AP Transactions

Overview

AP Transactions

All payment transactions for vendor products and services can be performed from within the Accounting Menu.

AP Transactions Include:

AP Invoices: Invoices received from vendors for payment of goods/services
AP Payment Batches: A batch that contains a group of invoices that are ready to be paid (can include invoices for multiple vendors)
AP Run Batches: A batch that contains a group of payment batches that once posted, will officially flag each invoice as paid (checks will now be available for printing)
AP Credits: Against Invoice or On Account credits applied to vendor invoices to diminish the liability owed

AP Payment Process:

1. Create and post AP Invoice(s)
2. Create and post an AP Payment Batch
3. Create and post an AP Run Batch
4. Print checks (if applicable)

AP Invoices

Creating and Posting an AP Invoice

1. Go to the Accounting Menu and click on the AP Invoices Sub-Menu

2. Click on the New AP Invoice Button, then begin filling in the AP Invoice form

Note:-> Invoice Classes: An invoice's class can either be designated by one "Invoice Level" class, or by multiple distinct classes such as: Service, Freight, Tax, Merchandise or Misc. Charge
-> Misc. Discounts (-Neg): Represent discounts applied to an invoice that are then deducted from the Total Invoice $ Amt
-> PO Variances: Represents a discrepancy between the PO's cost and the invoice cost of an item or service

Invoices Without POs:
3. Click on the Close & Flag to Post Button

4. Click on the Post Button to finalize the posting

Invoices With POs:
3. Click on the Save Button

4. Distribute payment for each line of the invoice that is to be paid

Create Payment for This PO Line (applying payment for a specific PO Line):

Step 1: Click on the Create Payment for This PO Line Icon next to the PO Line to be paid
Step 2: Enter the # of units to pay, and the cost per unit
Step 3: Click on the Add/Update Button

Pay All (applying payment for all PO Lines within the invoice):

Step 1: Click on the Pay All Button

5. Click on the Header Button

6. Click on the Close and Flag to Post Button

7. Click on the Post Button to finalize the posting

Note:
→ Purchase orders received in full will be marked as paid once one or more invoices are posted, that "pay" what has been received in full
→ Partially received purchase orders that have one or more invoices posted, that "pay" what has been received thus far in full, will automatically cancel unreceived quantities and close out the PO, marking it as paid.

Editing an AP Invoice
Note: Only AP Invoices that are open and not posted can be edited

1. Click on the Edit Invoice Icon (Pencil)

If Closed:

2. Click on the Re-Open Button to re-open the AP Invoice.

3. Click on the Save & Details Button and make any necessary changes to the details of the AP Invoice

Deleting an Invoice Line (Reverses the distribution made to that particular PO Line):
Step 1: Click on the Delete Invoice Line Icon (X) next to the PO Line to reverse the distribution associated with it

Editing a Line:
Step 1: Click on the Edit Line Icon (Pencil)
Step 2: Make Any necessary changes to the amount and/or description for that line
Step 3: Click on the Add/Update Button

4. Click on the Header Button and make changes to the header of the AP Invoice as necessary

5. Click on the Close & Flag to Post Button to close the AP Invoice and prepare it for posting

Note:-> Once Posted, AP Invoices cannot be edited or canceled
-> AP Invoices will only post successfully if their post date matches the end of day cutoff date
-> Any AP Invoices left open/in progress will prevent the end of day process from automatically moving forward during the night

If Open:

2. Adjust the header information as necessary.

3. Click on the Save & Details Button to make changes to the details of the AP Invoice

Deleting an Invoice Line (Reverses the distribution made to that particular PO Line):
Step 1: Click on the Delete Invoice Line Icon (X) next to the PO Line to reverse the distribution associated with it

Editing a Line:
Step 1: Click on the Edit Line Icon (Pencil)
Step 2: Make Any necessary changes to the amount and/or description for that line
Step 3: Click on the Add/Update Button

