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.
To enter a purchase invoice, proceed as follows:
Click Add new to create a new voucher; Reference no. shows
<NEW>or a temporary number per configuration.Enter Voucher date, verify Accounting month and Voucher no. for the invoice recognition period.
Select Processing method. Keep Hold when you need to review invoice, tax, or cost allocation before posting.
Select Vendor code; the system displays vendor name and suggests AP account, currency, and payment terms.
Enter Invoice no., Invoice date, and Invoice serial exactly as on the VAT invoice received.
Verify AP account, Payment term, Payment date, Currency, and Exchange rate.
Enter Description (VN / EN / KR) summarizing the invoice content.
Enter each detail line: expense/inventory account, item if any, quantity, unit price, amount, tax rate, and tax amount.
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:
Click Add new or press F3 to select an existing payment.
Enter Voucher date, verify Accounting month and Voucher no.
Select Vendor code — the system loads open AP invoices for that vendor.
Select Payment account: use 111 for cash, 112 for bank transfer.
Select Currency and enter Exchange rate for foreign currency payments.
Enter allocated amount for each invoice on the detail grid.
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:
Click Add new to create a new advance voucher.
Enter Voucher date, verify Accounting month and Voucher no.
Select Vendor code receiving the advance.
Select Currency, enter Exchange rate, and choose appropriate AP/advance account.
Enter description and advance amount on detail lines.
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.
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