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Posting AP Unapproved Invoices

Posting AP Unapproved Invoices (Trimble: Posting Approved Invoices) creates an AP Transaction Entry batch from fully approved invoices so you can process them into AP for a chosen GL month. Entry and review stay on Entering AP Unapproved Invoices and Reviewing AP Unapproved Invoices.

Before you start​

  • Invoices have all required reviewer approvals.
  • Invoice information is complete enough to post (coding, totals, and related required fields).
  • Vendors meet compliance expectations for the path you are about to post (compliance warn vs payment-init behavior is configured on AP Company Parameters and maintained on Managing AP Vendor Compliance).
  • You know the batch (GL) month that should receive the expense. Invoices from any entry month may be selected; they are expensed in the batch month you set here.

Steps​

Batch month and include filter​

  1. Open AP Unapproved Invoice Posting.
  2. Set the batch (GL) month. This is the month that receives the expense, not the entry Month from Unapproved Invoice Entry.
  3. Set Include invoices entered for month (or accept the current batch month). Wrong Include month is a common miss: entry month and GL batch month are not the same control.

Optional filters and Update​

  1. Optionally filter before Update (F4 where available):

    • Vendor
    • Seq #
    • Pay Control
    • Responsible Person

    When multiple reviewer groups are in play, filter by the responsible person for the line's group so the right invoices update.

  2. Choose Update. Matching invoices load into the grid and filters clear so you can layer additional criteria and Update again as needed.

Post and process the AP batch​

  1. Validate and preview as needed, then Post. Posting creates an AP Transaction Entry batch; it does not finish AP until you process that batch.
  2. Process the resulting batch through AP Batch Process (same validate / preview / Post path used for AP Transaction Entry batches).

Notes​

  • If approved invoices do not appear after Update, run AP Unapproved Invoice Update Check before retrying.
  • EFT addenda: Cancel posting, answer No to clearing the batch, add addenda in AP Transaction Entry, then post and process normally.
  • PO / subcontract overages may need correction before the resulting AP batch will process. Align with Company Parameters subcontract and PO exceed-cost settings.
  • Closed jobs: posting is blocked when JC Company Parameters disallow posting to closed jobs. Fix job status or JC parameters before retry.
  • You can remove approved invoices from a batch when Vista still allows that path; prefer the product Remove Approved Invoices from a Batch workflow over deleting work outside the form.
  • Related: Entering AP Unapproved Invoices, Reviewing AP Unapproved Invoices, AP Transaction Entry, AP Company Parameters, Paying AP Invoices.