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Using the Related AP Items Function in AP.E for Credit Card Payments and Invoice Consolidation ​

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Resolution Steps ​

Example 1: Handling Credit Card Payments ​

1. Create a New Invoice for the Credit Card Provider

In AP.E, create a new invoice for the credit card provider.

  • Leave the AP ID field blank; an AP ID will be assigned automatically when the record is saved.

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2. Enter Related Vendor Invoices

Navigate to the Related AP Items tab.

  • Enter the AP IDs of the vendor invoices that were paid on the credit card statement.
  • The AP IDs can be in either "invoiced" or "accrual" status.

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3. Adjust Payment Amounts if Needed

  • You may change the payment amount for each related item, but the amount cannot exceed the open balance.
  • If there is a difference between the total related amount and the statement amount, apply the difference to a GL account (e.g., office supplies as a miscellaneous charge).

Example 2: Creating a Single Invoice for Multiple Receipts ​

1. Create a New Consolidated Invoice

In AP.E, leave the AP ID field blank.

  • Enter the vendor number, invoice number, date, and amount for the new consolidated invoice.

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2. Add Related Receipts or Invoices

On the Related AP Items tab, enter the AP IDs or receipts you wish to consolidate into this single invoice.

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3. Save the Record

When the record is saved:

  • The IDs entered on the Related AP Items tab will be flagged as paid.
  • The check number for these items will be the AP ID of the newly created consolidated invoice.

4. Verify Status

  • If the invoice is paid in full, its status will be changed to "closed."

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