4. Click on the Header Button and make changes to the header of the AP Invoice as necessary

5. Click on the Close & Flag to Post Button to close the AP Invoice and prepare it for posting

Note:-> Once Posted, AP Invoices cannot be edited or canceled
-> AP Invoices will only post successfully if their post date matches the end of day cutoff date
-> Any AP Invoices left open/in progress will prevent the end of day process from automatically moving forward during the night

Deleting an AP Invoice
1. Click on the Edit Invoice Icon

If Closed:

2. Click on the Re-Open Button

4. Click on the Cancel Invoice Button, then click Ok on the pop up prompt

Note:Once deleted, an AP Invoice is permanently removed and can no longer be retrieved

If Open:

2. Click on the Cancel Invoice Button, then click Ok on the pop up prompt

Note:Once deleted, an AP Invoice is permanently removed and can no longer be retrieved

Applying Class Distributions to an AP Invoice

A quick and easy walkthrough for applying class distributions to an AP invoice.

1. Start by navigating to Accounting → Accounts Payable → AP Invoices.

2. You’ll be taken to the AP Invoices screen, where newly created invoices appear in descending order. To begin, click the dark blue “New AP Invoice” button near the top.

3. On the New AP Invoice Ref screen, enter the vendor’s name in the first textbox, followed by the corresponding PO number in the PO # field. Then, click the dark blue “Next” button to proceed.

4. You will now be directed to the New AP Invoice page. Complete all required fields marked with red outlines, such as the vendor’s invoice number and the invoice date.

5. After entering the necessary invoice details, scroll to the bottom of the screen to locate the Expense Classes section. Ensure the expense class for the full invoice amount is updated from the vendor’s default class to the *Distributed* option.

6. After updating the expense class, scroll to the very bottom of the page and click the light purple Distributions button to begin the process for this vendor’s invoice.

7. You will now be directed to the Edit Invoice Distribution screen. Start by opening the AP Invoice Charge dropdown and selecting Invoice Grand Total. In this example, the payment will be allocated across three classes: Veal, Beef, and Poultry. Use the Distribute to Class dropdown to select the desired class. Then, either enter the distribution amount in dollars or as a percentage, and click Add/Update to apply the allocation.

8. As you click Add/Update, each distribution line will populate on the invoice. Continue this process for every applicable class, repeating the steps until the full invoice amount has been properly allocated across all intended expense classes.

9. Click the red Back button located on the right-hand side of the screen to return to the Change AP Invoice page. Once there, scroll down and click the dark blue Save & Details button. This will direct you to the Edit Invoice vs. PO Lines screen. From here, click the purple Pay All button to apply payment to the full invoice amount.

Note: Ensure that the PO line total exactly matches the total amount of the vendor’s invoice. If there is a discrepancy, the system will display an error message stating: "Vendor's Invoice Amount must equal all other amounts added together."

10. Click the purple Header button located on the right-hand side of the screen to return to the Change AP Invoice page. Once there, scroll to the bottom and select the blue Close & Flag to Post button. A confirmation prompt will appear asking, "Really flag this AP invoice for post to AP?" — click OK to proceed.

11. You will now be redirected back to the AP Invoices screen, where the most recently created invoices appear at the top of the list. To locate the invoice you just assigned class distributions to, adjust the filters at the top left of the screen: set Ready to Post to Yes and Posted to No. This will display all invoices that are prepared but not yet posted.

Once your AP invoice appears in the list, click the orange Post button located at the top right corner of the screen. A confirmation prompt will appear—click OK to proceed with posting the invoice.

