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AP Transaction Entry

AP Transaction Entry posts invoices straight to the AP subledger—no electronic approval step. Use Unapproved Invoice Entry when invoices must be reviewed first.

Before you start​

  • Vendor is set up.
  • You have vendor number, invoice number, date, amount, and coding.

Steps​

  1. Open AP Transaction Entry.
  2. Enter vendor number, invoice number, invoice date, and amount. Add a description if helpful.
  3. Enter at least one AP line. Line types include job, inventory, GL account, equipment, equipment work order, purchase order, subcontract, and SM work order.
  4. For each line, choose the type and complete required fields (for example GL account for expense lines).
  5. To add another line, replace the line number with + or N and tab off to generate the next line.
  6. When the batch is complete: File → Process Batch.
  7. Validate, preview batch reports, confirm status is validated, then Post.

Notes​

  • Posted invoices need a correcting process if you made a mistake—validate carefully before post.
  • Use the description field for notes that help later research.