Maintain Invoice register

The invoice register is used to pre-register invoices when they arrived in the company with some information (vendor account, invoice number, amount and approval person). Then, invoices are transferred in pool of invoices to be approved. This helps in keeping a track of the invoices that were received from the vendors, out of those received how many of them are awaiting approval & how many have been invoiced.

[su_spoiler title=”Creating Invoice register” Open=”No” style=”fancy” icon=”arrow-circle-1″]

AP –> Journals –> Invoices –> Invoice register

1. Create a new journal
2. Click on new
3. Select the name of the journal
4. Enter a description if required

015. Create Lines –> Click on Lines.

6. Define the date.

7. Select a vendor account in the field “Account”.

8. Enter the invoice number in the field “Invoice”.

9. Enter a description in the field “Description”.

10. Enter the amount of the invoice in the field “Credit” or in the field “Debit” if it is a credit note.

11. Select the person who must approve the invoice in the field “Approved by”.


12. Validate the invoice

13. Click on “Validate” to check if the document is correct.

14. Click on “Post” to post the document



To search all the invoices waiting for approval, go to:  AP –> Inquiries –> Invoice pool.

[su_spoiler title=”Approve Invoice Register & Post” Open=”Yes” style=”fancy” icon=”arrow-circle-1″]

AP –> Journals –> Invoices –> Invoice approval journals

1. Create a new journal

2. Select the journal name3. Enter Description



4. Create lines and select invoice to approve

5. Click on find voucher.

6. Select Invoices on the Find voucher screen:

6.1. Select invoices to approve

6.2. Click on Select



6.3. When all your invoices are selected, click on Ok to transfer invoices in the journal.



6.4. The invoice is transferred in the journal.

7. Enter an account for the first debit line

8. In the menu “Approval” select Report as ready.


9. For the approval user: In the menu “Approval” select “Approve” if the invoice is correct, or “Reject” if the invoice is not approved.


10. Click on “Validate” to check the information

11. Click on “Post” to post the journal in the accounting


12. Check accounting: click on Accounts Payable –> Inquiries –> Voucher




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