AP Payment Batches

Creating and Posting an AP Payment Batch

1. Go to the Accounting Menu and click on the AP Payment Batches Sub-Menu

2. Click on the Add New Button

3. Fill in the batch's information, then click on the Go to Invoices Button

4. Distribute the amount of the payment towards any open invoice

Add Payment (paying a partial amount of the invoice):
Step 1: Click on the Add Payment Icon next to the invoice to be paid
Step 2: Enter the amount of the invoice to pay
Step 3: Click on the Add/Update Button

Autopay Remaining Balance (applies the entire remaining payment amount to the invoice):
Step 1: Click on the Autopay Remaining Balance Icon next to the invoice to be paid

Pay All In Full (applies payment to all invoices for the full amount due):

Step 1: Click on the Pay All in Full Button

5. Click the Back To Header Button

6. Click the Close Payment Batch Button

7. Review the Payment Batch that is ready to post

8. Click the Post/Credit AP Button

Note: -> Once Posted, AP Payment Batchces cannot be edited/canceled
-> AP Payment Batches will only post successfully if their date matches the end of day cutoff date
-> Any AP Payment Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

Editing an AP Payment Batch

Note: Only AP Payment Batches that are open and not posted can be edited

1. Click on the Edit Payment Batch Icon

If Closed:

2. Click on the Open Payment Batch Button

3. Make any necessary changes to the details of the AP Payment Batch

Reversing a Line (Reverses the distribution made to that particular invoice):
Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it

Deleting a Line: (Deletes the distribution made to that particular invoice):
Step1: Click on the Edit Line Icon (Pencil)
Step 2: Click on the Delete Line Button

Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):
Step 1: Click on the Reverse All Button

Editing a Line:
Step 1: Click on the Edit Line Icon (Pencil)
Step 2: Make Any necessary changes to the amount and/or description for that line
Step 3: Click on the Add/Update Button

4. Click on the Back to Header Button and make changes to the header of the AP Payment Batch as necessary

5. Click on the Close Payment Batch Button once ready to close and post the AP Payment Batch

6. Click on the Post Button to post the AP Payment Batch

Note:-> Once Posted, AP Payment Batches cannot be edited/canceled
-> AP Payment Batches will only post successfully if their date matches the end of day cutoff date
-> Any AP Payment Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

If Open:

2. Adjust any of the header information as necessary.

3. Click on the Go to Invoices Button to make changes to the details of the AP Payment Batch

Reversing a Line (Reverses the distribution made to that particular invoice):
Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it

Deleting a Line: (Deletes the distribution made to that particular invoice):
Step1: Click on the Edit Line Icon (Pencil)
Step 2: Click on the Delete Line Button

Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):
Step 1: Click on the Reverse All Button

Editing a Line:
Step 1: Click on the Edit Line Icon (Pencil)
Step 2: Make Any necessary changes to the amount and/or description for that line
Step 3: Click on the Add/Update Button

4. Click on the Back to Header Button

5. Click on the Close Payment Batch Button once ready to close and post the AP Payment Batch

6. Click on the Post Button to post the AP Payment Batch

Note:-> Once Posted, AP Payment Batches cannot be edited/canceled
-> AP Payment Batches will only post successfully if their date matches the end of day cutoff date
-> Any AP Payment Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

Deleting an AP Payment Batch
1. Click on the Edit Payment Batch Icon

If Closed:

2. Click on the Open Payment Batch Button, then the Back to Header Button

4. Click on the Delete Payment Batch Button, then click Ok on the pop up prompt

Note:Once deleted, an AP Payment Batch is permanently removed and can no longer be retrieved

If Open:

2. Click on the Delete Payment Batch Button, then click Ok on the pop up prompt

Note:Once deleted, an AP Payment Batch is permanently removed and can no longer be retrieved

AP Run Batches

Creating and Posting an AP Run Batch (Check)

1. Go to the Accounting Menu and click on the AP Run Batches Sub-Menu

2. Click on the Add New Button

3. Fill in the run batch's information, then click on the Go to Payments Button

4. Distribute the amount of the payment towards any open invoice

Add Payment (distribute a payment with a memo, transaction # and/or an index attached):

Note:-> Trans#: The transaction number that corresponds to the payment method used (3rd party transaction)
-> Index: The index differentiates between multiple checks. If no index is specified, one index will be assigned per vendor across all invoices selected to be paid, and subsequently, one check will be generated for each with the total of those invoices. To generate separate checks per invoice, enter a different index value for each invoice that requires a separate check. Note, different vendors are automatically assigned separate indexes.

