Enter a vendor invoice

Record a bill from a supplier. Entering an invoice debits the appropriation (expense) account and credits the A/P accrual account. Cash isn't touched until you pay it.

Where: Accounts Payable → Vendor Invoices

Before you start

- The vendor should exist — see Add or edit a vendor. (You can also add one on the fly — see step 3.)
- Entering bills dated before your startup cut-off? Use Enter starting/historical invoices instead.

Steps

1. Open Accounts Payable → Vendor Invoices.

> Screenshot: The Vendor Invoices screen in the A/P module. (source: image10.png)

2. Click Add to start a new invoice. You're now in Add mode.
3. Select the vendor: click the down arrow above the gray address box and pick the vendor's name.
- Vendor not listed? Click Cancel, then double-click the blank field next to "Add Mode." This lets you add the new supplier right here (a "drill-down") without closing the invoice screen. Click Close on the ribbon when done to return to the invoice.

> Screenshot: Adding a vendor on the fly from invoice entry. (source: image11.png)

4. Once the vendor is selected, their address and default accounts fill in automatically.

> Screenshot: Invoice with vendor address and defaults populated. (source: image12.jpg)

5. Fill in the invoice header:
- Invoice number — the vendor's invoice number (shows on most reports).
- Voucher number — fills in automatically and increments (e.g., `2022-6` → `2022-7`). You can change it; it'll still increment correctly.
- Ref # — the Abstract number or your own reference (optional).
6. Enter the line item(s). You can split the charge across multiple accounts and funds — Enhanced allows crossing funds on one invoice. As you enter each appropriation account, Enhanced automatically assigns the matching A/P accrual account (e.g., `600.1`) — don't change or delete it; Enhanced uses it to post to each fund.

> Screenshot: Entering / splitting invoice line items across accounts. (source: image14.jpg)

7. Click the Save (disk) icon on the ribbon after each invoice.
8. When asked whether to move temporary transaction files to the master tables, say yes. Saving as you go is the most reliable way to keep your files current.

Two dates that matter

- Invoice Date decides which accounting period the liability posts to (appropriation and A/P). It also drives which period the invoice shows on the Abstract of Vouchers. Both the invoice date and date received appear on abstract and aging reports.
- Check Date (set later, at payment) decides which period cash is credited.

Tips

- After a batch, click Display all invoices entered in this session (bottom-left) to list every vendor, invoice #, amount, voucher #, and the batch total. Print it for your records if you like.
- The accounting, in one line: entering an invoice → debit expense, credit A/P. Paying it → debit A/P, credit cash (on the check date).

→ Next step: Need to fix one? Correct a vendor invoice. Ready to pay? Pay vendors by check or by ACH.