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 Accounts payable 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:
Add the invoice details via OCR technology or manual data entry
Review and confirm the details
Code the PO lines
Relieve PO lines as needed
Post the AP invoice
Access the Accounts payable 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 Accounts payable dashboard.
To access the Accounts payable dashboard:
In the left-side navigation, click the dropdown menu
In the dropdown menu, select the name of the project that you want to see AP invoices for
In the left-side navigation, expand the ACCOUNTING menu, and then click Accounts payable
AP invoice status
On the Accounts payable 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 Accounts payable dashboard
On a project's Accounts payable dashboard, you can filter, search, and customize your view at the top of every tab.
To search AP invoices:
Use the search field to search by Invoice #, Vendor, or Description
To filter AP invoices:
Click the filter button to apply a filter. Available filters include:
Vendor
Status
Due date
Effective date
Posted date
Payment date
Bank
Payment type
Aging
Added by
Currency
To remove a filter, click the X next to it. To clear all filters at once, click Clear filters.
Accounts payable dashboard tabs
On a project’s Accounts payable dashboard are the following tabs:
All invoices - 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
AP approvals - Displays when an AP Invoice Approval Workflow has been enabled for the project
Posted & unpaid - List of finalized and unpaid invoice transactions
Payment batches - Available when using Vendor Payment Approval Workflows
Payments - Lists all payments
Paid - Shows vendor payments and invoices that have been fully completed and paid
Customize your AP invoice view
You can customize which columns appear in your AP invoice table, how they're ordered, and save those preferences as a named view for faster access in the future.
Show, hide, or reorder columns
On the project’s Accounts payable dashboard, click the Display button
In the Display panel:
Toggle columns on or off using their checkboxes
Drag columns up or down to reorder them
Your column preferences are saved automatically and remembered the next time you open the page
Note: Some columns are sticky and always visible regardless of your display settings — these include Vendor, Payee, Invoice/TRX #. Sticky columns stay in view as you scroll horizontally through wide tables.
Save a custom view
You can save your current tab, filter, and column configuration as a named view to return to it quickly.
Configure your filters and column display as desired
Click Save view
Enter a name for the view and click Save
Your saved view appears as a tab. You can switch between saved views at any time by clicking the tab.
Manage saved views
To rename, duplicate, or delete a saved view:
Right-click the saved view tab, or click the ⋯ (more options) icon on the tab
Select Rename, Duplicate, or Delete
Note: Deleting a saved view removes it from your tab strip but does not delete any AP invoices.