Hi, I'm Greg, and in this video, I guide you through the AP Entry Screen, showcasing how to navigate invoices, credits, and payments. I explain the grid layout, filtering options, and search functionalities. Pay attention to the differences between entry date and invoice date.
The AP Entry Screen is where you view and manage your open Accounts Payable invoices, credits, and trust invoices. This guide covers how to access the screen, understand what's displayed, filter and search the grid, and use the built-in reporting and quick action tools.
1. Accessing the AP Entry Screen
Go to the Menu.
Scroll down to Accounts Payable.
Click Invoices.
By default, this screen shows all of your current open invoices — including past due invoices, trust invoices, and credits flagged to be paid.
2. Understanding the Grid
Each row in the grid represents an invoice, credit, or trust entry, and includes:
Vendor code
Reference number (invoice number)
Entry info – the date and time the invoice was entered, and who entered it (this is different from the invoice date).
Invoice date – the date on the actual AP invoice (when you were invoiced).
Entry date – the date the invoice was physically entered into the system.
PO number (if applicable)
Terms
Amount
Any credits applied to the invoice
Due date
Discount date and discount available, if applicable
Amount paid, if any payments have been made
3. Quick Action Buttons
Each row includes quick action icons:
Eyeball icon – view the invoice.
Dollar sign / Pay button – pay the invoice.
Note icon – add a note to the invoice.
Vendor details icon – view details about the vendor associated with that invoice.
View history button – view the full audit trail for that invoice.
4. Filtering the Grid
You can filter the grid using color-coded buttons at the top:
White – shows all invoices.
Purple – shows all trust invoices.
Blue – shows all credits.
Flagged – shows invoices and credits flagged (from the AP Flagging screen) to be paid or used against invoices.
Paid – shows invoices that have been paid.
Past Due – shows invoices that are past due.
Deleted – shows invoices that have been marked as deleted. (Deleted invoices are never fully removed from the system — they're simply flagged as deleted so they no longer appear in the standard grid view.)
5. Searching the Grid
Use the search box to search by invoice number, vendor, credit memo number, or other reference numbers.
Simply type your search term (for example, an invoice or credit memo number) and press Enter to filter the grid to matching results.
6. Using Additional Filters
If the search box isn't specific enough, use the filters above the grid to narrow results by:
Vendor
Vendor type
Entry user
Date fields: due date, invoice date, entry date, or discount date (with a corresponding date range)
Entries As Of filter
Using the "Entries As Of" Filter
This filter lets you view your AP schedule as it stood on a specific date in the past — useful for reconciling with a bank or accountant.
For example:
Enter all invoices for a given month.
If asked to show your AP schedule as of an earlier date (e.g., November 1st), enter that date into the Entries As Of filter.
The grid will update to reflect invoices and entries as they stood as of that date, including which invoices were unpaid at that time.
The Amount Paid column will also update to reflect how much had been paid as of that date, compared to what has been paid today.
Exporting and Balance Matching
Once your date filter is set, you can click Export to generate a detailed report to share (for example, with a bank or accountant).
The screen also displays a total balance as of the selected date, which is useful for matching your Accounts Payable balance sheet figure against your actual AP schedule at month-end.
7. Additional Actions
From the AP Entry Screen, you can also:
Add Invoices
Add Credits
Create Quick Checks
8. AP Reports
Click the AP Reports button to access a variety of reports with multiple filter options. (These reports are covered in more detail in separate videos.
Summary
The AP Entry Screen gives you a complete view of your open invoices, credits, and trust entries. Use the color-coded filters and search box to narrow down what you're looking at, use the Entries As Of filter to reconcile balances as of a specific date, and use the quick action icons to view, pay, note, or research individual invoices.