Saving the Invoice

Once the inventory transactions associated with the accounts payable invoice have been tagged and any other invoice amounts have been distributed, the accounts payable entry program allows the operator to save the invoice. You may not save a normal accounts payable invoice until it is completely distributed to valid general ledger accounts and the “To Apply” amount in the program displays a 0.

When the AP Invoice is saved, after tagging the appropriate Inventory Activity records, the system writes the register number of the AP invoice being created to the tagged records.   This identifies the Inventory Activity records as having been processed, and assigned to an AP invoice.  The AP Invoice number is recorded in the Inventory Activity file and this links the transactions together permanently.  The link allows inventory receiving and or vendor shipment details to be viewed from within the Vendor Invoice Inquiry program when viewing AP invoices that have had inventory transactions “matched” to them.