When you receive an invoice from a vendor, you will enter the invoice information into the system. The system creates a record that is called a transaction (also called a voucher). Use the New A/P Transactions window to create Accounts Payable (A/P) transactions. However, if you are using Purchasing Passoff, invoices are passed off from Purchasing and Receiving into the New A/P Transactions window automatically. For more information about Purchasing Passoff, click here.
When you enter a transaction, the system assigns it a "voucher number." The system holds transactions in a temporary file until you post them, which in turn sends them to the Open Item File. You can easily change transactions until you post them. After posting, you can only change a limited amount of transaction information. Otherwise, you must enter an offsetting transaction in order to change the original transaction.