AP Invoice Entry

Enter and edit creditor (supplier) invoices and shipments. The form is organized into an Invoice tab for header fields and a Lines tab for the product/expense line items. A custom fields tab is added automatically when the shipment has user-defined fields configured.

Document Classes

When you create a new document, the class is chosen from the insert options. Both options require Write access to the AP\Perm\Invoices permission:

Invoice (I)	A creditor invoice only. Posting the invoice creates the Accounts Payable transaction.
Shipment (S)	A combined Invoice and Receipt. The shipment records goods received into Inventory as well as the creditor invoice.

Note: The screen stores documents in the APSHIP (Purchase Invoice / Shipment) table. The document title shown is "AP Invoice" followed by the document number (or document ID) and the creditor code and name once a creditor is loaded.

Header Status

In browse mode, a header banner displays the creditor, document dates, balances, and a status indicator. The status is derived from the post status together with the invoice and receipt status:

HISTORIC	Displayed when the post status is Historic (H).
POSTED	Displayed when the post status is Posted (P).
COMPLETE	For a Shipment, both the invoice and receipt have been processed. For an Invoice, the invoice status is processed. For a Receipt, the receipt status is processed.
PARTIAL	Only one side of a Shipment has been processed (invoice or receipt), or the invoice/receipt is part-processed.
UNPROCESSED	Displayed when none of the above conditions apply (the document has not yet been processed).

Header Banner

The banner shown in browse mode displays:

Dates	Document date and Invoice date, plus the Origination date when one is set.
Creditor	The creditor name (and trading name when present), loaded from the creditor record, with the creditor's phone number as a click-to-call link when available.
Balances	Read-only. Ordered, Receipted, and Invoiced amounts. A currency tab toggle switches between the document currency and the base currency; the toggle is shown only when the document currency differs from the base currency.
Document ID	Read-only. The internal document ID.

Invoice Tab - Invoice

Invoice Period ID	The accounting period the invoice date belongs to.
Invoice Date	The date of the creditor's invoice.
Origination Date	The date on the creditor's document. This is used to calculate due dates for payment and discounts and is not restricted by the period. If left blank, due dates are based on the invoice date.
Rate Type	The exchange rate type. Defaults from the company default sell rate type for new documents.
Exchange Rate	The exchange rate from the document currency to the base currency. Defaults to 1 for new documents.
FX Date	The date used to look up the exchange rate.
Invoice Reference	The creditor's invoice number.
Comment	A comment that is transferred to the AP Invoice transaction when posted.
Default Expense Code	The default expense code that shipment lines are analysed to when the invoice transaction is posted. New lines take their expense code from this value.
Invoice Status	The processing status of the invoice side of the document (for example, unprocessed or processed once posted to AP).

Invoice Tab - Amounts

Each amount is shown in both the document (transaction) currency and the base currency.

Transaction Amount	The transaction amount in the document currency, with its base-currency equivalent.
Payment Discount	A prompt payment discount that may be applied, with its base-currency equivalent.
Net Amount	The net amount of the invoice, with its base-currency equivalent.
Hold Amount	The amount held on the invoice.
Due Date	The date the creditor's invoice is due for payment.
Discount Date	The date the invoice must be paid by to qualify for the prompt payment discount.

Invoice Tab - Defaults

These header defaults are applied to new lines as they are inserted.

Default Location Code	The default warehouse location code applied to new lines.
Default Job Code	The default Job Costing job code applied to new lines.
Default JC Transaction Type	The default Job Costing transaction type for new lines (for example, Material).
Default Cost Centre Code	The default cost centre code applied to new lines.
Default Component Code	The default component code applied to new lines.

Invoice Tab - Reference

Narration

Narration transferred to the creditor transaction when the invoice is posted.

Invoice Tab - Shipment

Branch Code	The branch the shipment belongs to. Shown only for Saturn editions.
Department Code	The department the shipment belongs to. Shown only for Saturn editions.
Category 1	User-defined category for document classification and reporting.
Category 2	User-defined category for document classification and reporting.
Custom 1	User-defined custom field.
Custom 2	User-defined custom field.
Print Status	The print status of the shipment.
Post Status	The current posting status of the document.

Note: The Creditor Balances panel showing the creditor's current aged balances appears above the Shipment group only in browse mode, and only once a creditor record has loaded.

Lines Tab

The Lines tab contains an editable grid for entering line items. The following columns are shown by default:

Line Type	Whether the line is a product line or a narrative (text) line.
Product Code	The Inventory product code for the line. Selecting a product loads its defaults onto the line.
Description	The line description. Supports a narrative editor for multi-line text entry.
Quantity Ordered	The quantity supplied. For new lines this defaults from the AP Line Quantity Default setting (`AP\LineQuantityDefault`), which defaults to 1. When a unit of measure is active, this default seeds the UOM Quantity Ordered and Quantity Ordered starts at 0.
Unit	Read-only. The unit of measure for the product.
Cost Price	The cost price per unit, used to calculate the line total.
Discount Percentage	The discount percentage applied to the cost.
Exclusive Amount	Read-only. The line total excluding GST.
Vendors Code	The creditor's (vendor's) product code.
GST Code	The tax code for the line.
Expense Code	The expense code the line is analysed to when the invoice transaction is posted. Defaults from the header Default Expense Code.
Location Code	The warehouse location for the line. Defaults from the header Default Location Code.

When a unit of measure is active, the grid shows UOM Code, UOM Quantity Ordered, and UOM Cost Price columns in place of the plain quantity and cost columns. Other line fields that exist on the record (and may be available depending on grid/column configuration) include Narration, Custom 1, Custom 2, Serial No, Lot No, Bar Code, Job Code, Cost Centre Code, Component Code, GL Account Code, Weight, Volume, Duty, Markup Percentage, and per-line tracking. When Saturn is enabled, lines also carry Branch Code and Department Code.

Note: Line No, Line ID, Unit, Exclusive Amount, Inclusive Amount, GST Amount, the receipted/invoiced/shipped quantities and amounts, the extended cost fields, Alternate Code, Analysis Name, Details, Invoice Status, and Receipt Status are always read-only in the grid.

Editing and Posting

Editing of the document is controlled by the post status and permission:

Edit permitted	The document can be edited only when its post status is Unposted (U) or Open (O) and the user has Write access to the `AP\Perm\Invoices` permission.
Lines editable	Line items can be edited only when the document is not in browse mode, the post status is not Posted (P) or Deleted (D), and a creditor code has been entered.
Required fields	Saving requires a Creditor Code, a Document Date, and a selected accounting Period.

Quick Actions

Quick actions are available from the dashboard:

Post Invoice Post the invoice to update Accounts Payable. Available for Invoice (I) and Shipment (S) documents that have an Unposted (U) post status and whose invoice has not already been processed.
Shipment List Navigate back to the AP Invoices list.
Invoice (Print) Print the document as a PDF. Available for any document whose post status is not Deleted (D).

Warning: Once an invoice is posted, the invoice details cannot be edited. Posting an invoice creates the Accounts Payable transaction. For a Shipment, posting also creates the Inventory receipt.