Accounts Payable invoices are used for entry of non-stock invoices and credits, the detail lines are allocated to General Ledger codes.
These transactions can be transaction matched to another invoice or credit or allocated in a payment run.
You may want to consult your accountant/bookkeeper regarding General Ledger accounts to be used when creating Invoices/Credits for clearing account discrepancies such as bad debts or rounding.
Open Accounts Payable | Maintenance | Enter/Edit Invoice Batches
Click the New button to begin a new AP Invoice Batch
Add the following header information for this batch:
- Batch Date (defaults to today)
- Financial Period (defaults to current period)
- Batch Total
Each batch may contain 1 or more Invoices/Credits.
In the Invoices grid, enter the following information for each Invoice/Credit that you wish to process:
- Supplier ID
- Invoice Number (always enter an invoice number that is unique to this Supplier)
- Invoice Date
- Due Date
- Description
- Amount – total will be positive for an invoice and negative when creating a credit note
- Settlement discount (if applicable)
In the Detail grid select the appropriate GL account/s and update the GST where applicable. More than one GL account can be used per invoice to break up the expense.
Once you have double checked the details entered, select Process Now – then follow the prompts to print and post.
Your Invoice (or Credit) has now been created on the Creditor account and will be posted through to the General Ledger.
