> For the complete documentation index, see [llms.txt](https://local.docs.ssaudit.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://local.docs.ssaudit.com/english-1/account-payable-module/input-section.md).

# 2.2 Input section

### Vendor invoice

**When to use:** When receiving purchase invoices for goods or services from vendors — record the purchase to track accounts payable (Account 331) and post expense/inventory accounts accordingly.

> **Business example:** Voucher AP26/050012 dated 10/05/2026 — invoice 00003240, serial 1C25TAJ from AJ RENTAL Co., Ltd. Photocopy rental for two Apeos 5570 machines in May 2026; AP account 33111; detail Dr 6427 total 5,800,000 VND, VAT 8% 464,000 VND, total payable 6,264,000 VND.

![](/files/K2RNHNtRUjwfFkWYk8k1)

To enter a purchase invoice, proceed as follows:

1. Click **Add new** to create a new voucher; **Reference no.** shows `<NEW>` or a temporary number per configuration.
2. Enter **Voucher date**, verify **Accounting month** and **Voucher no.** for the invoice recognition period.
3. Select **Processing method**. Keep Hold when you need to review invoice, tax, or cost allocation before posting.
4. Select **Vendor code**; the system displays vendor name and suggests AP account, currency, and payment terms.
5. Enter **Invoice no.**, **Invoice date**, and **Invoice serial** exactly as on the VAT invoice received.
6. Verify **AP account**, **Payment term**, **Payment date**, **Currency**, and **Exchange rate**.
7. Enter **Description (VN / EN / KR)** summarizing the invoice content.
8. Enter each detail line: expense/inventory account, item if any, quantity, unit price, amount, tax rate, and tax amount.
9. Verify **Total tax**, **Total before tax**, and **Grand total**, then click **Save**.

* **Header information:**
  * Reference no.: Defaults to `<NEW>` for new entries; press **F3** to find existing vouchers.
  * Voucher date / Accounting month / Voucher no.: Auto-filled per current date and configuration rules.
  * Vendor code: Select vendor — system auto-fills AP account, currency, and default information.
  * Invoice no. / Invoice date / Invoice serial: Enter per input VAT invoice for VAT tracking and duplicate checks.
  * Payment term / Payment date: Enter terms and expected payment date for cash flow management.
  * Description (VN / EN / KR): Enter a brief transaction summary.
* **Detail grid:**
  * Account: Enter expense or inventory account on the debit side.
  * Item code / Qty / UOM / Unit price: Select goods, enter quantity and price — system calculates Amount.
  * Tax rate / Tax amount: Select input VAT % — system calculates tax per line.
  * Invoice no. / Serial / Form / Invoice date: Enter VAT invoice details for tax listing.
  * Vendor code (grid): Enter if the voucher combines multiple vendors.
* **Function buttons:**
  * Prev invoice / Next invoice: Navigate adjacent vouchers.
  * Add new vendor: Quickly add a new vendor on screen.
  * Export grid / Import: Export to Excel or import from external file.
  * Print voucher: Print or export PDF by template.
  * Save / Copy / Add new / Delete / Close: Standard operations.
* **Operational notes:**
  * For VAT invoices, enter invoice no., serial, invoice date, and tax code on detail lines so tax listing is correct.
  * When detail accounts require cost code, job code, or profit code, enter them before saving.
  * For fixed asset or prepaid expense accounts, the system may prompt additional asset/allocation setup.
  * Posted vouchers requiring changes must be unposted or adjusted per internal control procedures.

> **System validations on Save:**
>
> * Voucher no. is required; last 4 characters must be numeric and unique in the period.
> * Voucher date must fall in the accounting month and an open period.
> * Vendor code, currency, exchange rate > 0, payment terms, and valid AP account are required.
> * At least one description (VN/EN/KR) and one detail line are required.
> * Quantity, unit price, amount, and tax amount cannot be negative.
> * If VAT exists and tax tracking is enabled, detail lines must have a tax code.
> * System checks duplicate invoice no. by vendor/serial and duplicate invoices in the same period.
> * One AP invoice may use only one currency across detail lines.

