Process an Invoice/Check

Processing an invoice involves three stages: entering the invoice, posting it, and paying it. This tutorial walks through the full process using a landscaping service invoice as the example, ending with a printed check.

Note: For a visual walkthrough, see the Process an Invoice video, or browse all tutorials on the Videos at a Glance page.

Enter an Invoice

1. From the Accounts Payable menu, select Enter > Transaction.
2. In the Person Search window, enter your search criteria (such as the first word of the vendor's company name or the vendor's last name) and click Search. Double-click the vendor in the grid.
3. Enter the invoice number, date, due date, and total. Required fields are marked with a red asterisk.
4. In the Details section, enter the Account number and Description. Enter a project or 1099 if appropriate, then enter the amount for that line. Click Add New to add another detail line.

5. Review the invoice for accuracy, then click Update to save it.

   

Post the Invoice

1. After you click Update, the Transactions page appears. Enter any filters to narrow the list, then click Search.

   Note: You can also reach the Transactions page by selecting Manage > Unposted Transactions from the Accounts Payable menu.

2. Select your invoice by clicking the check box next to it. Select any other transactions you want to process, then click Transaction Edit Report.
3. Review the Transaction Edit Report for accuracy. Click Print to print a copy, or click the Export link to download it. Click Close Report to return to the Transactions page.
4. To modify a transaction, click the Edit icon next to it. When you are ready to post, click Post Transactions in the lower right of the page.
5. Complete the post based on your accounting basis:
   • Cash Basis: no report or posting date to enter. Click Finalize Post to post your transactions.
   • Accrual Basis: Review the Input Audit report and verify the posting date matches your Current Financial Settings, then click Finalize Post.
6. If you are on an Accrual Basis, the Finalize Post window appears. Verify that the Fiscal Year, Period, and Date are correct, then click OK. Your transaction post and a corresponding journal entry are sent to the General Ledger.

Pay the Invoice

1. From the Accounts Payable menu, select Manage > Payment Processing.
2. Enter any filters, then click Search.
3. On the Payment Processing page, select your invoice from the list of unpaid invoices, then click Payment Edit Report.
4. When the Payment Edit Report (also called the Cash Requirements Report) displays, click Print to print a copy, or click the Export link to download it. Click Close Report to return to the Payment Processing page.
5. Verify that your Current Financial Settings are correct. For example, if the period is set to January and you want to post to February, click the change link to set the period, then click OK to save your changes.
6. Click Process Payments in the lower right of the page.
7. In the Check Information window, make any desired changes, then click OK.
8. When the checks display, click the Print icon to print them. Review the printed checks for accuracy. If any need to be reprinted, click Reprint Checks and specify which ones. Once all physical checks have printed correctly, click Continue.
9. When the A/P Check Register report appears, review it for errors, then click the Print icon to print. Verify that the Posting Date is correct, then click Finalize Post.
10. In the Finalize Post window, verify that the Fiscal Year, Period, and Date are correct, then click OK.

Updated June 16, 2026 18:40