AP purchase invoice basics—Accounts Payable

AP purchase invoice page at a glance

The Transaction tab of a AP purchase invoice page.

The Supplier ID balance is the total amount you owe this supplier for all outstanding AP purchase invoices.
The AP purchase invoice summary bar shows key information about the AP purchase invoice, including the total for just this AP purchase invoice.
The AP purchase invoice number is the identifying number from the PO purchase invoice. Always enter a AP purchase invoice number so that you can easily locate the AP purchase invoice later and avoid duplicate AP purchase invoice entry.
You can add the PO purchase invoice and other supporting digital documents to an attachment and associate it with the AP purchase invoice.
Intacct automatically determines the Due date based on the AP purchase invoice date and the selected Term. This gives visibility to payment timing.
Each row in the Entries table shows the account, amount, and any tagged dimensions for each line item. You can expand a row by selecting it and selecting Show details.

See the AP purchase invoices field descriptions for detailed information on each field in the AP purchase invoices page.

Add a supplier

If you're adding an AP purchase invoice for a new supplier, you can add the supplier record directly from the AP purchase invoice page. Follow your company's business process for adding suppliers.

The page for adding a new AP purchase invoice.

Learn more about adding suppliers.

Attach the supplier invoice to the AP purchase invoice

In Intacct, an attachment is a group of one or more digital files associated with a transaction or record such as an AP purchase invoice or a supplier.

Each AP purchase invoice can be associated with one attachment. You can add multiple supplier invoices or other supporting document files to an AP purchase invoice's attachment. You can also share an attachment with more than one AP purchase invoice. If you do this, any changes you make to the attachment are reflected in all associated AP purchase invoices.

Attachments are stored in folders that are organized in a hierarchical structure. This means the folders can be stored in other folders, called subfolders, which in turn can be stored in subfolders, and so on. See your Intacct administrator for information on how your company's attachment folders related to AP purchase invoices are organized.

Subscription	Accounts Payable
User type	Business
Prerequisites	At least one attachment folder must exist.
Permissions	Accounts Payable AP purchase invoices: List, View, Add, Edit Company Attachments: List, View

To add a supplier invoice to an attachment:

If necessary, digitize the supplier invoice. For example, scan a hardcopy supplier invoice to create an electronic PDF file.
Go to Accounts Payable > All > AP purchase invoices.
Find the AP purchase invoice that you want to edit.
Select More actions > Edit at the end of the row.
In the AP purchase invoice page, select the dropdown arrow in the Attachment field and then select Add.

The Select Files to Attach window appears.
Enter a unique ID for the attachment.
If your company has set up attachment auto-numbering, the attachment ID is automatically populated.
Enter a Name to identify the attachment.
If you leave this field blank, Intacct automatically adds a name for the attachment based on the first file that you upload. You can change this name as needed.
Select the Folder to store your attachment.
Optionally, enter a Description of the attachment.
Do one of the following:
- Drag and drop one or more files from your desktop or file explorer into the Attach files section.
- Select Browse, then select one or more files to upload.
When you have finished adding files, select Save.

If necessary, digitize the supplier invoice. For example, scan a hardcopy supplier invoice to create an electronic PDF file.
Go to Accounts Payable > All > AP purchase invoices.
Select Edit next to the desired AP purchase invoice.
In the AP purchase invoice page, select the dropdown arrow in the Attachment field and then select Add.
The Select Files to Attach window appears.
Enter a unique ID for the attachment.
If your company has set up attachment auto-numbering, the attachment ID is automatically populated.
Enter a Name to identify the attachment.
If you leave this field blank, Intacct automatically adds a name for the attachment based on the first file that you upload. You can change this name as needed.
Select the Folder to store your attachment.
Optionally, enter a Description of the attachment.
Do one of the following:
- Drag and drop one or more files from your desktop or file explorer into the Attach files section.
- Select Browse, then select one or more files to upload.
When you have finished adding files, select Save.

