---
title: "Create a Supplier Expense Invoice"
canonical: "https://kb.myframeworks.com.au/space/CO/30524458/Create%20a%20Supplier%20Expense%20Invoice"
format: markdown
---
Enter expense invoices from suppliers for non-stock purchases such as utilities, advertising, insurance or professional services. The invoice is recorded as a liability in Accounts Payable and the cost is allocated to one or more General Ledger expense accounts.

> 📝 ## Prerequisites
> 📝 
> 📝 - Supplier record exists in **Supplier Maintenance**.
> 📝 - General Ledger accounts are configured in **Chart of Accounts**.
> 📝 - GL period is open for the invoice date.
> 📝 - You have the supplier's physical invoice with the invoice number, date and amount.
> 📝 - Access to **Expense Invoice Entry** screen.

## Steps

1. Click the **Frameworks Menu** and navigate to **Payables > Transaction Processing > Expense Invoice Entry**.
2. Click **New** to open the expense invoice details fields.
3. In the **Supplier** field, enter the supplier ID or click the **Search** icon to open the **Supplier Finder** window. Select the supplier.
4. Complete the invoice header fields:
  - **Invoice:** Enter the invoice number exactly as it appears on the supplier's invoice.
  - **Invoice Date:** Enter the date from the supplier's invoice or select a date from the date picker. The **Invoice Date** defaults to the current date.
  - **Invoice Amount:** Enter the total value of the supplier's invoice. The **GST** and **Amount to Allocate** fields are calculated automatically.
  - **Narrative:** Enter an optional description to identify the expense (for example, "June electricity" or "Office supplies").
  - **Branch:** Select the branch the expense is associated with. The **Branch** defaults to your home branch.
5. In the Invoice Allocation section, click **Add** to add a GL allocation line and complete the following fields:
  - **Account:** Enter the GL account number or click the **Search** icon to search for an account by description.
  - **Amount:** Enter the dollar amount to allocate to the GL account.
  - **Analysis Code:** If applicable, enter the analysis code for the allocation line.
  - **BAS Code:** If applicable, enter the BAS code. Default BAS codes can be assigned against GL accounts in **Chart of Accounts**.
  Repeat this step for each GL account allocation until the **Amount to Allocate** field in the header equals $0.00.
6. Click **Save** to save the expense invoice. The invoice status changes to **Suspended**.
7. Click **Post** to submit the invoice to the General Ledger and Accounts Payable. The invoice status changes to **Submitted**.

## Result

When you click **Save**, the invoice is saved with a **Suspended** status and remains in a draft state. The invoice does not affect the General Ledger or Accounts Payable balances. You can return to the invoice to make changes or add allocations before posting.

When you click **Post**, the invoice status changes to **Submitted** and:

- The expense amount posts to the allocated GL accounts.
- The invoice amount is added to the supplier's outstanding balance in Accounts Payable.
- The invoice becomes available for payment through Payment Selection Batches.

Once the invoice status is **Submitted**, it is periodically processed and removed from the Expense Invoice Entry results grid. If modifications are needed after posting, use Invoice Maintenance.

> ✅ ## Related Tasks
> ✅ 
> ✅ - [Edit an Expense Invoice](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/937623553)
> ✅ - [Delete an Expense Invoice](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/936738822)
> ✅ - [Import Expense Invoice Data](https://sterlandsupport.atlassian.net/wiki/spaces/fwksproau/pages/30510358)
> ✅ - [Process Payment Selection Batches](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28396048)
> ✅ - [Invoice Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390250)

> ✅ ## Related Information
> ✅ 
> ✅ - [Expense Invoice Entry Screen - Field Definitions](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28404012)
> ✅ - [Chart of Accounts](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390222)
> ✅ - [Supplier Maintenance](https://sterlandsupport.atlassian.net/wiki/spaces/FRAM/pages/28390076)

---

## Additional Notes

- To remove a GL allocation line, select the line in the Invoice Allocation grid and click **Remove**.
- The **Post** button is only enabled when the **Amount to Allocate** field equals $0.00. If you attempt to post with an unallocated balance, the system displays an error message: "*Invoice must be fully allocated to post*".
- If the system integer [FWApWrnDays](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/13201801) is configured, a warning message displays when the **Invoice Date** is backdated beyond the specified number of days.
- If the system flag [APSuppInvAtt](https://sterlandsupport.atlassian.net/wiki/spaces/FSS/pages/590479366) is enabled, you must attach a file to the invoice before posting. Click the **Paper Clip** icon next to the **Invoice Date** field to open the **Attachments** window, attach the file, then click **Save** before posting. The **Post** button remains disabled until an attachment is present and saved.
- The system flag **InvPayDupl** controls whether a duplicate invoice number for the same supplier triggers a warning or an error. The duplicate check applies across both **Expense Invoice Entry** and **Stock Invoice Approval**.

**Multi-company environments:** To allocate an expense invoice across multiple companies, select the target company from the **Company** drop-down menu in the Invoice Allocation section before entering the GL account for each allocation line. An intercompany loan account must be defined between the invoice header company and the allocation line company. If no intercompany loan account exists, the system displays an error message preventing the save. Refer to Ledger Loan Accounts for intercompany loan account configuration.