Accounts Payable Entry

Accounts Payable transactions can be entered from a screen that is opened either from the top of the Open Accounts screen or when viewing accounts payable for a specific vendor. The image below is for an invoice, and the screen layout is the same for other transaction types except payments. See the manual topic for Processing Payments for more information about this type.

Post and Review GL / Post – The entry will post using the default accounts payable, sales and tax accounts as defined in company settings or the customers default sales account. If Post and Review is selected, you can modify amounts and accounts on the entry if user security settings allows it, except the accounts payable control.

Type – There are four different types of accounts payable transactions that can be entered. If the entry screen was opened from within a specific vendor and by choosing the type from the black arrowhead next to new, the Type field will not be editable.

  • Invoice
  • Payment
  • Vendor Credit
  • Vendor Debit

Vendor – Select an Existing vendor code for the transaction entry, or instead enter a combined invoice and payment for a One Time vendor, which does not need a vendor code. See the manual topic for One time vendors for more information.

Date – The date for the transaction.

Reference no. – Usually the vendors invoice number.

Purchase no. – Manually entered PO number.

Transaction no. – The next available GL transaction number in Company Settings, which is not reserved for this transaction. Posting will always re-read the next GL transaction number for use.

Terms – The payment terms code for this invoice that calculates the due date and if an early payment discount can be taken.

Due Date – The due date for this invoice is automatically calculated from the terms selected above, a specific number of days after the invoice date. It can be edited to a different value if required.

Expense Account – The GL account used for the expense debit portion of the transaction. By default it is read from the vendor expense account on the Billing tab, but if one is not set then the default account comes from Company Settings. It can be changed prior to posting.

Memo – An additional description that can be used to describe this entry, if desired.

Subtotal – Total before taxes, calculated from the Total and taxes and cannot be edited.

Tax – One or more Tax fields for this transaction, based on how many tax codes are set for this vendor. They are editable for correction if necessary, usually to adjust by a penny or two.

Total – Total amount for the entry, including taxes if any are set for the vendor.

Job – The Job tab allows selection of a Job Costing code to assign the Accounts Payable transaction as an Expense amount for the job. For more information, read the Job Costing – Accounts Payable manual topic.

Was this helpful?

Yes No
You indicated this topic was not helpful to you ...
Could you please leave a comment telling us why? Thank you!
Thanks for your feedback.