Submit an Invoice

Both New and Pending invoices can be submitted for payment.

• Submitting a new invoice indicates that it's complete.

• Submitting a pending invoice indicates that it can be paid even though the quantities invoiced have not yet been received.

Only submitted invoices are available for payment in Payment Management.

Once an invoice has been submitted, it can't be edited or deleted, but it can be cancelled or un-submitted.

Auto Receive Purchase Orders configuration value & submitting an invoice

• When Auto Receive Purchase Orders is set to Yes in Purchasing Configuration, AptaFund will automatically create an order receipt at the time an invoice is submitted.

• When Auto Receive Purchase Orders is set to No AND there is no order receipt, you'll receive the following message, "This invoice does not have a related Order Receipt for the items being invoiced. This invoice will be placed in the Pending state until an Order Receipt is created and submitted. You can submit this invoice a second time, which will create a Pending Order Receipt in the Receiving module." If you click OK, the invoice will move to the Pending state; if you click Cancel, the invoice will remain in the New state.

Two ways of submitting invoices

You can submit invoices either in the Vendor Invoice window or from the Edit Invoice window as you're editing one or more invoices.

Submit an invoice in the Vendor Invoice window

If you have a lot of invoices to submit, you can create a filter to find the ones you want to submit, then select them all.

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

2. Select one or more invoices in the New or Pending state, and click Submit for Payment. After processing, a Result window opens.

   • If some invoices failed to submit, the errors will be described in the Result window.

   • When invoices are submitted, they'll be listed in the Result window.

3. If some of the invoices failed to submit, click the to export the results to Excel, so you can edit the invoices before trying to submit them again.

4. Click Close when you're finished reviewing the results.

Submit invoices in the Edit Invoice window

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

2. Check the box(es) to select invoice(s) in the New or Pending state, and click the Edit button. The Edit Invoice window opens.

3. Edit the invoice as needed, then click Submit for Payment in the Invoice Items tab. The invoice is submitted, and the next record opens.

4. Repeat step 3 until you're done editing & submitting invoices.

Return to Vendor Invoice Overview