Example: Vendor 1 Invoice 1 $100 Index 1
Vendor 1 Invoice 2 $500 Index 1
Vendor 1 Invoice 3 $50 Index 2
Result:
2 checks will print
Check 1: $600
Check 2: $50

Step 1: Click on the Add Payment Icon next to the invoice to be paid
Step 2: Enter a memo, transaction # and/or an index
Step 3: Click on the Add/Update Button

Autopay Remaining Balance (applies the entire remaining payment amount to the invoice):
Step 1: Click on the Auto Pay Remaining Balance Icon next to the invoice to be paid

Run All In Full (applies payment to all invoices for the full amount due):

Step 1: Click on the Run All in Full Button

5. Click the Back To Header Button

6. Click the Close Run Batch Button

7. Review the Run Batch that is ready to post

8. Click the Post/Credit Cash Button. Once posted, checks(if applicable) will automatically print to the designated check printer.

Note:-> Once Posted, AP Run Batches cannot be edited but can be reversed
-> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

Checks can now be viewed and/or printed

Creating and Posting an AP Run Batch (NACHA)

Creating and Posting an AP Run Batch for NACHA
NACHA transmissions allow AP Run Batches to electronically transmit vendor payments to the bank through the NACHA payment process. Note: Before creating a NACHA AP Run Batch, the vendor must have the appropriate ACH/NACHA information configured in Inspired.
Contact I.T to set up your bank for NACHA implementation.

Vendor NACHA Setup
1. Go to the Purchasing Menu and click on the Vendors Sub-Menu.

2. Click the Carrot icon next to the desired vendor, then click the ACH/NACHA Setup icon.

3. Enter the vendor's bank information and select either Checking or Savings from the Bank Account Type dropdown.

4. Check the NACHA checkbox to enable NACHA transmissions for the vendor.

5. Click Save & Exit.

Creating and Posting an AP Run Batch For NACHA
1. Go to Accounting → Accounts Payable → AP Run Batches.

2. Click the Add New button.

3. From the Payment Type dropdown, select NACHA Transmission.

4. Complete the remaining required information for the Run Batch, then click Go To Payments.

NACHA Transmission Date: The date the Run Batch's NACHA transmission is scheduled to be sent to the bank.

Note:
AP Run Batches using NACHA Transmission require a vendor to proceed.
5. Distribute the payment amount toward the vendor's open invoices.

Add Payment — Use this option to distribute a payment with a memo.

• Click the Add Payment icon next to the invoice to be paid.
• Enter a memo, if desired.
• Click Add/Update.
Auto Pay Remaining Balance — Applies the entire remaining payment amount to the selected invoice:

• Click on the Auto Pay Remaining Balance icon next to the invoice to be paid
Run All in Full — Applies payment to all invoices for their full amount due:

• Click on the Run All in Full Button.
6. Click the Back To Header Button.
7. Click the Close Run Batch Button.
8. Review the Run Batch to confirm that the payment information is correct.
9. Review and Post the Run Batch using the Post/Credit Cash button.

Note:
• Once posted, AP Run Batches cannot be edited but can be reversed.
• Any AP Run Batches left open or in progress will prevent the end-of-day process from automatically moving forward during the night.
After an AP Run Batch is posted using NACHA Transmission as the payment method, the resulting NACHA transmission can be viewed and, when applicable, approved by an additional authorized user.
To view the transmission, use the Show dropdown and select Posted, then click the ACH/NACHA Transmissions icon.

Click on the Go to Run Batch icon to view the AP Run Batch that paid for this invoice.

