Creating Payable Invoices

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

Note:

Note

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 FinancialForce Accounting Help. Contact your administrator for assistance.

Classic Edition

To create a payable invoice in your current companyThe 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 panelPanels 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 dimensionsCustom 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 mappingMapping 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.

Extended Edition

To create a payable invoice in your current companyThe 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".