Key invoice data into accounts payable using an approval journal

This article explains how to use the invoice register to create invoices and then use the approval journal to update the expense accounts.

Create and post and invoice

Go to Accounts payable > Invoices > Invoice register.
Select New.
Select the name of the invoice register to use.
Select Lines to open the register and enter expense lines.
Select a vendor. For example, enter or select US-104.
In the Invoice field, type a value.
In the Description field, type a value.
In the Credit field, enter a number.
In the Approved by field, select an approver from the drop-down menu.

When the Vendor invoice register approved feature is enabled, the AP clerk can decide if the Approved by field is mandatory. Go to Accounts payable parameters > Invoice > Invoice register, and set the Approved by field to one of the following values:
- Required – The Approved by field must be set before the invoice register journal can be posted.
- Optional – The invoice register journal can be posted without approval.
Select Post.

Go to Accounts payable > Invoices > Invoice approval.
Select New.
Select the name of the invoice approval journal that you want to use.
Select Lines to display a page to select the invoices that you want to approve.
Select Find Vouchers to display all of the invoices that are ready for approval.
Mark the invoice that you created, then click Select. The vouchers that you selected above are moved to this list after you select them.
Select OK.
Select the account number field to add an expense account to the invoice.
Enter an account number and tab off of the field. For example, enter 600120.
Select Post.
Select Voucher to view the entries that were posted. The Invoice pending approval account is reversed and replaced with the actual expense account.