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Invoices entered into ACS do not affect account balances until they are posted and paid. After you finish editing and viewing invoices, you cannot issue checks for vendors until the invoices are posted. You can view posted invoice amounts in Accounts Payable Inquiry, or by printing a Cash Requirements or Open A/P report. If you post transactions to an inactive account, its account status changes to Active.

When you post an invoice in a cash environment, ACS links the invoice amount to the vendor. Nothing is posted to the general ledger until the invoice is paid.

When you post an invoice in an accrual environment, ACS links the invoice amount to the vendor and to the expense account associated with the invoice. In the general ledger, the amount of the invoice is posted to the Accrual Liability account until the invoice is paid. After the invoice is paid, the amount is cleared out of (debited) the Accrual Liability account and credited to the appropriate checking account. You can view transactions posted to the general ledger by printing the Batch Posting Journal from the General Ledger Reports option.

 To post invoices
  1. Under Manage Records, click the Transactions tab.
  2. In the drop-down list, select Accounts Payable Invoices, then click Go .
  3. Click Post Invoices.
  4. In the drop-down list, select a Posting Date.
  5. To post invoices for a specific month, click the up and down arrows in the Month/Year date boxes to select the posting period. To post invoices for all periods, select All Periods.
  6. Optional: To post invoices entered by other ACS users within your organization, select All Users.
  7. Optional: To view an invoice's details prior to posting, select the invoice in the grid, then click View. Account distribution information also displays beneath the grid when you select an invoice.
  8. If you haven't already, click Print to print the Invoice Proof List and verify your entries. You can also click Preview to view the Invoice Proof List prior to printing.
  9. When the confirmation message displays, click Yes to post the invoices.
  10. Click OK.
Additional Field Information


Print Distribution
Select this option to include disbursement information.

Print Detail Headers
Select to print the distribution information with headers and a border. Print Detail Headers is only available when Print Distribution is selected.

Use Selection
Select to post multiple invoices at a time. After selecting this option, press Ctrl and click on the desired invoices to post specific transactions.

Posting Date
Select the appropriate posting date. This date prints on reports.

All Users
Select this option to include invoices created by all ACS users. To select this option, you must have user rights to Post All Users Invoices in Utilities.

All Periods
Select this option to include invoices created in all posting periods.

Month and Year
Select a month and year to show invoices from a particular posting period. Click the up and down arrows in the Month and Year date boxes to select the month and year. If All Periods is selected, this option is not available.