Creating an Accounts Payable Invoice

Dealership purchases can be recorded by creating  Purchase Orders or, in lieu of a Purchase Order, an Accounts Payable Invoice can be created.

1. Navigate to Accounting > Accounts Payable > Accounts Payable.
2. Click New.
3. Click the magnifying glass in the Vendor blocks to search for the appropriate vendor.
   1. The first field is to search by Vendor number. The second field is for the Vendor name.
      
   2. Alternatively, you can type the name of the vendor in the second vendor field.  If this is an active vendor tabbing from this field will pull in the vendor information
   3. If the Vendor record does not exist, click the Vendor hyperlink to create a new vendor record.
      
4. Add a Description (e.g., Parts for Service or Office Supplies
5. If the vendor will receive a 1099,  select Need 1099, and select the Type of 1099.  Add the Tax ID.  (This information fills from the Vendor record if saved in.)
   
6. Transaction Date can be adjusted if necessary to coincide with the actual purchase date.  Due Date can be adjusted as desired.
   
7. Add the Invoice Number and Invoice Amount.
   
8. From the grid adjust or add the Account Number (this would fill from the Vendor record if saved in).
   1. If you are unsure of the Account Number click in the Account Number block and press the Enter button on your keyboard to generate your dealership Chart of Accounts.
9. Adjust the Count as necessary.
10. Adjust the Description as necessary (this fills from the Description from the top of the Payable).  
11. Adjust the Amount if necessary (this fills from the Amount added to the top of the Payable).
12. If multiple items are purchased add another line with the purchase information.
    
13. When your Payable is ready - 
    Save will store the Payable to return to if more information needs to be added.
    Void will effectively delete the Payable.
    Post will turn this Payable into an unpaid AP.  (Please review this guide on Posting a Payable.)