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Posted August 18, 2026

AP Invoice List

An AP Invoice List is the Record List of AP invoice records. It is available at Finance > AP > Invoices. You need the FinanceAP Full or FinanceAP Read role.

The list shows the invoices of the ledger selected at the top of the Finance module. By default it shows the invoices whose Post Date falls inside an open fiscal year, on or after that year’s open period date, together with every invoice that is not paid off and not voided. The include all checkbox adds the rest, which are the paid off and voided invoices of closed periods.

Column explanations:

Post Date is the date the invoice reaches the general ledger, entered as Post Date on the invoice. It also decides which fiscal year the invoice falls in.

# is the vendor’s invoice number, entered as Invoice # on the invoice.

Invoice Date is the date on the vendor’s invoice.

Total is the sum of the invoice items.

Paid Off? is checked once the payments and credit memos applied to the invoice reach its Total. It is also checked on a voided invoice.

Balance is the Total minus the payments and credit memos applied. It is zero on a voided invoice.

Due is the Due Date entered on the invoice. Rows are highlighted once the Due date has passed on an invoice that is neither paid off nor voided.

Pay records a payment against the invoice. The link appears only for users with the FinanceAP Full role, and only on invoices that are neither voided nor paid off.

Id is the system identifier assigned to the invoice.

Vendor Memo is a memo entered on the invoice that appears only on the mail merge documents and email templates your school builds to include it. Internal Memo is for your staff only, and it is hidden by default.

Entered Date is the date the invoice was recorded, and it is hidden by default.

# of POs counts the purchase orders linked to the invoice. Clicking it opens the invoice’s Purchase Orders page.

Below the list, Total adds up the Total column and Balance adds up the Balance column. Both cover every invoice the search returns, not only the invoices on the page you are looking at. If any voided invoices are in the search results, their Total is included towards the Total.

Search fields worth knowing:

Every search field of a Vendor List is also available here, because each invoice comes from a vendor.

Fiscal Year and Fiscal Year Int find the invoices whose Post Date falls in a fiscal year, by its name and by its number.

Invoice Accounts Payable Description and Invoice Accounts Payable Number find the invoices posting to an accounts payable account, by the account’s description and by its number.

Invoice Balance searches the Balance column, counting a voided invoice as zero. Invoice Due searches the same amount.

Invoice Date searches the date on the vendor’s invoice, and Invoice Post Date searches the Post Date column.

Invoice Due Date searches the Due column.

Invoice Entered Date searches the date the invoice was recorded.

Invoice Paid searches the payments and credit memos applied to the invoice.

Is Paid Off, Is Posted, and Is Voided search with Yes or No. Is Paid Off counts a voided invoice as paid off.

PO Description and Purchase Order ID find the invoices linked to a purchase order, by the purchase order’s description and by its system identifier.