Save time entering AP supplier invoices

Make AP supplier 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 supplier invoices from the same supplier.

Use AP Automation to automatically create drafts

Skip data entry by having Sage Intacct create draft AP supplier invoices for you, from AP supplier invoice documents that you forward by email or upload directly. After the draft AP supplier 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 supplier 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 supplier invoice, automatically.

In Configure Accounts Payable, under Screen Settings, select Autofill supplier information in the next transaction during multi-AP supplier 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 supplier 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 supplier 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 supplier invoice attachments appear alongside AP supplier invoice details. Optionally, you can have attachments open by default when you view an AP supplier invoice.

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

Populate using details from the last AP supplier invoice

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

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

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

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

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

Duplicate an existing AP supplier invoice

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

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

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

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

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

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

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

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

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

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

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

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

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