Add Standard Invoices in Payables

Standard invoices bring together the products and services your clients receive into one clear, professional statement and are essential for paying bills and maintaining an accurate picture of your organization's financial health. Use standard invoices to manage bills and payments, and set business rules that require approval before paying or posting.

Tip: To save time and increase efficiency around data entry, select Settings, Import, Payables to create new invoice records using a .csv, .xls, or .xlsx file. You can download initial templates, add invoice details, upload, and import.

1. From Payables, Invoices, under Standard, select Add.

2. Under General, enter details, including vendor, invoice number, post status, amount, and approval status.

3. Under Distributions, enter invoice distribution details.

4. Select an interfund set to balance accounts if the debit and credit accounts aren’t in the same fund.

5. Determine whether to distribute discounts to invoice expense accounts instead of the default discount account.

6. Under Payment details, decide on a payment schedule and select a payment method, such as bank draft or credit card.

   • For Remit to, select the vendor address who receives the payment.

   • For Paid from, select the bank account that sends the payment.

   • When you select to hold payment, the payment hold displays on the invoice record.

   • When you choose to create a separate payment, the invoice is sent as a single payment to the vendor.

7. Under 1099s, if this invoice is associated with a 1099 vendor, enter relevant details.

8. Under Credit memos, enter applicable credit memo details.

9. Under Discounts, enter a percent or amount if the vendor offers a reduction for early payment.

   Enter an expiration date as the last date a payment must be received in order to qualify for a discount.

10. Add custom fields and attachments as necessary.

11. Select Save or Save and new to add another invoice.

Copy Previous Invoice

Copying previous invoices is helpful if you create numerous, similar invoices for a vendor. This saves time and promotes a more efficient workflow.

When adding a new invoice, the last three invoices for a vendor display after you enter the vendor name. If you don't see the invoice you want to copy, you can quickly search. For convenience, search the description, amount, invoice date, or invoice number.

After you copy, you can add additional info, such as 1099 and discount details.

Warning: The invoice date, due date, and invoice number details don't copy from the previous invoice.