About AP invoices (PAS)

Overview

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

Here are the key aspects:

• AP invoices can be created to pay for purchase orders (POs) and track payroll payments

• One AP invoice can handle payments for multiple POs from the same vendor, either partially or fully

• The system allows for automated invoice processing - you can simply upload your AP invoice into Wrapbook, and the details are automatically entered into accounting

• Production accountants can review and edit AP invoice transactions before posting them to the General Ledger. Once posted, certain fields become locked.

• Payments can be made through CASHétPay (Wrapbook's payment partner) or recorded manually for payments made outside the system

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: AP invoices - Full access, Create and manage, View only

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 Accounting menu, click AP invoices

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

AP invoice status

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

• 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

AP invoice actions

From the AP invoices dashboard you can:

• Create an AP invoice

• Edit, delete, or duplicate an AP invoice

• Post AP transactions

• Reverse an AP invoice

• Generate AP invoice reports