Click on the Go to AP Invoice icon to view the AP Invoice paid for in this Run Batch.

Email and System Notifications
Once an AP Run Batch is posted using NACHA Transmission as the payment method, users configured to receive NACHA Transmission notifications will receive both an email notification and a system notification.

Email Notification:

System Notification:

Canceling NACHA Transmissions
Important Note: Transmissions canceled before being sent to the bank are completely deleted, and the associated payment Run Batch is reversed. For NACHA transmissions that have already been sent to the bank, a manual AP Run Batch reversal must be performed. If the vendor actually received the funds, any applicable credits must be obtained separately from the vendor.

1. Click the Edit icon to open the NACHA transmission.
2. Click the Cancel Transmission button.

3. Click Back to Header to create an AP Run Batch Reversal against the AP Run Batch containing the NACHA transmission(s).

4. Click Close Run to move the reversal to Ready to Post/Print status.

5. Click Post/Credit Cash to post the reversal and cancel the NACHA transmission that was previously pending approval.

Additional User Approval/Rejections
Inspired supports separate authorized-user approval for NACHA transmissions. This allows a designated user to review and approve or reject a NACHA transmission before the payment is transmitted to the bank. The user who initially creates the NACHA transmission does not have authority to approve it for transmission. A designated authorized user must review and approve or reject the transmission.

1. Have an authorized user navigate to the NACHA Transmission. Method 1: From System Notification:

a. Click on the system notification to view it on the Notifications Listing.

b. Click the Go to NACHA Pay Group icon to view and manage the NACHA transmission.

Method 2: From Email Notification: a. Click on the link provided in the email notification to log in and view the NACHA Transmission.

b. Click the Go to NACHA Pay Group icon to view and manage the NACHA transmission.

Method 3: From Transaction Reference Number: a. Go to Accounting → Accounts Payable → AP NACHA Transmissions.

b. Use the Trans. Ref # search field to locate the NACHA transmission.

2. Click the Edit icon to manage the NACHA Transmission.

Approve Transmission:

a. Click Approve Transmission to approve the payment for transmission.

Note:This changes the NACHA transmission status to Approved and allows the transmission to proceed on the Transmission Date selected for the AP Run Batch.

The payment remains in Pending status until the scheduled transmission occurs.

After transmission, the NACHA Transmission status changes to Sent, and the Transmitted column records the date and time the transmission was sent.

Reject Transmission:

a. Click Reject Transmission to reject the payment from transmission.

b. Click Back to Header to create an AP Run Batch Reversal against the AP Run Batch containing the NACHA transmission(s).

c. Click Close Run to move the reversal to Ready to Post/Print status.

d. Click Post/Credit Cash to post the reversal and cancel the NACHA transmission that was previously pending approval.

Creating and Posting an AP Run Batch (ACH/Transfer/Wire)
1. Go to the Accounting Menu, hover or click on the Accounts Payable Sub-Menu, then click on the AP Run Batches Sub-Menu.

2. Click on the Add New button.

3. Select ACH/Transfer/Wire from the Payment Type dropdown.

4. Fill in the rest of the run batch's information, then click on the Go To Payments button.

5. Distribute the amount of the payment towards any open invoice.

Add Payment (distribute a payment with a memo and/or transaction # attached):

Note:-> Trans#: The transaction number that corresponds to the actual money transfer performed in a third party software. Assign each row a trans# accordingly.

Step 1: Click on the Add Payment Icon next to the invoice to be paid.
Step 2: Enter a memo and/or transaction #.
Step 3: Click on the Add/Update Button.

Autopay Remaining Balance (applies the entire remaining payment amount to the invoice):

Step 1: Click on the Auto Pay Remaining Balance Icon next to the invoice to be paid.

Run All In Full (applies payment to all invoices for the full amount due):

Step 1: Click on the Run All in Full Button.

