Creating Payable Invoices

You can create a payable invoice from the payable invoices home page.

Notes:
  • [Lightning Experience Only]
    • Single-company mode: When you have one current company selected, you do not need to specify a company when creating a payable invoice for the currently selected company.
    • Multi-company mode: When you have more than one current company selected, you can create a payable invoice for any of the selected companies. You do not need to change the current company.

      Administrators can create payable invoices for any of their user companies, regardless of their current company selection.
      You must always specify a company when creating a payable invoice in multi-company mode. For more information, see What is Multi-company Mode?.

  • If you specify multi-account credit terms on a related multiple companies account config record and select the Use Multiple Companies Configuration field in the Accounting Settings custom setting:

    1. The multi-account credit terms are used instead of the related account's credit terms.
    2. The discounts and due dates are calculated based on the multi-account credit terms.
  • If custom input forms have been enabled in your organization, how you create, edit and view documents might differ from what is described in the Accounting Help. Contact your administrator for assistance.
  • If PSA – Accounting Connector is installed in your org, you can also create payable invoices from vendor invoices and expense reports in PSA. For more information, see Vendor Invoices to Payable Invoices or Credit Notes and Expense Reports to Payable Invoices or Credit Notes.
  • If Order and Inventory Management – FinancialForce Connector is installed in your org, you can also create payable invoices from AP vouchers in Order and Inventory Management. For more information, see AP Vouchers to Payable Invoices.

In this topic you must choose your edition of our application. If you are unsure, contact your administrator.

To create a payable invoice in your current companyClosed The company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned. using Lightning:

  1. Click the Payable Invoices tab.
  2. Click New. The New Payable Invoice window displays.
  3. In the Account field, specify the account for which you want to create the payable invoice.
  4. In the Vendor Invoice Number field, enter the invoice number shown on the vendor's invoice.
  5. Make sure the dates in the Invoice Date and Registered Date fields are correct. These fields show the current date by default.
  6. [Optional] Complete any remaining fields. For details of other fields, see Payable Invoice Fields.
  7. Click Save.
Notes:
  • A saved invoice has an initial status of "In Progress" and is allocated an invoice number.
  • If the selected Account has no associated currency, you must enter an account currency in the Invoice Currency field.
  • When creating a new payable invoice, or editing, or amending the dimension fields, you can assign a dimension only when the period start date and end date of that payable invoice are within the posting effective dates of that dimension. For more information, see Managing Analysis Dimensions.

Once you have created the payable invoice, the next step is to add one or more expense or product lines, as described in Payable Invoice Line Items. When the invoice is ready to go, you can post it by clicking Post. A posted invoice has a status of "Complete". For more information, see Posting Payable Invoices.

We do not recommend changing a default value if it is applicable to the line item that you want to add or edit.

You can view all the details of a payable invoice in the Details tab. To see the payable invoice's related lists, click the Related tab. Use the Expense Lines and Product Lines tabs to add expense and product lines, respectively. For more information on how to add payable invoice lines, see Payable Invoice Line Items.

To create a payable invoice in your current companyClosed The company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned.:

  1. Click the Payable Invoices tab.
  2. Click New next to Recent Payable Invoices on the home page.
  3. Specify the vendor account for which you want to create a payable invoice. Click the lookup icon to search for an account. Selected vendor details are displayed for reference.
  4. If you want to analyze the selected vendor account, click the expander icon to show an expander panelClosed Panels that are initially hidden when the page is loaded. They allow you to enter, and subsequently view, additional attributes of the related field or line item, such as further analysis or a line description.. When you have provided the required analysis dimensionsClosed Custom objects that allow you to analyze the activity in your business in additional ways, such as by cost center, project, employee, or any other business entity important to you., click the icon again to hide the panel. Any custom fields that have been set up for sub-analysis mappingClosed Mapping of custom fields at header and line level for the purpose of profitability reporting. are displayed immediately below the Dimension analysis fields.
  5. Enter the header details in the Payable Invoice Detail section. See Payable Invoice Fields for a description of the standard fields that make up a payable invoice.

    You can change the invoice currency up until the time that you add your first expense or product line item. If you do, remember to click Apply to confirm the change.

  6. Add one or more line items in the Expense Lines or Product Lines sections, as described in Payable Invoice Line Items.
  7. Make sure that the Invoice Total in the Summary section matches the Vendor Invoice Total in the Payable Invoice Detail section. If the invoice totals do not balance, you will not be able to save the payable invoice.
  8. Click Save. A saved invoice has an initial status of "In Progress" and is allocated an invoice number. You can also click Save & New to save the changes to the current invoice and create another.
  9. When the payable invoice is ready to go, click Post. A posted invoice has a status of "Complete". Instead of clicking Save and then Post separately, you can click Save & Post to perform both actions together.

To create a payable invoice in your current companyClosed The company in which you are working. This is represented by the company queue to which you, and new instances of objects you create, are assigned.:

  1. Click the Payable Invoices tab.
  2. Click New next to Recent Payable Invoices on the home page.
  3. Specify the customer account for which you want to create an invoice. Click the lookup icon to search for an account.
  4. If you want to copy the details from the selected account, leave the Copy Account Values checkbox selected. To provide custom account details, deselect the checkbox. The fields are populated on save.
  5. Leave the remaining checkboxes on the page selected to automatically derive other information such as a due date and an invoice currency. See Payable Invoice Fields for a description of the standard fields that make up an invoice.
  6. [Optional] Deselect selected checkboxes to provide custom data for this invoice.
  7. Click Save to save the invoice or Cancel to abort. A saved invoice has an initial status of "In Progress" and is allocated an invoice number.
  8. Add one or more payable invoice or expense line items, as described in Payable Invoice Line Items .
  9. When the invoice is ready to go, click Post A posted invoice has a status of "Complete".