Step-by-Step Accounts Payable Invoice Processing Guide

This practical Yardi Voyager accounts payable guide explains how to process a payable invoice from receipt in the AP mailbox through batch creation, invoice entry, review, and final posting. It is designed as a clear SOP for accounts payable teams using Yardi Voyager.

Quick Process Overview

Log in to Yardi Voyager.

Retrieve the payable invoice from the AP mailbox.

Open Payable and select Create Batch.

Open and save the Batch Payable.

Use the blank-page icon to open invoice entry.

Enter the required invoice and accounting details.

Save the invoice.

Return to Batch Payable, edit as required, and post.

Confirm that the invoice has been posted to Yardi.

Yardi Payable Invoice Processing: Step-by-Step

1. Log in to Yardi Voyager

Access the Fifteen Group Yardi system and log in to begin the payable invoice process.

Figure: Log in to Yardi Voyager

2. Retrieve the Invoice from the AP Mailbox

Get the payable invoice from the accounts payable mailbox. Keep the vendor invoice available because it will be the source for the invoice-entry fields.

3. Open Payable and Create a Batch

From Yardi Voyager, click “Payable” and then select “Create Batch.” This starts the batch used for payable invoice processing.

Figure: Open Payable and Create a Batch

4. Open the Batch Payable Screen

The Batch Payable screen opens. Review the batch information before continuing.

Figure: Open the Batch Payable Screen

5. Save the Batch

Click “Save” on the Batch Payable screen.

Figure: Save the Batch

6. Open the Invoice Entry Page

Select the indicated blank-page icon in the Payables area to open the invoice entry page.

Figure: Open the Invoice Entry Page

7. Open the Payable Invoice Interface

The Payable Invoice interface opens. This is where the invoice information and accounting details are entered.

Figure: Open the Payable Invoice Interface

8. Enter the Required Invoice Details

Manually enter all required information using the vendor invoice as the source. Complete the fields carefully before saving.

Payee

Invoice Number

Expense Type

Total Amount

Invoice Date

Post Date

Due Date

Entity

Amount

Account/GL Code

Notes

Payment Method

Figure: Enter the Required Invoice Details

9. Save the Payable Invoice

After completing the required fields, click “Save.”

10. Edit the Batch Payable

The Batch Payable screen opens again. Click “Edit” and complete any required batch fields.

Figure: Edit the Batch Payable

11. Apply the Edit and Post

After applying the edit, click “Post” to post the batch.

Figure: Apply the Edit and Post

12. Confirm the Invoice Posting

Confirm that the invoice has been posted successfully to Yardi.

Invoice Entry Checklist

Before posting, verify that the invoice details entered in Yardi match the vendor invoice, including the invoice number, dates, amount, entity, GL/account coding, notes, and payment method.