6. Click the Back To Header Button.

7. Click the Close Run Batch Button.
8. Review the Run Batch that is ready to post.

9. Click the Post/Credit Cash Button.

Note:
-> Once Posted, AP Run Batches cannot be edited but can be reversed
-> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

10. To review the Run Batch, click the Show dropdown and select "Posted/Printed".

Click the View Runs icon to see which payment batches were posted through this Run Batch.

Editing an AP Run Batch

Note: Only AP Run Batches that are open and not posted can be edited

1. Click on the Edit Run Batch Icon

If Closed:

2. Click on the Open Run Batch Button

3. Make any necessary changes to the details of the AP Payment Batch

Reversing a Line (Reverses the distribution made to that particular invoice):
Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it

Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):
Step 1: Click on the Reverse All Button

4. Click on the Back to Header Button and make changes to the header of the AP Payment Batch as necessary

5. Click on the Close Run Batch Button once ready to close and post the AP Run Batch

6. Click on the Post Button to post the AP Run Batch

Note:-> Once Posted, AP Run Batches cannot be edited but can be reversed
-> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

If Open:

2. Adjust any of the header information as necessary.

3. Click on the Go to Payments Button to make changes to the details of the AP Run Batch

Reversing a Line (Reverses the distribution made to that particular invoice):
Step 1: Click on the Reverse Line Icon (X) next to the invoice to reverse the distribution associated with it

Reversing All Distributions (Deletes/Reverses all distributions made across all invoices):
Step 1: Click on the Reverse All Button

4. Click on the Back to Header Button

5. Click on the Close Run Batch Button once ready to close and post the AP Run Batch

6. Click on the Post Button to post the AP Run Batch

Note:-> Once Posted, AP Run Batches cannot be edited but can be reversed
-> Any AP Run Batches left open/in progress will prevent the end of day process from automatically moving forward during the night

Deleting an AP Run Batch
1. Click on the Edit Run Batch Icon

If Closed:

2. Click on the Open Run Batch Button, then the Back to Header Button

4. Click on the Delete Run Batch Button, then click Ok on the pop up prompt

Note:Once deleted, an AP Run Batch is permanently removed and can no longer be retrieved

If Open:

2. Click on the Delete Run Batch Button, then click Ok on the pop up prompt

Note:Once deleted, an AP Run Batch is permanently removed and can no longer be retrieved

Reversing an AP Run Batch

Reversing an AP Run Batch
A quick and straightforward guide on how to reverse an AP Run Batch.

Important Note: When reversing a NACHA Run Batch that has already been transmitted, the reversal is performed within Inspired only and does not generate or transmit a reversing NACHA transaction to the bank. The entire original NACHA Run Batch is reversed, and all AP invoices paid by that transmission are reopened so they can be paid again if necessary.

Important Note 2: This reversal is all or nothing for the entire NACHA transmission. Inspired cannot reverse an individual payment or invoice within a transmission. When the entire transmission is reversed, all AP invoices paid by that transmission are reopened and can be paid again after any necessary corrections.

1. Begin by navigating to Accounting → Accounts Payable → AP Run Batches.

2. On the AP Run Batches screen, use the Show dropdown menu in the upper right corner and select Posted/Printed to display all previously posted batches.

• Locate the specific run batch you intend to reverse and make note of its reference number, as this will be required in the reversal process.

• When you're ready to initiate the AP run batch reversal, click the dark blue “Add New” button located at the top of the screen.

3. You will now be on the New Run Batch screen. Begin by selecting the appropriate bank type, then enter the vendor associated with the payment you are reversing. From the Payment Type drop-down menu, choose the Reversal option.

4. After completing all required fields, click the dark blue Go to Payments button. Since "Reversal" is selected as the payment type, you’ll be redirected to the Run Batch Reversal screen. On this screen, you’ll see a single field labeled Past Run. Enter the reference number you noted earlier into this textbox and click the Load Run button. This will retrieve the AP payment associated with that batch for reversal.

