HOW-TO

How to enter a supplier invoice with line items in SYSPRO

Short answer

In SYSPRO, open a new supplier invoice, pick the supplier, add one line per invoice row with a ledger code and tax code, then check the total matches the invoice.

Last checked

Entering a supplier bill with line items means recording each row of the invoice (item, quantity, price, account and GST) instead of one lump sum.

The SYSPRO way

Where to find it: Program List > Accounts Payable > Invoice Processing (AP Invoice Posting)

  1. Open AP Invoice Posting and pick Transaction type Invoice.
  2. Enter the supplier code and the supplier's Invoice number.
  3. Enter the Transaction amount including tax and any Freight charge.
  4. Choose the Tax code and Tax basis (exclusive or inclusive).
  5. Open the GL Distribution pane and spread the value over ledger codes.
  6. Post the transaction once the Undistributed value is zero.

Limits in SYSPRO

  • Header and ledger lines are entered in two panes. Use Edit Transaction Details to go back and the GL Distribution pane is cleared.

Good to know in SYSPRO

  • You can register the invoice first in AP Invoice Registration and approve it later.

The Pulsify way

  1. Forward the supplier's invoice to your Pulsify address or upload it. Pulsify reads every printed row as its own line.
  2. Pulsify finds the supplier in SYSPRO and suggests an account for each line from how that supplier was coded before.
  3. Review the lines in Pulsify. Fix any account or tax code and approve.
  4. On approval, Pulsify creates the supplier invoice in SYSPRO with the original file attached.

Pulsify connects to SYSPRO. We set up the connection for you.

What Pulsify does not do here

  • Pulsify aims for 99% accuracy, but you still review each bill before approval.

Common mistakes

  • Going back with Edit Transaction Details after distributing, which clears the GL Distribution pane.
  • Choosing the wrong Tax basis (exclusive or inclusive), so the Transaction amount and tax do not agree to the printed invoice.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

Can I register an invoice before I post it?

Yes. Register it first in AP Invoice Registration and approve it later. A registered invoice stays out of AP and general ledger balances until it is approved.

Why is Post not available?

Post stays unavailable until the Undistributed value in the GL Distribution pane is zero. Spread the whole value over ledger codes first.

What happens if I go back to the header?

Using Edit Transaction Details to go back clears the GL Distribution pane. Fix the header first, then rebuild the distribution lines.

Pulsify setup guides

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