Learn more about attachments.

Copy an AP purchase invoice

Save time entering a new AP purchase invoice by copying the details of an existing AP purchase invoice for the same supplier.

Subscription	Accounts Payable
User type	Business
Permissions	AP purchase invoices: List, View, Add, Edit

Go to Accounts Payable > All > AP purchase invoices.
Find the submitted AP purchase invoice that you want to copy.
Select the AP purchase invoice number to view AP purchase invoice detail.
Select Duplicate.

A copy of the AP purchase invoice opens in edit mode.
Edit the AP purchase invoice details as needed.

In most scenarios, you'll want to at least enter a unique AP purchase invoice number.
Select Draft, Submit, or Post to save the transaction.

Go to Accounts Payable > All > AP purchase invoices.
Select Edit or View next to the AP purchase invoice you want to copy.
Select Duplicate.
A copy of the AP purchase invoice opens in edit mode.
Edit the AP purchase invoice details as needed.

In most scenarios, you'll want to at least enter a unique AP purchase invoice number.
Select Draft, Submit, or Post to save the transaction.

Import AP purchase invoices

You can load many AP purchase invoices at one time into Intacct via a CSV import template. You can use any software that can save the data as CSV. The most commonly used software is Microsoft Excel.

An example of a CSV import.

The basic steps to import AP purchase invoices are as follows:

Download the import template from Intacct.
Using your spreadsheet software program (for example, in Excel), add the AP purchase invoice data to the template in the correct format and save the template as a CSV file.
Import the template into Intacct.

Additional resources

For information on the AP purchase invoices import template, see Import AP purchase invoices.
To see a demo of importing data and troubleshooting errors, watch the Import Journal Entries video.
If your company is subscribed to the Learning membership, see the Adding Data Using Imports On-demand training course.

Create a recurring AP purchase invoice

If you pay the same AP purchase invoice on a regular basis, such as a monthly rent AP purchase invoice, you can save time by having Intacct create the AP purchase invoice automatically for you.

Subscription	Accounts Payable
User type	Business
Permissions	Recurring AP purchase invoices: List, View, Add

Go to Accounts Payable > All > AP purchase invoices and select Add (circle) next to Recurring AP purchase invoices.
Enter the AP purchase invoice header and line item information. At a minimum, complete the required fields (indicated by a red asterisk). Additionally, the following fields can help you identify the recurring AP purchase invoice:
- AP purchase invoice sequence number.
  If Accounts Payable is configured to require AP purchase invoice numbers, you must enter a AP purchase invoice sequence number. Each recurrence of the AP purchase invoice automatically receives an incremented number from the defined sequence type. This number prints on the remittance stub, not on the cheque itself.
- Reference number.
  This is a number such as a purchase order or account number to use in searches or reports on this AP purchase invoice. This number shows on the GL Details report and prints on the cheque and supplier stubs.
See Field descriptions: Recurring AP purchase invoice page for information on each field.
Select the Schedule tab and enter the following information:
- Start date. This is the date the recurring AP purchase invoice should begin. For week, month, or year intervals, the start date drives both the start of the recurring schedule and when the schedule is repeated.
  For example, if the start date is on the 15th day of a month and Repeats = Months, the schedule will repeat on the 15th day of each calendar month. If the recurring schedule is set to repeat every week, the schedule will repeat every 7 days, starting on the 15th day of the month.
- Repeats, Every: how often the recurring AP purchase invoice should be created.
- Ends: when to stop the schedule.
Select Save. Intacct creates the first AP purchase invoice and sets the AP purchase invoice Date to the recurring schedule Start date.

Next steps

Best practice: When you receive the PO purchase invoice for each AP purchase invoice occurrence, edit the applicable AP purchase invoice to set the AP purchase invoice number to the PO purchase invoice number.
Monitor the Recurring transaction status report to verify the status of recurring AP purchase invoice generation. If an AP purchase invoice failed to generate, you can find error information in this report to help you resolve any issues.
Use the AP recurring report to track recurring AP purchase invoice information, including recurring payment details.

