The Vendor Invoices screen is used to review supplier invoices, enter new AP invoices, edit eligible unpaid invoices, and open check runs.
What this screen is for
Use Vendor Invoices when a vendor invoice needs to be entered into AP, reviewed, edited, or protected for payment processing.
This is the canonical documentation page for the shared vendor invoice screen. The same screen opens from Finance Payables and Purchasing.
Do not create a second vendor invoice to correct an unpaid invoice that can still be edited. Review the invoice status, check-run status, PO receiving, and payment history first so AP, vendor history, and PO accruals stay aligned.
Screen paths
- Dashboard > Finance > Payables > Vendor Invoices
- Dashboard > Purchasing > Vendor Invoices
Invoice list
The main list shows vendor invoices across vendors.
Users can search by:
- Invoice number
- Vendor name
- PO number
Users can filter by status:
| Status | Meaning |
|---|---|
Draft |
Invoice has been entered as a draft in PAX. |
Submitted |
Invoice has been entered for normal AP handling. |
Partially Paid |
Invoice has payment activity but still has an unpaid balance. |
Paid |
Invoice has been paid. |
Rejected |
Invoice has been marked rejected. |
The table shows:
| Column | What it shows |
|---|---|
Invoice # |
Vendor invoice number. |
Vendor |
Vendor name. |
PO # |
Linked purchase order, if any. |
Invoice Date |
Date on the vendor invoice. |
Due Date |
Due date used for AP aging and payment review. |
Total |
Invoice total. |
Status |
Current invoice status. |
Actions |
Edit and delete actions when allowed. |
The footer shows invoice count and total amount for the current list.
New and edit invoice actions
Select New Invoice to open Create Vendor Invoice. Use this when the vendor invoice has arrived and needs to be recorded.
A vendor invoice can be linked to a purchase order or entered without a PO:
| Invoice type | When to use it |
|---|---|
| PO-linked invoice | Use when the vendor invoice relates to a purchase order in PAX. The PO must have received quantity before the invoice can be created. |
| Non-PO invoice | Use when the payable should be recorded directly to selected GL accounts without a purchase order. |
Select Edit to open an existing eligible invoice. Paid invoices cannot be edited, and invoices in a pending check run cannot be modified.
Select Delete only when the invoice should be removed from normal AP handling. PAX marks the invoice as deleted and hides it from the list; it does not simply erase the record from business history.
Check runs
Select Check Runs to review AP check-run activity. The check-run list includes pending, completed, and voided runs, with run number, created date, status, method, payment date, item count, and total.
If an invoice is already included in a pending check run, PAX protects it from edit, delete, and vendor-credit application until the check-run issue is resolved.
What happens behind the scenes
Opening the Vendor Invoices screen does not change accounting records.
When a vendor invoice is saved, PAX:
- Creates or updates the vendor invoice header and invoice lines.
- Stores vendor, invoice number, invoice date, due date, status, currency, exchange rate, freight, tariff, notes, line quantities, prices, GL accounts, and unit-of-measure details.
- Requires at least one invoice line with quantity greater than zero.
- Requires GL accounts for non-PO invoices and manually added lines.
- Prevents PO-linked invoice quantities from exceeding received quantity available to invoice.
- Blocks PO-linked invoices when the PO has no received quantity.
- Calls the accrual-to-AP posting routine for PO-linked invoices.
- Runs invoice price adjustment processing to compare invoice values to PO values and handle invoice variance behavior.
When an invoice is soft-deleted, PAX marks it Deleted and hides it from the normal invoice list. Paid invoices and invoices in pending check runs are protected from deletion.
Troubleshooting
I cannot create an invoice for a PO
Likely cause: The purchase order has not been received yet.
Safe fix: Receive the PO through the receiving workflow first, then return to Vendor Invoices.
Contact support if: The PO was received but PAX still says the PO has no received quantity.
Edit or delete is blocked
Likely cause: The invoice is Paid or is part of a pending check run.
Safe fix: Review the invoice status and any check-run badge before trying to change the invoice. Do not create a duplicate invoice to bypass the block.
Contact support if: The invoice is unpaid, not in a pending check run, and should be editable.
A PO line quantity cannot be entered
Likely cause: The line has no quantity available to invoice, or the entered quantity exceeds received quantity not already invoiced.
Safe fix: Review the Received / Available quantity on the invoice line. If receiving is incomplete, receive the PO first. If the line was already invoiced, review existing vendor invoices before entering another invoice.
Contact support if: The available quantity looks wrong after reviewing PO receipts and existing invoices.