About AP invoices (PAS)

This help article is related to the Production Accounting Suite (PAS)

In Wrapbook, production accountants and administrators can manage AP invoices using either the Production Accounting Suite or Cost tracking. To understand the differences, click here.

Overview of the AP Invoice workflow in Wrapbook (PAS)

An accounts payable (AP) invoice represents an obligation to pay a vendor for goods/services provided.

With PAS enabled, you can process AP invoices for your company’s projects using the following workflow:

1. Add the invoice details via OCR technology [link] or manual data entry

2. Review and confirm the details

3. Code the PO lines

4. Relieve PO lines as needed

5. Post the AP invoice

Access the AP invoices dashboard

Accessing AP invoices in PAS is permission based

To access AP invoices, your account must have one of the following roles enabled:

• Role: Company Admin, Accountant

• Custom role with:  Accounting & Cost Tracking / AP invoices - Full access, Create and manage, View only

You can manage AP invoices for a project from its AP invoices dashboard.

To access the AP invoices dashboard:

1. In the left-side navigation, click the dropdown menu

2. In the dropdown menu, select the name of the project that you want to see AP invoices for

3. In the left-side navigation, expand the ACCOUNTING menu, and then click AP invoices

AP invoice status

On the AP invoices dashboard, each AP transaction will have a status of either:

• Inbox - Invoices that have been uploaded or sent to your project’s AP invoices email address. No validations have run and no transaction number has been assigned yet.

• Draft - Invoices that have started the creation process but haven't been fully completed. No validations have run and no transaction number has been assigned yet.

• Unsaved changes - When changes to an AP invoice are made but haven’t been saved

• Unposted - Invoices that have an assigned transaction number and line item data, but aren't ready to be posted yet

• Posted - Invoice transactions that have been posted to the GL

• Reversed - Used for cancelling AP invoices that are posted but unpaid

Using the AP invoices dashboard

On a project’s AP invoices dashboard, the AP invoices are listed by their transaction number in the Trans. # column.

In addition, you’ll see columns for the following transaction details: Invoice #, Vendor display name, Vendor DBA name, Vendor payee name, Description, Effective date, Amount, Post status, and Posted date.

On the dashboard you can:

• View transaction details - Click on an individual Trans. # to view its details

• Search AP invoices - Use the Search bar to search by Invoice #, Vendor, or Description

• Filter AP invoices - Click the Post status button to filter options to narrow your search. You can filter by Draft, Unsaved changes, Unposted, and Posted

• View AP invoices by status - Click the tabs on the dashboard

AP invoice dashboard tabs

On a project’s AP invoice dashboard are the following tabs:

• Overview - Displays all invoices from Inbox to Drafts to Posted status

• AP Inbox - Lists invoices manually uploaded or sent to your project’s AP invoices email address that haven’t been processed, an alert indicates the current number of invoices it contains

• Drafts - Shows invoices that have been created but aren't fully processed with a transaction number

• Unposted - Lists invoices with assigned transaction numbers that aren't yet posted

• Posted - List of finalized invoice transactions

From the AP invoices dashboard, you can take the following actions:

• Add AP invoices

• Edit, delete, or duplicate an AP invoiceEdit, delete, or duplicate an AP invoice

• Generate AP invoice reports