Posting Payable Invoices

The Post button on the payable invoice detail page allows you to post an "In Progress" payable invoice. In Classic Edition The view of the application that you see when you first install the base managed package., the Save & Post button first saves the document then posts it in the same way as if you had clicked the Save and Post buttons separately.

Notes: If there are unsaved changes, a dialog box displays, and you can select from the following:

• Select Continue Editing to continue to edit the payable invoice expense and product lines.

• Select Discard and Continue to discard the unsaved changes and continue to post the payable invoice.

• Select Save and Continue to save the existing changes and continue to post the payable invoice.

In some situations, the posting isn't immediate. The document is set to "Ready to Post" and it is batched up for posting by a scheduled job. A "Ready to Post" document cannot be amended, discarded, printed, or manually posted.

For more information about:

• Setting up the scheduled job, see Setting up the Background Posting Scheduler.
• Posting documents asynchronously using Background Posting Scheduler, see About the Background Posting Scheduler.

Payable invoices are batched up for posting by a scheduled job in the following situations:

• When the payable invoice exceeds the lines threshold set for payable invoices in the Accounting Settings custom setting.
• When the payable invoice has its tax value calculated by AvaTax.
• When you post payable invoices from a list view.

When a payable invoice is posted, two or more transaction line items are posted to your current company's general ledger and the payable invoice is assigned a transaction number. The sum of these transaction line items is zero in document, home and dual currency.

The potential settlement discounts and dates are calculated using the document date and the vendor's credit terms Set of terms used to determine due dates and discounts for the goods and services bought or sold. Terms can be set at account level for vendors and/or company level for customers.. The discount information is stored on the transaction for use according to the payment date set in Payments or according to the discount date set in Cash Matching.

The posted payable invoice is now "Complete" and you can no longer discard it or add new lines to it.

Notes

• [Lightning Experience Only]

  • Single-company mode: When you have one current company selected, you do not need to specify a company when posting a payable invoice for the currently selected company.
  • Multi-company mode: When you have more than one current company selected, you can post a payable invoice for any of the selected companies. You do not need to change the current company.
    
    Administrators can post payable invoices for any of their user companies, regardless of their current company selection.
• You can only post a payable invoice if the following conditions are met:
  • The payable invoice has a status of "In Progress".
  • The payable invoice contains at least one line.
  • The relevant vendor account has an account trading currency and an accounts payable control account associated with it. Also, all the related products have appropriate payable analysis accounts assigned to them.
• If the payable invoice was created from an intercompany transfer Object used as a staging location for data used when transferring costs to other companies in the same organization., the account line on the transaction will use the accounts payable GLA from the related intercompany definition Defines the intercompany control accounts to use when transferring costs between companies in the same organization. not the accounts payable GLA from the account. This is so that you can use the same vendor account with many companies and each one can have its own set of control accounts.
• Do not post any documents to a period that is being revalued. Wait for the whole currency revaluation process and all related batch jobs to complete before continuing to post documents.

To post a payable invoice using Lightning:

1. Click the Payable Invoices tab.
2. From the list view, click the payable invoice that you want to post.
3. On the payable invoice's detail page, click Post. The Post Payable Invoice window displays.
4. Click Post.

Posting Multiple Payable Invoices

Note: Posting multiple payable invoices is not supported for Lightning Experience.

To post multiple payable invoices:

1. Click the Payable Invoices tab.
2. Choose a predefined view from the drop-down list to select the records to display. Alternatively, you can select Create New View to define your own list view.
3. Use the checkboxes on the left to select one or more payable invoices that you want to post.
4. Click Post. If you don't see this button, contact your administrator.

The status of each selected invoice becomes "Ready to Post" and they are batched up for posting by a scheduled job.

If you do not want to wait for the next scheduled job you can click Background Post to start the Background Posting Scheduler immediately. This button is only available if you have been given the necessary permissions for Background Posting.

Trigger-Posting Payable Invoices using Datastream

The Trigger Posting feature enables you to automatically post a document either synchronously or asynchronously by updating its header using Datastream.

Note:

• Read Trigger-Posting Documents for some very important preparation notes and prerequisites.

• Before you use the Trigger Posting feature, we recommend enabling it in the Feature Console to automatically add the Trigger Posting and Trigger Posting Error fields to the related page layouts. If you use other page layouts, you must add these fields manually. For more information, see Enabling the Trigger Posting of Documents Feature.

To trigger-post documents using Datastream: