Manually Posting Vendor Invoices

Manual posting allows organizations that are not connected to an external accounting system (such as QuickBooks) to lock approved vendor invoices against further editing. It provides a lightweight alternative to accounting-system posting when your workflow does not require syncing invoices to a third-party system.

Enabling Manual Posting

Manual posting must be enabled by an administrator before it is available to users.

1. Navigate to Settings → Accounting Integrations.
2. Ensure your organization has no accounting system connected. The Manual Posting option is only visible when no system is configured.
3. Under the Manual Posting section, toggle Manual Posting on.

4. Click Save.

Once enabled, a Post button will appear on all approved vendor invoices.

Posting a Vendor Invoice Manually

A vendor invoice must be in Approved status before it can be manually posted. The fiscal period for the invoice must also be open.

1. Open the vendor invoice you want to post.
2. Click the Post button in the action bar.
3. The invoice status will change to Manually Posted.

Once posted, the invoice is locked for editing. A Manually Posted badge is displayed prominently on the invoice, and a Manual Posting Info panel shows the details of when and by whom the invoice was posted.

Unposting a Vendor Invoice

Only Administrators can unpost a manually posted invoice. Unposting returns the invoice to Approved status and unlocks it for editing.

1. Open a Manually Posted vendor invoice.
2. Click the Unpost button in the action bar.
3. A confirmation dialog will appear. Enter a reason for unposting (minimum 10 characters).
4. Click Unpost Invoice to confirm.

Manually Posted vs. Posted

If you have additional questions or need more in depth information, please feel free to send us a message using the help beacon in the lower right-hand corner.