AP Invoice Entry

Overview

Accounts Payable (AP) invoice entry is how the bookkeeping team records bills received from vendors — such as carriers, service providers, and commission payouts — into LAMS. Each invoice is entered, assigned to a GL account, reviewed in the pending AP queue, approved, and then assigned to the check register for payment. The workflow provides a full audit trail from invoice receipt to check issuance.

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Before You Begin

• Have the vendor invoice ready with: vendor name, invoice number, invoice date, amount, and description of services.
• Confirm the correct GL account to charge (check with your controller if unsure).
• Ensure you have the Bookkeeping role.

Step 1: Open Invoice Data Entry

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Invoice data entry form with fields for vendor name, invoice number, invoice date, due date, amount, GL account, and description

Invoice data entry form with fields for vendor name, invoice number, invoice date, due date, amount, GL account, and description

1. Navigate to Bookkeeping > AP Invoices > New Invoice.
2. The invoice data entry form opens.

Step 2: Enter Invoice Details

1. Select the Vendor from the vendor dropdown. If the vendor is not listed, see Vendors to add them first.
2. Enter the Invoice Number exactly as it appears on the vendor’s invoice.
3. Enter the Invoice Date (the date on the vendor’s invoice, not the date you are entering it).
4. Enter the Due Date for payment.
5. Enter the Invoice Amount (total amount owed).
6. Select the GL Account to charge for this expense.
7. Enter a Description that identifies what the invoice is for (e.g., “E&O Insurance — Q1 Premium”, “IT Services — March 2024”).
8. Attach a copy of the invoice by clicking Upload Invoice and selecting the PDF or image file.
9. Click Save Invoice.

Note

The invoice number must be unique per vendor. If you enter a duplicate invoice number, the system will alert you before saving. Double-check to avoid paying the same invoice twice.

Step 3: Pending AP Entry Queue

After saving, the invoice appears in the Pending AP Entry Queue for review and approval.

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Pending AP entry queue showing a table of invoices with vendor name, invoice number, date, amount, GL account, status, and action buttons

Pending AP entry queue showing a table of invoices with vendor name, invoice number, date, amount, GL account, status, and action buttons

1. Navigate to Bookkeeping > AP Invoices > Pending AP.
2. The queue shows all invoices awaiting approval.
3. Use tabs to filter by Pending, Approved, or All.

Step 4: Approve an Invoice

AP approvers review invoices in the pending queue before they are released for payment.

1. Open the invoice from the pending queue by clicking its row.
2. Review the vendor, amount, GL account assignment, and attached invoice document.
3. Verify the invoice matches any associated purchase order or contract (if applicable).
4. If correct, click Approve.
5. If there is an issue, click Return for Correction and enter a note explaining what needs to be fixed.

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Invoice approval confirmation dialog showing invoice details and an approve button

Invoice approval confirmation dialog showing invoice details and an approve button

Approved invoices move from Pending to Approved status and become available for inclusion in the check register.

Step 5: Assign to Check Register

1. Navigate to Bookkeeping > Check Register.
2. Click Add to Check Register.
3. Search for approved invoices by vendor or invoice number.
4. Select the invoice(s) to include in the current check run.
5. Click Add Selected.

The invoice is now queued for check generation. See Check Printing for the check generation workflow.

Editing a Pending Invoice

Invoices in Pending status can still be edited:

1. Open the invoice from the pending queue.
2. Click Edit.
3. Make the necessary corrections.
4. Click Save.

Caution

Approved invoices cannot be edited without returning them to pending status first. If you need to correct an approved invoice, click Return to Pending, make corrections, and resubmit for approval.

Invoice History

All invoices — whether pending, approved, or paid — are retained in the invoice history. To view historical invoices:

1. Navigate to Bookkeeping > AP Invoices > All Invoices.
2. Use date range filters and vendor filters to find historical invoices.
3. Click any invoice to view its full detail, approval history, and associated check information.