A/P Invoices

The A/P Invoices list displays all accounts payable invoices in the system. Each A/P invoice tracks amounts owed to a vendor for goods or services received. A/P invoices are typically created from a confirmed Goods Receipt — the receipt’s lines and quantities feed the invoice — or stand alone for service-only billing.

Accessing the Page

Navigate to Finance → Accounts Payable → A/P Invoices in the sidebar, or go to /finance/ap/invoices.

List Columns

Column	Default Visible	Sortable	Description
Doc #	Yes	Yes	System-assigned document number
Date	Yes	Yes	Document date
Due Date	Yes	Yes	Payment due date
Status	Yes	Yes	Status badge
Vendor	Yes	Yes	Business partner name
Total	Yes	Yes	Grand total amount
Balance Due	Yes	Yes	Remaining unpaid balance

Status Values

graph LR
    DRAFT -->|Post| POSTED
    POSTED -->|Partial payment| PARTIALLY_PAID
    POSTED -->|Full payment| PAID
    POSTED -->|Credit memo applied| PARTIALLY_CREDITED
    POSTED -->|Fully credited| CREDITED
    POSTED -->|Cancel| CANCELLED
    PARTIALLY_PAID -->|Full payment| PAID
    PAID --> CLOSED

Status	Description
Draft	Invoice is being prepared; not yet posted
Posted	Invoice is posted; vendor exposure is recognized
Partially Paid	One or more vendor payments have been applied but the balance is not zero
Paid	The balance is fully settled
Partially Credited	An A/P Credit Memo has offset part of the invoice
Credited	The invoice has been fully offset by credit memos
Closed	The invoice is fully settled
Cancelled	The invoice has been cancelled

Filtering

Filter	Type	Description
Search	Free text	Searches by document number or vendor name
Status	Select	Filter by status
Date From / To	Date	Document-date range

Sorting & Pagination

Default sort: Created date descending. Load More pattern with 20 records per load.

Actions

Page Actions

Action	Description	Permission
New from Goods Receipt	Pick a confirmed Goods Receipt; the invoice pre-fills from its lines, with line-level source tracking	canCreateAPInvoice
New Invoice	Standalone create — no source document	canCreateAPInvoice

Row Actions

Action	Description	Permission
View	Open the A/P Invoice detail page	Any
Edit	Edit a Draft invoice	canEditAPInvoice
Post	Transition Draft → Posted	canPostAPInvoice
Cancel	Cancel the invoice (reason required when cancelling from Posted)	canPostAPInvoice
Pay	Open the Vendor Payment form with this invoice pre-selected for application	canCreateVendorPayment
Duplicate	Create a new Draft copy	canCreateAPInvoice
Delete	Permanently delete — Draft only	canDeleteAPInvoice

Detail Page

• Header — Document Number, Date, Reference, Remarks, Due Date.
• Parties — Vendor (linked to BP), Contact, Billing Address, Shipping Address.
• Commercial — Currency, Payment Terms, Price List.
• Lines — Item, Description, Quantity, Unit Price, Discount, Tax Category, Tax Amount, Line Total. Each line carries source-tracking against the Goods Receipt line so received and invoiced quantities reconcile.
• Totals — Subtotal, Discount %, Tax, Grand Total, Balance Due.
• Source Document — When created from a Goods Receipt, the source receipt’s type, number, and link are displayed.
• Settlements — Applied vendor payments and applied A/P Credit Memos are listed with amounts and links to the source documents.
• Stocked-item invoices must originate from a Goods Receipt before posting.

Notes

• A/P Invoices created from a Goods Receipt show a source-document badge on the detail page linking back to the receipt. The receipt’s open quantity per line is reduced as the invoice is posted.
• Only Draft A/P Invoices can be deleted. Posted invoices must be cancelled.
• Vendor payments and A/P Credit Memos applied against an A/P Invoice drive its status from Posted → Partially Paid → Paid and Posted → Partially Credited → Credited respectively. Cancelling a payment or credit memo recomputes the invoice status.
• Multi-currency support tracks the document currency on the invoice; in single-currency tenants the currency field is hidden.

Common tasks

1. Open the page from the sidebar under Finance → Accounts Payable.
2. Click New from Goods Receipt to create the invoice from a confirmed receipt.
3. Verify line quantities and totals against the vendor’s invoice document.
4. Post to recognize the vendor exposure; later, record a vendor payment via Payments to Vendors to settle the balance.

Related Pages

• A/P Credit Memos — Vendor credit memos applied against A/P Invoices
• A/P Reserve Invoices — Provisional vendor invoices created from Goods Receipts ahead of the final vendor invoice
• Payments to Vendors — Record vendor payments and apply them to open A/P documents
• Goods Receipts — Source receipts for A/P Invoices