AP Invoices Overview

Accounts Payable (AP) invoices track what your organization owes to suppliers. The module handles invoice registration, payment tracking, and cost allocation.

Invoice Lifecycle

stateDiagram-v2
    [*] --> Draft
    Draft --> Open: Approve
    Open --> Paid: Full Payment
    Draft --> Cancelled: Cancel
    Open --> Cancelled: Cancel
    Paid --> [*]
    Cancelled --> [*]

Invoice Status

Status	Description
Draft	Being entered, not yet approved
Open	Approved and awaiting payment
Paid	Fully paid
Cancelled	Invoice cancelled

Payment Status

AP invoices also track a separate payment status:

Payment Status	Description
Unpaid	No payments recorded
Partially Paid	Some payment made, balance remaining
Paid	Fully settled
Overdue	Past payment due date, not fully paid

Cost Types

Each AP invoice line can be categorized by cost type for accurate cost allocation:

Cost Type	Description
Product	Direct product/material costs
Shipping	Freight and delivery charges
Customs	Import duties and customs fees
Insurance	Cargo or shipment insurance
Handling	Handling and processing fees
Tax	Additional taxes and levies
Discount	Supplier discounts (negative amount)
Other	Miscellaneous costs

These cost types are used in landed cost calculations to determine the true cost of procured goods.

AP Invoice Components

Header Information

Field	Description
Supplier	Vendor who issued the invoice
Invoice Number	Supplier's invoice reference
Invoice Date	Date on the supplier invoice
Due Date	Payment due date
Currency	Invoice currency
Purchase Order	Linked PO (if applicable)