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AP Transaction Entry

AP Transaction Entry (Trimble: Enter Accounts Payable Invoices) enters and posts invoices straight to AP when no electronic approval is required. Use Entering AP Unapproved Invoices when invoices must route for review before posting. Do not mix the two paths for the same invoice.

Before you start​

  • The vendor and payment terms exist in Setting Up AP Vendors.
  • AP Company Parameters and vendor payment-method setup are ready for any compliance, EFT, CM, or 1099 behavior you rely on.
  • You have vendor number, AP Reference (invoice number), invoice date, amount, and coding (job, GL, PO, subcontract, or other line type).
  • You have permission to open or create an AP batch and post through AP Batch Process.

Steps​

Open batch and start a sequence​

  1. Open or create an AP batch, then open AP Transaction Entry.
  2. Start a new sequence: press N or use + in Seq #.

Header fields​

  1. Enter the required header:

    • Vendor (F4 lookup)
    • AP Reference (invoice number; Unique AP Reference rules from Company Parameters / vendor override can block duplicates)
    • Description (use this for context that is not available on other fields)
    • Invoice date
    • Due date and discount date (often default from vendor payment terms; adjust when the invoice differs)
    • Invoice Total

  2. Optionally complete payment and control fields before save:

    • Hold Code (blocks payment until released; see Using AP Vendor Hold Codes)
    • Pay Control
    • Payment method (Check, EFT, Manual, and service methods when configured)
    • CM Account
    • Separate Payment
    • Prepaid (prepaid lifecycle is covered in AP Prepaid Process)
    • Optional 1099 fields (types are maintained in Configuring AP 1099 Types)
    • Address override when remittance should not use the vendor payment address

  3. Save the header.

Detail lines​

  1. Enter at least one detail line. Line types include:

    • Job
    • Inventory
    • GL
    • Equipment
    • EM work order
    • Purchase order
    • Subcontract
    • SM work order

    Complete the required coding for the line type you chose. Use + or N in the line number and tab off to generate the next line.

  2. Hard rule: detail-line amounts must equal the Invoice Total or Vista blocks the save. Company Parameters total-to-lines validation reinforces this at the company level; entry still fails the save when lines and total do not match.

More invoices or process the batch​

  1. Enter more invoices in the same batch, or choose File → Process Batch, validate and preview batch reports, confirm validated status, then Post.

Notes​

  • Vendor compliance may show a red warning at entry and still allow save. Whether non-compliant vendors are excluded at payment initialization is controlled by AP Company Parameters and maintained on Managing AP Vendor Compliance.
  • EFT without vendor bank routing warns but still allows save. Complete routing on the vendor, or add Addenda afterward as needed before payment processing. See Paying AP Invoices.
  • ePayments and Credit Service payment methods need their Company Parameters / service setup before they behave correctly at entry and pay. Missing setup may warn but still allow save.
  • Hold codes block payment until released; they do not by themselves block saving the invoice.
  • File → Add Transaction can pull previously posted invoices into the batch. Use it deliberately, not by accident.
  • Closed jobs: posting or entry behavior follows JC Company Parameters (may warn-and-block or warn-and-allow). Fix job status or JC parameters before retry when posting is blocked.
  • Posted mistakes need a correcting process. Validate and preview carefully before Post.
  • Related daily ops: Entering AP Unapproved Invoices, Paying AP Invoices, AP Prepaid Process. Related setup: AP Company Parameters, AP Vendors, AP Vendor Hold Codes, AP Vendor Compliance, AP 1099 Types.