Learn more about creating a recurring AP purchase invoice.

AP purchase invoice states

State	Description
Draft	The AP purchase invoice was saved as a draft (preliminary version of the transaction). A Draft AP purchase invoice has no effect on the General Ledger. You can edit a draft transaction as applicable.
Posted	The AP purchase invoice posted to the General Ledger. If you have approvals enabled, the AP purchase invoice state is set to Posted after the last level approver approves the AP purchase invoice. See When you can edit unpaid AP purchase invoices for exceptions to edits in Posted AP purchase invoices.
Submitted	The AP purchase invoice was submitted for approval. Only applicable if your company has AP purchase invoice approvals enabled. Approvers can edit some details for a Submitted AP purchase invoice. If you need to make changes to a Submitted AP purchase invoice, you can either delete the AP purchase invoice and create a new one or wait for it to be approved or declined and then edit and resubmit it.
Partially approved	The AP purchase invoice was approved by at least one approver but is awaiting at least one additional approver. Only applicable if your company has AP purchase invoice approvals enabled. You can view the approval history on the AP purchase invoice's History tab.
Declined	The AP purchase invoice was declined at some point in the AP purchase invoice approval process. Only applicable if your company has AP purchase invoice approvals enabled. If necessary and the AP purchase invoice meets the applicable conditions, you can either delete the Declined AP purchase invoice or edit it and submit it for approval again.
Selected	The AP purchase invoice has been selected for payment but the payment has not been processed. A payment request exists that includes the AP purchase invoice. Complete the applicable payment method process to pay the AP purchase invoice. See Edit a paid AP purchase invoice for information on how to make changes to a Selected AP purchase invoice.
Paid	The AP purchase invoice was paid in full. Most information in Paid AP purchase invoices is restricted from edits. See Edit a paid AP purchase invoice for information on what kind of changes you can make to a Paid AP purchase invoice.
Partially paid	A payment was applied to the AP purchase invoice, but the payment amount was less than the total AP purchase invoice amount. The remaining balance for the AP purchase invoice is available to pay via the Pay AP purchase invoices page. Most information in Partially paid AP purchase invoices is restricted from edits. See Edit a paid AP purchase invoice for information on what kind of changes you can make to a Partially paid AP purchase invoice.
Reversed	The AP purchase invoice was reversed. Only applicable if your company has reversals enabled. You can only edit non-posting fields for a Reversed AP purchase invoice. You cannot reverse a Reversed AP purchase invoice. After reversing a AP purchase invoice, you typically create a new AP purchase invoice that contains the correct information. Learn more about reversing AP purchase invoices.
Reversal	The AP purchase invoice was created when the source AP purchase invoice was reversed. It contains the reversal entry for the Reversed AP purchase invoice. The Reversed and Reversal AP purchase invoices are retained for audit purposes. Only applicable if your company has reversals enabled. For example, if the source Reversed AP purchase invoice had a line item for 100.00, the Reversal AP purchase invoice will have a line item for -100.00. The Reversal AP purchase invoice also has "Reversed -" inserted before the AP purchase invoice number.
No value	The AP purchase invoice has positive and negative line items that net to 0.00. This AP purchase invoice will remain in this state and will not be available in Pay AP purchase invoices. You can reverse the AP purchase invoice if your company has reversals enabled. The best practice for documenting AP purchase invoices with zero total value is to create a AP purchase invoice that contains the positive line items and create an adjustment that contains the negative line items.

Learn more about AP purchase invoices and Accounts Payable

See the Pay AP purchase invoices basics page get started paying AP purchase invoices.
Check out the Use Accounts Payable page for links to many popular topics.
Search the Help Center to find information on particular subjects.

AP purchase invoice basics—Accounts Payable

Basic workflow

Video: Add an AP purchase invoice

Training

Understand the basics