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Posted Purchase Invoices

Posted purchase invoices record amounts owed to vendors for goods or services received. They update accounts payable and the general ledger.

What is a Posted Purchase Invoice?

A posted purchase invoice: - Records vendor bill in the system - Updates vendor balance (accounts payable) - Posts expenses/costs to general ledger - Cannot be modified or deleted (permanent record) - Basis for paying vendor

Creating and Posting an Invoice

Method 1: From Purchase Order (Receive and Invoice)

  1. Open the released purchase order
  2. Click Posting → Post
  3. Select Receive and Invoice
  4. Click OK
  5. System creates both receipt and invoice

Method 2: Invoice Previously Received Order

  1. Open purchase order (already received)
  2. Click Posting → Post
  3. Select Invoice
  4. Click OK
  5. Invoice created for received quantity

Method 3: Standalone Invoice (Services/No PO)

  1. Search for Purchase Invoices
  2. Create new invoice
  3. Add vendor and line items
  4. Click Post
  5. Use for services or when no PO exists

Entering Vendor Invoice Details

When posting invoice, verify: - Vendor Invoice No. - Vendor's invoice number (not our PO number) - Invoice Date - Date on vendor's invoice - Due Date - When payment is expected - Amount - Matches vendor's invoice total - Account codes - Expenses coded correctly

Viewing Posted Purchase Invoices

  1. Search for Posted Purchase Invoices (Alt + Q)
  2. Browse or filter to find specific invoice
  3. Click to open and view details

Finding Invoices by Vendor

  1. Open vendor card
  2. Click Invoices in navigation
  3. View all posted invoices for that vendor

Key Invoice Fields

Field Description
Invoice No. Our internal invoice number
Vendor Invoice No. Vendor's invoice number (important!)
Vendor No. Which vendor sent the invoice
Posting Date When invoice was posted in our system
Due Date When vendor expects payment
Amount Total invoice amount
Remaining Amount Unpaid balance

Three-Way Match

Best Practice: Match three documents before paying: 1. Purchase Order - What we ordered 2. Purchase Receipt - What we received 3. Vendor Invoice - What vendor is billing

If all three match, proceed with payment. If discrepancies exist, investigate before paying.

Payment Status

Checking Payment Status

  1. Open the posted invoice
  2. View Remaining Amount field:
  3. Full Amount = Unpaid
  4. $0.00 = Fully paid
  5. Partial Amount = Partially paid

Making Payments

See Payment Journals for paying vendor invoices.

Credit Memos (Corrections/Returns)

If vendor issues credit or you need to correct an invoice:

  1. Search for Purchase Credit Memos
  2. Create new credit memo
  3. Reference original invoice
  4. Post the credit memo
  5. Reduces amount owed to vendor

Note: Cannot delete posted invoices. Credit memos are proper way to make corrections.

Invoice Discrepancies

Amount Doesn't Match

  • Verify quantities and prices
  • Check for shipping charges
  • Look for taxes
  • Contact vendor if can't reconcile

Items Not Received

  • Don't post invoice until goods arrive
  • Or post invoice for received quantity only
  • Follow up with vendor on shortages

Wrong Items Received

  • Process return with vendor
  • May need credit memo
  • Don't pay until resolved

Duplicate Invoice Prevention

Before posting invoice, check: 1. Has this vendor invoice number been posted before? 2. Search posted invoices for vendor invoice no. 3. System may warn about duplicates 4. Verify with vendor if unsure

Best Practices

  • Post invoices promptly when received
  • Verify three-way match (PO, receipt, invoice)
  • Enter vendor invoice number accurately
  • Code expenses correctly for accounting
  • Watch for duplicate invoices from vendors
  • Verify math before posting
  • Set proper due dates to manage cash flow
  • Approve large invoices per company policy
  • File paper invoices for reference

Common Scenarios

Scenario: Standard Purchase

  1. Receive goods (post receipt)
  2. Vendor invoice arrives in mail
  3. Verify three-way match
  4. Post purchase invoice
  5. Pay on due date

Scenario: Service Invoice (No Receipt)

  1. Service is performed
  2. Vendor sends invoice
  3. Verify service was completed
  4. Post purchase invoice directly
  5. Pay according to terms

Scenario: Invoice Before Receipt

  1. Vendor invoice arrives early
  2. Wait to post until goods arrive
  3. Post as "Receive and Invoice" together
  4. Or post receipt, then invoice separately

Troubleshooting

Problem: Need to change posted invoice Solution: Cannot modify posted invoices. Create credit memo to reverse, then post corrected invoice.

Problem: Posted wrong account code Solution: Cannot change. May need credit memo and repost, or journal entry to correct. Contact accounting.

Problem: Vendor says we haven't paid Solution: Check posted invoice for payment entries. Show vendor proof of payment if paid.

Problem: Posted duplicate invoice Solution: Contact accounting immediately. May need credit memo to reverse.

Reports

Useful reports for managing vendor invoices: - Aged Accounts Payable - Shows unpaid invoices by age - Vendor - Balance to Date - Total owed to each vendor - Purchase Invoice List - All posted invoices