You can add an invoice from the Invoices and Vendors list pages.
Note: When adding invoices, you can save time with keyboard shortcuts. For example, for the date field, when you enter the date of the month, the month and year fill in automatically. When you access a drop down-down menu, enter the first letter of the option you want to populate the field. You can also use Tab on your keyboard to quickly move from one field to another for faster data entry.
From the Invoices list page, select Add an invoice .
Enter the General information about the invoice, including vendor, invoice number, invoice dates, amount and description. For the approval status, select "Approved" or "Pending."
Note: In the Vendor field, you can enter a partial name to access a list of similar, existing vendor, use the search to locate a vendor, or add a new vendor. When are adding invoices for existing vendors, we recommend you take advantage of the Copy previous invoice functionally to save time.
Next enter the Payment details fields.
Remit to - Select the appropriate vendor address.
Payment method - Select "Check," "Electronic funds transfer," or "Bank draft."
Paid from - Select the appropriate bank account.
Hold payment on this invoice - When you hold payment on an invoice, the payment hold displays on the Invoice record page.
Always create a separate payment for this invoice - The invoice will not be grouped with other invoices into a single payment to the vendor.
Next enter the Distributions section. For more information about invoice distributions, see Invoice Distributions.
If the interfund transfer entries are required, select an interfund entry set from the drop-down. The interfund entry set determines what balancing entries are created.
To distribute discounts to invoice expense accounts instead of the default discount account, mark the checkbox.
If this is a 1099 vendor, enter the 1099 fields. For more information about 1099s, see 1099-MISC Information.
Next enter the Credit memos section. For more information about credit memos, see Credit Memos.
Next enter the Discounts fields. Enter a Discount percent, Discount amount, and Expiration date. The percent and amount fields update automatically. The amount updates when the invoice amount is changed. The percent defaults to the Receive a discount of value for the terms specified on the vendor.
Note: The expiration date updates automatically when the invoice date changes.
To add Custom fields to this invoice, select Add a field. Use custom fields to add additional information to the invoice, and to further filter invoices when you search. For information on how to add custom fields, see Custom Fields.
Under Attachments, you can add attachments to the invoice by moving a file into the Drag a file here box or by browsing to the file. You can also link to a file online — such as a picture, blog post, or YouTube video — or in a cloud storage account. For more information, see Attachments.
The Copy previous invoice functionality is helpful when you create a lot of similar invoices for a vendor because it can save you time. When you select an existing vendor on the Add an invoice screen, the last three invoices created for that vendor appear. If you don't see the invoice you want to copy, you can search for one. To make locating the invoice easier, you can enter the description, amount, invoice date, or invoice number in the Search field.
Once you locate the invoice you want to copy, simply select it to automatically populate the Amount, Description, Approval status, Payment method, Paid from, and distribution information from that invoice. You can edit this information as needed. You can also add any additional information like 1099s, discounts or custom fields. The only fields you have to enter (that are not copied over) are the Invoice date, Due date, and Invoice number.