Posting Payable Invoices

You can post payable invoices in one of the following ways:

  • Post a single payable invoice using the Post button on the payable invoice detail page
  • Post multiple payable invoices from the list page, either immediately or later as a batch job using the Background Posting Scheduler
  • Post multiple payable invoices via Datastream using the Trigger Posting feature

For more information about posting payable invoices, see How Payable Invoices are Posted.

Posting Multiple Payable Invoices

You can post multiple payable invoices immediately if they belong to the same company.

To post multiple payable invoices immediately using Lightning:

  1. Click the Payable Invoices tab.
  2. Select 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 the payable invoices that you want to post.
  4. Click Post. The window for posting payable invoices displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  5. Check your selection and click Post Now. The status of each selected invoice changes to "Ready to Post" before they are posted.

You can post multiple payable invoices as a batch job using the Background Posting Scheduler. This also enables you to post multiple payable invoices that belong to more than one company.

To post multiple payable invoices as a batch job using Lightning:

  1. Click the Payable Invoices tab.
  2. Select 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 the payable invoices that you want to post.
  4. Click Post. The window for posting multiple payable invoices displays. If this button is not available, contact your administrator, or see the Salesforce Help for more information about adding buttons to list views.
  5. Check your selection and click Prepare Background Post. The status of each selected invoice changes to "Ready to Post" and they are batched up for posting.
  6. Do one of the following:
  • If you have already scheduled a posting job using the Background Posting Scheduler, wait for the next scheduled job to run.
  • If you do not have a posting job scheduled, click Run Now in the Background Posting Scheduler tab.

The Background Posting Scheduler posts the payable invoices you selected.

If any of the documents cannot be posted, check and correct the errors in the process logs of the related process run record. For more information, see Process Runs.

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:

  1. Create the source data in a spreadsheet. If you are importing multiple documents, we recommend using the Batching feature of Datastream. For more information and examples, see Creating a Source Data Spreadsheet to Use with Datastream.
  2. Paste the spreadsheet data into the Foundations Datastream page. For more information, see Using Datastream.
  3. Click Save. Datastream displays the newly imported documents, including their new record IDs.
  1. In the Foundations Datastream tab, copy the record IDs of the documents you have imported.
  2. Return to the spreadsheet and replace the existing values in the ID column with the record IDs you have copied from Datastream.
  1. Create a new column in the spreadsheet called Trigger Posting.
  2. In the Trigger Posting column, specify a trigger-posting method for each of the documents that you want to post by entering one of the following values: Synchronous or Asynchronous.
Note:

We recommend using the Synchronous method, unless you want to post a large document containing many lines, which requires Asynchronous posting.

  1. Return to the Foundations Datastream tab.
  2. Click Clear.
  3. Paste the updated spreadsheet data.
  4. Ensure that the Trigger Posting column shows the values you specified.
  5. Click Save.

If a trigger-posting job is successful:

  • The document's Trigger Posting field displays the value you specified.
  • The document's status changes to "Complete".

If a trigger-posting job is unsuccessful:

  • The document's Trigger Posting field remains blank.
  • The document's Trigger Posting Error field displays the error that occurred during the trigger-posting.
  • The document's status remains "In Progress".

If a single document in a trigger-posting job causes an error, the whole job is canceled. Do the following:

  1. Open the list page for the document type that you trigger-posted.
  2. Check the Trigger Posting Error fields of the documents that you trigger-posted.
  3. Identify the document that caused the error and interrupted the trigger-posting job. If an error occurred while trigger-posting multiple documents:
    • One of the documents displays a message about the error that interrupted the trigger-posting job.
    • The remaining documents display a message that the document could not be trigger-posted because an error occurred when trigger-posting another document at the same time.
  4. Fix the error that interrupted the trigger-posting job.
  5. Repeat the steps in section Re-import New Document Records using Datastream to trigger-post the documents again. If necessary, repeat all the steps in this section, identifying any further errors that might interrupt the trigger-posting job.