What is a Payable Invoice?

A payable invoice is your record of the sales invoiceA commercial document issued by a seller to a buyer, indicating the products, quantities and agreed prices for goods or services that have already been provided. You issue sales invoices and receive payable/purchase invoices. issued by a vendorPerson or company that sells goods or services to your organization. to show evidence of the payable transaction. You can enter the information provided on your vendor's invoice including the products, quantities and agreed prices for goods or services that have been provided. A payable invoice calculates when payment is due using the credit termsSet 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. agreed with the vendor.

The Payable Invoices tab displays a home page that lets you quickly create and locate payable invoices. You can also sort and filter your payable invoices using standard or custom list viewsGive you instant access to specific sets of data. In addition to using existing views, you can create custom list views for the items most relevant to you.. In addition, this tab lets you view and edit detailed information on each payable invoice.

Status	Description
In Progress	The document has been saved but has not been posted. A document that is in progress may or may not have associated document line items. You can edit or discard a document that is in progress.
Ready to Post	The document has been saved and is ready to post. The reasons why the app might set a document to this status vary by document type, but it could be because it has more than 80 lines, or perhaps more than one document was selected for posting on a list view. Documents in this state are posted in the background by a scheduled job. You cannot edit, discard, manually post or print a document when it is in this status. You can print preview and edit custom fields only.
Complete	The document has been posted. A complete document must have associated document line items. Once a document is complete, you cannot repost or discard it. You can only edit a limited set of fields on a complete document.
Discarding	The document is in the process of being discarded.
Discarded	The document is no longer required. A discarded document retains its document number and header details, but its line items are deleted. The user must provide a discard reason. This is stored with the record for auditing purposes. Once a document has been discarded, you cannot edit it.

The Payable Invoice object is a company-owned objectCustom object that only exists within the context of a specific company.. New documents are assigned to the company queueA location within the underlying Salesforce platform used to represent a company. When you activate a new company, a corresponding company queue is created. that represents 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..

Settlement Discounts

Potential settlement discounts and dates are calculated when you post a payable invoice.

The discounts are calculated in both account and document currency using the document date and the credit terms of the current company. The discount dates and amounts are stored on the transaction for use in cash matching or payments and when printing the document.

Prepaid Expenses

Prepaid expenses are future expenses that are paid in advance.

The Prepaid Expenses feature is used to generate a series of journals to spread payable invoice expenses marked as prepaid using the "Prepaid Expense" flag, across future financial periods.

Reverse Charge Tax

If you want to account for VAT using the reverse charge or tax shift procedure, click the Reverse Charge checkbox on the relevant product or expense line. This will activate two additional fields that enable you record an output tax code and value. This will create both an output and an input tax line when posted.

If the Reverse Charge checkbox is not available on the product and expense lines, it means that the Enable Place of Supply Rules setting has not been selected on the current company. Select Enable Reverse Charge on the payable invoice header so that you can enter reverse charge values. In these circumstances, place of supply rules are not taken into account and none of the output tax fields are pre-populated.

Approval

This feature is not part of the base FinancialForce Accounting package, your administratorOne or more individuals in your organization who can configure and customize the application. Users assigned the System Administrator profile have administrator privileges. must install and configure an extension package to enable it.

It is possible to prevent the posting of payable invoices by enabling payable invoice approval in your organization. This feature is controlled by a custom setting. Your administrator will configure this for you where appropriate.

Once enabled, you must select the document's Approved checkbox to allow it to be posted. The location of this checkbox is dependent on how your organization is configured. Contact your administrator for more details.

Payment Status

The payment status is displayed on the document's detail page once the document has been posted.

Status	Description
Unpaid	No part of this document has been paid.
Part Paid	Some of the original value of this document has been paid.
Paid	This document has been paid in full.