ℹ️ Purpose
AP Invoices allow you to record the actual amounts billed by your vendors so Terial can calculate actual job cost against your budgeted and committed (PO) amounts.
You can create an AP invoice from a Purchase Order, or create one manually.
What are AP Invoices?
AP Invoices in Terial allow you to record vendor bills and tie them back to Purchase Orders and project budgets so you can track committed vs. actual cost.
How AP Invoices Connect to Purchase Orders
A PO represents what you requested from the vendor.
An AP Invoice represents what the vendor billed you for.
You can pull PO line items directly into an AP Invoice, ensuring accurate job-cost tracking without re-entering data.
This workflow allows:
Partial invoicing
Multi-invoice POs
One invoice covering materials from multiple POs (via "Existing AP Invoice")
A. Creating an AP Invoice from a Purchase Order
Open the PO.
Check the line items you want to invoice (some or all).
Click Add to AP Invoice.
Choose New AP Invoice or Existing AP Invoice.
You'll be taken to the AP Invoice screen with the selected line items preloaded.
Enter:
Invoice AP Number (vendor's invoice number — required)
Assigned To (required)
Bill From (required)
Status (defaults to Pending)
Invoice Date (defaults to today)
Due Date (defaults to 30 days later)
For each material:
(Optional) Upload the vendor's invoice PDF.
Click Save.
When the invoice is paid, set Status → Paid.
Click Save.
When the invoice is paid, set Status → Paid.
B. When to Use Partial vs. Full Invoicing
Full Invoicing
Use when:
The entire PO was billed on a single invoice.
Material and cost match exactly what was ordered.
Partial Invoicing
Use when:
Only some items were billed
The vendor shipped partially
The bill doesn't match the PO quantities
The vendor sends multiple invoices against a single PO
You can create:
✔ Multiple AP Invoices from the same PO
✔ A single AP Invoice containing materials from multiple POs
Terial automatically updates:
Committed cost (from PO)
Actual cost (from AP Invoice)
Remaining values on the project budget
Ready for the next steps?
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