Save time entering AP purchase invoices

Make AP purchase invoice entry more efficient by doing the following:

  • Customize your setup to match the way that you work.

  • Use the autofill and duplicate options to create similar AP purchase invoices from the same supplier.

Use AP Automation to automatically create drafts

Skip data entry by having Sage Intacct create draft AP purchase invoices for you, from AP purchase invoice documents that you forward by email or upload directly. After the draft AP purchase invoices are created, all you need to do is review them, update coding details if needed, and then post or submit.

Contact your Sage Intacct account manager or Channel Executive to learn about enabling AP Automation.

Customize your configuration and preferences

Do you regularly enter a batch of AP purchase invoices from a single supplier all at once, using the Submit & new or Post & new buttons? If so, you can configure Intacct to copy the supplier name to the next AP purchase invoice, automatically.

In Configure Accounts Payable, under Screen Settings, select Autofill supplier information in the next transaction during multi-AP purchase invoice and multi-adjustment entry.

You need admin privileges to make this change. The setting must be set from the top level and affects all users in all entities. Learn more about screen settings in Configure Accounts Payable.

Did you enable the ability to override the GL posting date when entering an AP purchase invoice? If so, you can also configure the GL posting date to autofill with the transaction date.

In Configure Accounts Payable, under Screen Settings, select Autofill the GL posting date with the transaction date.

You need admin privileges to make this change. The setting must be set from the top level and affects all users in all entities. Learn more about screen settings in Configure Accounts Payable.

You can edit the line item layout for the AP purchase invoice entry form to:

  • Change the order of fields to reflect the order you use.
  • Add the dimensions and custom fields that you often enter.
  • Move fields that you do not use, so that they are only visible when you select Show details.
You need admin privileges to edit the layout. The changes you make affect all users within the entity where you make the change. Learn more about how to customize the layout.

Set your user preferences so that AP purchase invoice attachments appear alongside AP purchase invoice details. Optionally, you can have attachments open by default when you view an AP purchase invoice.

This change only affects your experience. Learn how to personalize the split view settings.

Populate using details from the last AP purchase invoice

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

  1. Go to Accounts Payable > All and select Add (circle) next to AP purchase invoices.

  2. Enter a Date.
  3. Select a Supplier.
  4. Select Populate from last AP purchase invoice to default AP purchase invoice information from the most recently created AP purchase invoice for this supplier.
  5. Enter a unique AP purchase invoice number.
  6. If the original AP purchase invoice included attachments, update Attachment.

    Remove attachments that do not apply to the new AP purchase invoice and upload new attachments, as needed.

  7. Edit the remaining AP purchase invoice details as needed.
  8. Select Draft, Submit, or Post to save the transaction.

Duplicate an existing AP purchase invoice

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

  1. Go to Accounts Payable > All > AP purchase invoices.

  2. Find the AP purchase invoice that you want to copy.
  3. Select the AP purchase invoice number to view AP purchase invoice detail.
  4. Select Duplicate.

    A copy of the AP purchase invoice opens in edit mode.

  5. Enter a unique AP purchase invoice number.
  6. If the original AP purchase invoice included attachments, update Attachment.

    Remove attachments that do not apply to the new AP purchase invoice and upload new attachments, as needed.

  7. Edit the remaining AP purchase invoice details as needed.
  8. Select Draft, Submit, or Post to save the transaction.

  1. Go to Accounts Payable > All > AP purchase invoices.

  2. Select View next to the AP purchase invoice you want to duplicate.
  3. Select Duplicate.

    A copy of the AP purchase invoice opens in edit mode.

  4. Enter a unique AP purchase invoice number.
  5. If the original AP purchase invoice included attachments, update Attachment.

    Remove attachments that do not apply to the new AP purchase invoice and upload new attachments, as needed.

  6. Edit the remaining AP purchase invoice details as needed.
  7. Select Draft, Submit, or Post to save the transaction.