5. After clicking the Load Run button, the reference number will be locked into the Past Run field, and the corresponding run batch for the selected vendor will appear. Under the Action column, locate the circular arrow icon—hovering over it will display the tooltip "Void this Payment." Click this icon to proceed with voiding the entire payment.

6. After clicking the circular arrow icon, the AP run batch is now officially voided. The total at the top of the page should be a negative number which means the reversal is successful. To finalize this AP run batch reversal & post it, click on the dark purple back to header button.

7. You’ll now be returned to the original screen. If the reversal was processed correctly, the Applied Amount will appear as a negative value. Verify that this number is negative, and once everything looks accurate, proceed by clicking the light blue Close Reversal button. A confirmation prompt will appear asking if you’re sure you want to close the run reversal batch. Click OK to complete and finalize the process.

8. After closing the reversal batch, you will be redirected back to the main AP Run Batches screen. The Show dropdown will now display batches marked as Ready to Post/Print. If needed, enter the payment run reference number in the search field at the top of the page and click Search to locate the specific reversal batch.

• Once you're ready to proceed and all information is confirmed, click the yellow Post/Print button. A confirmation prompt will appear, notifying you that this action will post the AP payment batch and credit Accounts Payable. Click OK to finalize.

9. After submitting the reversal, a green confirmation message will appear at the top of the screen indicating that the AP batch was successfully submitted. To review the reversal, navigate to the Show dropdown menu and select Posted/Printed to display all recent AP run batches, including reversals.

AP Credits

Creating and Posting Against Invoice AP Credits
Creating and posting an AP credit against an invoice is a quick and straightforward process.

Note: Before proceeding, ensure your AP End of Day batch is current and not stuck. If it’s not up to date, the credit will not post.

1. Navigate to the AP Credits Menu
Go to Accounting → Accounts Payable → AP Credits.

2. Begin a New AP Credit
On the AP Credits screen, you’ll see a blank page with several buttons and textboxes at the top. To start the process, click the dark blue “Add New” button.

3. Fill Out Credit Details
On the New Credit screen:
• Enter the vendor name.
• Confirm the credit date is accurate.
• Input the related AP invoice number.
• From the Credit Type dropdown, select “Against Invoice” (not “On Account”).
• If needed, add a brief explanation in the Notes field to describe the reason for the AP credit being issued for this invoice.
4. Save the Credit Entry
Once all required fields are filled in, click the dark blue "Save" button. This will redirect you to the Change Credit screen. To begin applying the credit, click the "Go to Credit PO Lines" button.

5. Locate the Relevant PO Line
On this screen, you’ll see a list of purchase order lines related to the invoice, with “Credit Lines” displayed at the top. For example, if 20 cases of beef were damaged at $2.99 each, the total credit would be $59.80. Locate the appropriate PO line, then click the plus icon under the Action column to begin applying the credit.

6. Apply the Credit by Weight
After clicking the plus icon, the interface will update—note how the label changes from Inventory Quantity to Inventory Weight. Based on the example, you would credit 20 pounds, totaling $59.80. Enter the applicable weight to credit back to the vendor, then click the "Add/Update" button to finalize the credit application for that line.

7. Return to the Credit Header
After applying the credit, you’ll now see both a pencil and an X icon under the Action column for the PO line you just updated. When ready, click the dark purple “Back to Header” button at the top of the screen to return to the credit header.

8. Finalize & Close the Credit
Back on the Change Credit screen, locate the “This Credit” textbox and enter the total credit amount—this should match the value you just applied on the credit lines page. Once verified, click the blue “Close Credit” button to complete and close out the AP credit.

9. Post the Against Invoice AP Credit
You will now return to the main AP Credits screen. In the upper-right corner, click the Show dropdown and select Ready to Post. If needed, clear out any From and To Date filters to ensure the credit appears. Once the credit displays on the screen, click the yellow “Post” button to finalize and post the against-invoice AP credit. Confirm the action by clicking “OK” on the confirmation prompt. Once confirmed, the AP credit will be officially posted.

