to the 'Details' grid. While items are added to the 'Details' grid, Users can have an attachment opened alongside the invoice via the Split View feature.

  • Note: Ensure that Managers have the necessary Security Roles to use these functions.

Linking a Purchase Order

Purchase Orders can be linked directly to an AP Invoice via the 'Link Purchase Order' button. Click here to learn about linking a Purchase Order.

Using the 'Split View' Feature

Once the required fields in the header are saved, Users can add an Attachment and enter details from that attachment as it is displayed in a Split View. To open the Split View, click 'Split View' below the header in the top, right corner of the sidesheet. 

From this modal, files can be uploaded and/or selected from Documents to Process. All files will then be stored in this modal as well as on the 'Attachments' tab. Click here to learn more about Split View.

Adding Items to the 'Details' Grid

Once a Vendor is selected, the '+ Add Item' button in the 'Details' grid will be enabled.

To add items to the invoice, follow these steps:

  1.  Navigate to the 'Details' grid
  2.  Click the '+ Add Item' button. A line will appear where details can be entered about an item
  3.  Enter in the name of the item in the 'Item' selector field
  4.  Select the desired item from the drop-down listing that appears
  5.  Once an item is added, details about the item will auto-populate the boxes in the line. The majority of these fields can be updated if needed
  6.  Enter in the quantity of the item and then add more items if needed. Users can add items by either:
    • Clicking the '+ Add Item' button
    • Hitting 'Enter' on their keyboard

Users can easily navigate between boxes by hitting 'Tab' on their keyboard. If all items are added and then the quantity fields are updated, Users can enter a quantity and then click 'Enter' to navigate down the 'Quantity' row. This functionality will work on other columns as well.

Save and Complete the AP Invoice

Ensure that all required fields are entered in the 'General Information' header and then save the invoice. Once saved, the User will have access to additional functionality, depending on their security access.

Once an AP Invoice is finalized, it can be marked as 'Complete'. This will lock all Restaurant Managers out of making any further edits and update the invoice's status to 'Completed'.

The AP Invoice will now be ready for a final review and approval.