> **Note:** You may save the invoice in Hold status for review, then post on this screen or use **Post multiple AP vouchers** for bulk posting.

***

### Vendor payment

**When to use:** When recording payment to vendors — allocate payment amounts to open AP invoices and reduce accounts payable balance.

> **Business example:** Pay vendor "ABC" 50,000,000 VND, allocated to two open invoices: INV001 30,000,000 VND and INV002 20,000,000 VND — Dr 331 / Cr 112 to reduce payables.

To enter a payment voucher, proceed as follows:

1. Click **Add new** or press **F3** to select an existing payment.
2. Enter **Voucher date**, verify **Accounting month** and **Voucher no.**
3. Select **Vendor code** — the system loads open AP invoices for that vendor.
4. Select **Payment account**: use 111 for cash, 112 for bank transfer.
5. Select **Currency** and enter **Exchange rate** for foreign currency payments.
6. Enter allocated amount for each invoice on the detail grid.
7. Click **Save** to save in Hold status, or post when reconciliation is complete.

* **Header information:**
  * Reference no. / Voucher no.: Press **F3** to find existing payments; voucher no. tracks payments in the period.
  * Vendor code: Payee; select only when open invoices are confirmed.
  * Payment account: Cash or bank account used for payment.
  * Currency / Exchange rate: Used for conversion and FX difference if any.
* **Payment detail grid:**
  * Invoice/AP voucher no.: Select open invoice to pay.
  * Payment amount: Amount allocated to each invoice.
  * Remaining balance: Check balance after allocation.
* **Operational notes:**
  * Total allocated amount cannot exceed remaining balance per invoice.
  * For foreign currency payments, verify exchange rate because posting may record FX differences.
  * For advance offset, offset amount cannot exceed remaining advance balance.

> **System validations on Save:**
>
> * Accounting period, voucher no., processing method, vendor code, currency, and payment account are required.
> * Last 3 characters of voucher no. must be numeric.
> * Voucher date must fall in the accounting month.
> * At least one AP invoice/voucher is required on the detail grid.
> * Payment amount cannot be negative or exceed remaining balance at save time.
> * For advance offset, offset amount cannot exceed remaining advance balance.

> **Note:** Total allocated amount cannot exceed total open invoice balance.

***

### Vendor advance payment

**When to use:** When the company pays vendors in advance before receiving goods/services — record the advance to offset when paying invoices later.

> **Business example:** Advance 30,000,000 VND to vendor "XYZ" as deposit for raw materials — record vendor prepayment to offset when the invoice is received.

To enter an advance voucher, proceed as follows:

1. Click **Add new** to create a new advance voucher.
2. Enter **Voucher date**, verify **Accounting month** and **Voucher no.**
3. Select **Vendor code** receiving the advance.
4. Select **Currency**, enter **Exchange rate**, and choose appropriate AP/advance account.
5. Enter description and advance amount on detail lines.
6. Click **Save** in Hold status; post when approved.

* **Header information:**
  * Reference no. / Voucher no.: Manage advance vouchers in the period; press **F3** to find existing vouchers.
  * Vendor code: Vendor receiving the advance.
  * Currency / Exchange rate: Record original currency and converted amount.
  * Account: Vendor AP/advance account per company accounting policy.
* **Detail grid:**
  * Account: Offset or detail account tracking the advance.
  * Amount: Advance amount.
  * Description: Deposit/advance content for reconciliation when invoice arrives.
* **Operational notes:**
  * Track advances by vendor so invoice payment can offset the correct party.
  * Do not edit advance vouchers already used for offset; check offset amounts before adjusting.
  * For foreign currency, verify exchange rate on advance date to avoid AP balance discrepancies.

> **System validations on Save:**
>
> * Accounting period, voucher no., voucher type, processing method, vendor code, currency, and account are required.
> * Last 3 characters of voucher no. must be numeric.
> * Voucher date must fall in the accounting month.
> * Exchange rate must be greater than 0.
> * At least one detail line is required; line amount cannot be negative.
> * Voucher no. must be unique in the accounting period.

> **Note:** Advances are automatically offset when paying AP invoices for the same vendor.