AP Invoice — Tips

AP Invoice - Approvals Pending

Every vendor invoice Viktor posts in #sa-accounting-ap that is not yet in QuickBooks appears here, one row per invoice.

• Approval Type: 1-Receipt (waiting on a PO receipt), 2-Issues (something to resolve), 3-NPO (not implemented), 4-$ (over a dollar or variance setting), 5-Approved (ready for QuickBooks).
• Inv Date: the invoice date read from the vendor PDF, shown next to the invoice #.
• PO Type: NPO = no PO, POI = PO for inventory items, PON = PO for non-inventory items.
• Links: vendor opens QuickBooks, invoice # opens the Slack post, PO # opens the PO in QuickBooks.
• Approvals (Issues / Ven Cat / AP / Exec): click your button to approve; click again to take it back. Only the named approvers can click: AP, Exec and the backup are set on Settings → Accounting; Ven Cat is the approver of the vendor's category. A greyed button is not yours.
• Sort by Approval Type, PO Type, Vendor, Invoice #, PO # or Ven Cat Approver.
• Refresh runs the same check as the hourly job. Archive lists invoices already posted to QuickBooks.
• While Stage only is Yes (Settings → Accounting) nothing is written to QuickBooks.

Amber approval buttons (Issues, AP, Exec) = that approval is still required for the invoice. Green with a check = already given. Plain = not required. Ven Cat is not flagged yet.

• Recv OK (admin only): if QuickBooks shows the PO received but the screen says Receipt/not received, an admin clicks Recv OK on that row. It skips the received-qty check for that invoice (logged with who/when); click again to remove. [Ver 3, 2026-10-27]