About Accounts Payable Invoices
You can enter Accounts Payable invoices using the AP Transaction Entry form.
The AP Transaction Entry form is the primary method for entering vendor invoices into the Accounts Payable (AP) module for payment processing. The term "transaction" is used in place of "invoice" because AP processing may sometimes require that an invoice be posted as two or more separate transactions to be processed appropriately.
Invoices can consist of many lines, each of which may pertain to a different job, phase, or even to a different line type. For example, an invoice may include materials for two different jobs and some miscellaneous materials that are put into inventory or directly expensed (line 4) as seen in the table below.
| Line | Job | Phase | Cost Type | GL Account | Amount |
|---|---|---|---|---|---|
| 1 | 100-01 | 12-005 | 3 | 1210.03 | $2,500 |
| 2 | 100-01 | 12-006 | 4 | 1210.04 | $1,270 |
| 3 | 100-02 | 12-005 | 3 | 1210.03 | $590 |
| 4 | -- | -- | -- | 8502.00 | $450 |
| Transaction Total: $4,180 | |||||
The system internally assigns one or more sequence numbers to each invoice line. Each sequence represents a separation of the line amount for payment control purposes. Typically, additional sequences are added to lines for retainage and partial payments.
For example, because retainage is a portion of the invoice line total that is not paid immediately, the system always makes the retainage amount a separate sequence as follows:
| Line # | Seq A# | Pay Type | Amount |
|---|---|---|---|
| 1 | 1 | Job | $2,250 |
| 1 | 2 | Retg | $250 |
| Total for Line #1: $2,500 | |||
