How to Create an AP Invoice for a Vendor

In this guide, we will walk through the two methods of creating an Accounts Payable (AP) invoice for a vendor in Flawless POS. You can either create an invoice from an existing Merchandise Receive (MR) or start from scratch. Both processes will be explained in detail to help streamline your vendor invoicing tasks.

You may refer to this video for a step-by-step guide on how to Create an AP Invoice for a Vendor: 

https://www.youtube.com/watch?v=UeAuEKkpNmA

Why Create AP Invoices for Vendors?

Managing vendor invoices efficiently helps ensure accurate financial tracking and timely payments. Whether you have already received merchandise or are creating a new invoice, the system allows you to easily track and manage these transactions.

Step 1: Accessing the Vendor Module

Before we can create an invoice, we first need to access the Vendor module. Follow these steps:

1. Open the Left Navigation Menu by clicking the three-line icon in the top left corner of your dashboard.

2. Click on the Vendor menu option.
   
    

3. Select the vendor for whom you wish to create an invoice. In this example, we’ll be using the vendor named Jov. 

Method 1: Creating an AP Invoice from Scratch

Follow these steps to create an AP invoice manually:

1. Once inside the vendor’s profile, click on the AP (Accounts Payable) tab.
   
    
   
   
   

2. Press the Add Invoice button located at the top of the screen on the Invoices tab of the Accounts Payable.
   
   

3. In the invoice form, fill in the required details:

   • Invoice Name: Provide a descriptive name for the invoice.

   • Invoice Number: Provide the number for the invoice.

   • Invoice Date: Provide the date of the invoice being created.

   • Due Date: Select the Due Date for the invoice.

   • Payment Terms: Select the payment terms from the dropdown field.

   • Bill To: customer, vendor, or location where the bill should be sent.

   • Products Total: Enter the total cost of the product/s.

   • Shipping/Freight Total: Enter shipping charges if applicable.

   • Other Amount: Enter any other miscellaneous charges.

   • Reference Number: Enter the reference number for the invoice

   • Contact Person: Enter the contact person’s name.

   • Contact Email: Enter the contact person’s email address.

   • Notes: Enter any additional information that you wish to specify for the invoice.

Fields marked with a red asterisk (*) are mandatory, so make sure to complete those.

4. Once you are satisfied with the invoice details, click Complete to finalize the creation. The newly created invoice will appear at the top of the AP tab, where you can easily review it.
   
   
   
   

5. Clicking on the three-dotted button on the invoice allows you to either:
   
   

1. Update the Invoice - Allows you to edit the details of the selected invoice.
   
   

2. Add a Payment - Allows you to add a vendor payment. Upon clicking on this button, you will be redirected to Vendor payment Dialogue.
   
   

Note: GL Account or General Ledger refers to the specific account that your company’s accounting system uses to categorize and track financial transactions.We’ll be discussing more about the General Ledger Account in a separate article.

   c. Delete the Invoice - Removes the invoice that was created

Method 2: Creating an AP Invoice from a Merchandise Receive (MR)

If you’ve already received merchandise and want to generate an invoice based on that, follow these steps:

1. Click on the Received tab within the vendor’s profile.
   
    

2. Here, you’ll see a list of all the Merchandise Receives (MRs) you have processed in the past.

   • If you need a refresher on how MRs work, please refer to our Merchandise Receive Guide.

3. Locate the MR for which you want to create an invoice. In this example, we’ll use the only MR that we have for the vendor named Jov.
   
    

4. Click the Three Dots button next to the MR and select Create Vendor AP Invoice from the dropdown.
   
   
   
   
   

5. A familiar invoice form will appear, similar to the one used in the first method. Complete the necessary fields as outlined earlier.
   
   

Once you finish, the invoice will be created just like in the first method.

Troubleshooting

If you encounter any issues while trying to Create an AP Invoice for a Vendor, please reach out to  Flawless POS customer support for technical assistance.