Overview:

AP Invoices is a screen dedicated to listing existing AP Invoices. This screen is mainly used by approvers to see what the status of their documents are, or accounts users investigating invoices, credits, or claims. Note that by default this screen is set to filter for Invoices, but you can change this to include Credits and Claims.

New documents cannot be entered here; navigate to AP Invoice Edit to create new batches and invoices, AP Credit Edit for credits, or Subcontract Claims Tab for claims.

Screen Guide:

You can modify the Filter to refine the list of invoices, credits, and processed subcontract claims to find exactly what you are searching for.

• Reference - the invoice/credit/claim number of the document. Clicking on this link opens the Create/Edit AP Invoice window to view details or make changes.

• Supplier - the supplier or subcontractor this document relates to.

• Date - date that is listed on the received document.

• Type - determines if this document is an invoice, credit, or processed subcontract claim.

• Batch No - the batch number this document belongs to.

• Status - determines where the document currently sits in the process:

  • Entered - the document has been created, but has not been assigned.

  • Assigned - the document is awaiting approval.

  • Approved - the document has been approved, and is awaiting transfer to the financial system.

  • Updated - the document has been exported with its batch to the financial system.

• Assigned Approver/Approved By - the user who is assigned to approve/who has already approved the document.

• Payments - please note that payments will only be listed in these columns if the financial software is integrated to send payment information back into Workbench.

Next Steps:

You can edit existing invoices by clicking on the Reference field which will open the Create/Edit AP Invoice window.

To create a new invoice, you will need to go to create a new AP Voucher, or if you are not using AP Vouchers, go to the AP Invoice Edit screen and add it to the AP Invoices - Batch Details screen.

To enable Profit Centre Security on AP Invoices to only allow users to open AP invoices for jobs they have access to through their Profit Centre Groups, use control paramater 'AP Invoice List uses Profit Centre Groups''.