Create a Regular Invoice

Use the Regular invoice type when an invoice has an associated purchase order.

• When you receive a vendor invoice that references a purchase order, you can enter it into the AptaFund system at any time, regardless of whether items have been received.

• Users with the Vendor Invoice - PO Balance permission will be able to view the PO number, PO amount, amount paid to date, and PO balance in the invoice header once the invoice is saved.

• You can display the account code & description fields in the grid by selecting them in the Table Display Settings window.

Create a regular invoice

1. Select Vendor Invoice from the Accounts Payable menu, and the Vendor Invoice window opens displaying invoices for all vendors.

2. Click the Add button, and the Add Invoice window opens.

3. Complete the following required fields as described.

   • Invoice Type: Select Regular from the pull-down list — or type r in the field & tab to select Regular — if it's not the default setting, and the window displays the fields for a regular invoice.

   • Ordering Vendor: This field defaults from the PO, but it may be edited. The Payment Vendor field defaults to the ordering vendor.

   • PO number: Required for a regular invoice. Select from the pull-down list. Note: The list includes only issued purchase orders. If the PO you're looking for isn't included, it hasn't been issued yet, and the invoice can't be added to the system.

   • Invoice Number: Enter the vendor's invoice number. An invoice number cannot be used more than once for the same vendor.

4. Click Save. The Transaction Date, Invoice Date, and Due Date fields all default to today's date. The Invoice Items grid displays the items ordered on the selected PO. Sample

5. Edit the following fields as needed. All other fields are read only.

   • Payment Vendor: If the payment vendor is different than the ordering vendor, select it from the pull-down list. If you don't find the vendor in the list, first add it in Vendor Management, then select it here.

   • Transaction Date: Defaults to today's date, but may be changed.

   • Invoice Comment: This information is displayed in the Vendor Invoice window.

   • Description: Optional. The information will only appear in the Vendor Invoice window and on the printed warrant.

   • Invoice Date: Defaults to today's date. Edit as needed.

   • Terms: Enter text as desired. The information in this field is not used in any calculations in the system.

   • Due Date: Defaults to today's date. Enter the due date from the vendor's invoice.

   • Paid Date, Submit Date, and Cancelled Date: Read-only.

   • PO Balance fields: Read-only, based on the PO information.

6. Click Save, if you changed any header information.

Continue with Edit Vendor Invoice Items or Set Invoiced Quantity for All Items on an Invoice

Return to Vendor Invoice Overview