Set the Invoiced Quantity for All Items on an Invoice

This feature allows you to set the Invoiced Quantity for all line items on a New regular invoice to either the received quantity or the ordered quantity. This action can save time when there are many items on an invoice.

You can also set all Invoiced Quantities to zero, so that they may be reset and invoiced properly.

Note: Line item quantities that were already paid on previous invoices will not be included. For example, if an invoice pays for 5 of 10 items ordered and received, a subsequent invoice will only pay for the remaining 5 if you use this feature.

Two ways of setting the invoiced quantity

You can set the invoiced quantity either from the More menu in the Vendor Invoice window or from the Edit Invoice window. If you need to set invoiced quantities on multiple invoices, we recommend using the Edit Invoice window.

Set the invoiced quantity on a single invoice

  1. Select Vendor Invoice from the Accounts Payable menu, and the Vendor Invoice window opens displaying invoices for all vendors.

  2. Select a New regular invoice, and select Set Invoiced Quantities from the More menu. The Set Invoiced Quantities window opens.

  3. Select Ordered Quantity, Received Quantity, or Zero from the Set Invoiced Quantity to pull-down list, and click OK.

Set the invoiced quantity on multiple invoices

  1. Select Vendor Invoice from the Accounts Payable menu, and the Vendor Invoice window opens displaying invoices for all vendors.

  2. Check the box(es) to select Regular invoice(s) in the New state, and click the Edit button. The Edit Invoice window opens.

  3. Click Set Invoiced Quantities in the Invoice Items tab, and the Set Invoiced Quantities window opens.

  4. Select Ordered Quantity, Received Quantity, or Zero from the Set Invoiced Quantity to pull-down list, and click OK.

  5. Move to the next record, and repeat steps 3 & 4.

Return to Vendor Invoice Overview