Overview

The new Invoice Notes feature in Accounts Payable allows you to add short comments or instructions directly to each Accounts Payable invoice line. This makes it easier for your team to capture important information during invoice entry and ensures it is visible throughout the payment process.

Invoice Notes can be added, edited, deleted and viewed from several Accounts Payable screens and appear as a small note icon wherever applicable.

Invoice Notes are available on:

•    Accounts Payable Invoices and Credits
•    Accounts Payable Invoice and Credit Adjustments
•    Create Payments
•    Unpaid Invoices and Property Balances (Standard and Beta pages)

A note icon will only appear for invoice lines that have a saved note.

Key Information about Invoice Notes

•    Invoices Notes are optional.
•    Notes apply to individual invoice lines, not the whole invoice.
•    A character limit of 250 characters applies.
•    Special characters are supported.
•    Notes do not display line breaks or paragraph spacing when viewed.

How to add a new Invoice Note

You can add a new invoice note in two places:

1. When creating a new supplier invoice or credit
   • Accounts Payable > Invoices and Credits
   • This allows you to enter a note at the time the invoice is first created.
2. After an invoice has already been created
   • Accounts Payable > Invoice and Credit Adjustments
   • This allows you to add a note later if one was not entered during invoice creation.

Steps (Accounts Payable Invoices and Credits – during invoice creation)

1. Go to Accounts Payable > Invoices and Credits.
2. Enter the supplier invoice details.
3. Type your comment into the Invoice Note field.

     4. Click Process.
     5. A transaction line will appear at the bottom of the page with a green note icon, confirming that the note has been saved.

     6. The Invoice Note field will clear automatically so that a different note can be added for any additional transaction lines if  required.

Steps (Accounts Payable Invoice and Credit Adjustments – after invoice creation)

1. Go to Accounts Payable > Invoice and Credit Adjustments.
2. Search for and open the existing invoice or credit you want to update.
3. Enter your comment into the Invoice Note field.
4. Click Save.

How to Edit or Delete an Existing Invoice Note

Notes can only be edited through Accounts Payable > Invoice and Credit Adjustments

Steps

1. Go to Accounts Payable > Invoice and Credit Adjustments.
2. Search for and open the invoice or credit you want to change.
3. Update or delete the text in the Invoice Note field.
4. Click Save.
    

How to View Invoice Notes

View notes while entering new invoices

On the Accounts Payable > Invoices and Credits page, a green note icon will appear next to each transaction line that contains a saved note. Hover over the icon to view the note.

View notes in Invoice and Credit Adjustments

In Accounts Payable > Invoice and Credit Adjustments, the saved note will appear in the Invoice Note field when you open the invoice or credit. This is also where notes can be edited or deleted.

View notes in Create Payments

In Create Payments, a green note icon will appear next to invoice lines that contain a note. Hover over the icon to read the comment before processing payments.

View notes in Unpaid Invoices and Property Balances (Standard and Beta pages)

A green note icon will appear next to invoice lines that contain a note. Invoice Notes are visible when generating the report using the following formats:

• Print to Screen - hover over the green Invoice Note icon to view the note

• Excel - any saved notes for unpaid invoices will appear under the Invoice Note column