Creating and Posting On Account AP Credits
A quick & super simple tutorial guide on how to create & post on account AP credits.

Note: Before proceeding, ensure your AP End of Day batch is current and not stuck. If it’s not up to date, the credit will not post.

1. Navigate to the AP Credits Menu
Go to Accounting → Accounts Payable → AP Credits.

2. Begin a New AP Credit
On the AP Credits screen, you’ll see a blank page with several buttons and textboxes at the top. To start the process, click the dark blue “Add New” button.

3. Fill Out Credit Details
On the New Credit screen:
• Enter the vendor name.
• Confirm the credit date is accurate.
• From the Credit Type dropdown, select “On Account” (not “Against Invoice”).
• Once "On Account" is selected, a credit class dropdown will appear. Use this field to select the appropriate class for the on account credit.
• If needed, add a brief explanation in the Notes field to describe the reason for the AP credit being issued for the account.

4. Save the Credit Entry
Once all necessary fields have been completed, click the dark blue Save button. This will automatically close your on account AP credit. You will then be redirected back to the main AP Credits screen. Locate the Show dropdown menu in the upper right corner of the page and change the selection from In Progress to Ready to Post. Your on account AP credit should now appear in the list.

5. Officially post the AP Credit
Your on account AP credit should now appear under the Ready to Post list. Before proceeding, review the credit carefully to ensure all details are accurate. If any corrections are needed, make the necessary edits. Once everything is confirmed, finalize the AP credit by clicking the yellow Post button located below the Show dropdown. A confirmation prompt will appear—click OK to complete the posting process.

Editing AP Credits

A quick and straightforward guide to editing AP credits.

Note: Ensure the AP credit is in In Progress status. If it is already Posted, it cannot be edited.
1. Begin by navigating to Accounting → Accounts Payable → AP Credits.

2. Once on the AP Credits screen, you'll see a mostly blank page with several textboxes and colored buttons at the top. On the right-hand side, locate the Show dropdown. Change the dropdown option from Ready to Post to In Progress. This will display all AP credits currently in progress.

Note: If your AP credit has already been closed, it will appear under the Ready to Post status. To reopen it, navigate to the credit header screen where you'll find a blue Re-Open button near the bottom. Click this to return the credit to editable status.

3. Find the AP credit you’re working on in the list. Under the Action column on the left, click the small black triangle icon to open the action menu.

4. From the list of available actions, select Edit Credit.

5. You’ll now be on the Change Credit Header screen. From here, you may edit the header details as needed. If adjustments to PO credit lines are required, navigate to the PO Lines section first, make your changes, then return to the header. Once finished, click Save & Exit to apply your updates and return to the main AP Credits screen.

Deleting AP Credits

A quick and straightforward tutorial on how to delete an AP credit.

1. Begin by navigating to Accounting → Accounts Payable → AP Credits.

2. Once on the AP Credits screen, you’ll see a mostly blank interface with several textboxes and color-coded buttons at the top. On the right-hand side, locate the Show dropdown menu. Change the option from Ready to Post to In Progress. This will filter the list to display all AP credits currently in progress.

Note: Ensure the AP credit you want to delete is not listed under the Ready to Post dropdown. If it appears there, the credit has already been closed and cannot be deleted. To reopen it, click the black triangle icon under the Action column, select Edit Credit (pencil icon), then click the Re-Open Credit button within the Change Credit screen.

3. Locate the AP credit you want to delete. Under the Action column on the left, click the small black triangle icon to open the action menu.

4. From the list of available actions, select Edit Credit.

5. You’ll now be directed to the Change Credit Header screen. At the bottom, you’ll find several colored buttons. Click the red Delete Credit button. A confirmation pop-up will appear—click OK to confirm deletion. The AP credit will then be successfully removed.