How Payable Invoices are Posted

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.

You can also post multiple payable invoices from the list page. For more information, seePosting Payable Invoices.

Background Posting

In some situations, the posting is not 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.

Standard Posting

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.

• If you specify the accounts payable GLA on a related multiple companies account config record, this GLA is then used instead of the related account record's accounts payable GLA. When posting a payable document, the information on the related multiple companies account config record is also used on the document's transaction line items of the "Account" type. For more information, see Multiple Companies Configuration Overview

• 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.
• 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.