While you can make payments from the AP Entry screen, it's primarily designed for entering invoices — not for paying multiple invoices at once. The recommended workflow is:
Enter invoices through the AP Entry (Invoices) screen.
Pay invoices through the AP Flagging screen.
This mirrors how many retailers actually operate: rather than paying one invoice at a time, they batch invoices together and pay several at once (for example, writing one check to cover six or seven invoices, or processing payments on a weekly cadence).
You're not required to work this way — invoices can be added from either screen — but this separation is recommended as a kind of checks-and-balances system.
1. Navigate to the AP Flagging Screen
Go to Menu.
Select Flagging.
2. Filter by Due Date or Discount Date
The Flagging screen includes a key filter not available on the Entry screen: the ability to view invoices by Latest Due Date or Latest Discount Date.
Latest Due Date – shows invoices due up to a selected date.
Latest Discount Date – useful if you take advantage of vendor cash discounts. This filter pulls in:
Invoices with a discount available by that date, and
Invoices that are simply due by that date (even without a discount)
This ensures you won't miss invoices that are due, while still highlighting which ones offer a cash discount.
Example
Select Latest Discount Date.
Choose a date range (for example, out to January 31, 2025).
Click Get Accounts Payable.
This will pull back a summary showing:
Discounts you're entitled to
Credits currently available
Balance due
Amount paid year to date
These numbers update dynamically based on whichever filters you apply.
3. Narrow Down Results with Filters
You can filter the results further by:
Vendor (for example, showing only Amazon)
Vendor type (for example, showing all appliance distributors — often more practical than filtering one vendor at a time)
Discounts available only
Past due only
Net due only — filters out invoices that net to zero (for example, a $1,000 invoice offset by a $1,000 credit), if you don't want to see those right now
Open credits only
These filters help you narrow your list down to exactly what you want to review or act on.
4. Working with Flagged Invoices
Multiple people can work in the Flagging screen at the same time. For example:
One person might handle all utility bill payments.
Another might handle all inventory bill payments.
Using the vendor type filter can help divide this work.
You don't have to flag and pay invoices in a single step. You can:
Flag invoices as you go (for example, throughout the week).
Come back and flag more invoices later.
Pay everything that's been flagged when you're ready (for example, printing checks once a week on a set day).
5. Understanding the Summary View
Unlike the AP Entry screen — which lists every individual invoice — the Flagging screen summarizes what you owe by vendor, showing:
Vendor code
Vendor name
Open quantity of invoices
Year-to-date credits
Current balance due
Net due
What you actually owe that vendor to be paid
From this summary, you can drill down into the details for a specific vendor and choose which invoices and/or credits to flag.
6. Additional Capabilities
From the Flagging screen, you can also:
Create new invoices
Create new credits
This gives you flexibility in how you choose to work, even though invoice entry is primarily recommended through the AP Entry screen.
Summary
Use the AP Entry screen to enter invoices.
Use the AP Flagging screen to determine what's due and manage payments, especially when paying multiple invoices at once.
Use the Latest Due Date or Latest Discount Date filters to see what needs to be paid and take advantage of available cash discounts.
Narrow your results using vendor, vendor type, discount, past due, net due, and open credit filters.
Flag invoices over time and pay them in batches according to your own payment cadence.