Accounts Payable (A/P) Form

Track invoices, record payments, monitor balances, and generate paid-out reports — all in one place. Data is saved automatically to your browser.

New Entry

Fill out the A/P form to log a new invoice and its payment details.

Entry Log

View, sort, filter, and edit all saved A/P entries in a summary table.

Paid-Out Report

Filter and export a full report of all payment transactions made.

Form Field Reference

Every field in the A/P entry form, explained.

① Invoice Information

Entered By*required

Select the person logging this entry — ART, Betty Jo Cruz, Elisabeth Bishaw, Karame Legler, or Jodene Blas.

Select Company*required

Choose the company this invoice belongs to: PWS, GPS, RTR Kansas, Houseboat, or Philippines.

Invoice Date*required

The date printed on the invoice as issued by the vendor. Used for chronological sorting and search.

Invoice Number*required

The vendor's unique invoice identifier (e.g. INV-2024-001). Used for tracking and cross-referencing payments.

Vendor Name*required

The name of the supplier or vendor who issued the invoice. Useful when you do business with multiple vendors.

Invoice Amount*required

The total dollar amount shown on the invoice — the full amount owed before any payments.

Payment Terms

Agreed payment timeline: PIA (Payment in Advance), Net 15/30/60, COD (Cash on Delivery), EOM, CIA, or Immediate.

Payment Due Date*required

The date by which payment must be made. Overdue invoices can be flagged using the Status field.

Attach Invoice Copy(s)

Upload PDF or image copies of the invoice. Multiple files are supported. File names are shown in the Entry Log.

② Payment Details

Payment Date

The date the payment was made. Multiple payments can be recorded for a single invoice using Add Payment.

Payment Type

Method used: ATM, Automatic Debit, Cash, Check, Online Payment, Transfer, Western Union, or Wire.

Payment ID / Reference #

Check number, wire confirmation, or transaction reference — used to identify and verify each payment.

Payment Amount

The amount paid in this transaction. The Balance Due updates automatically as payments are added.

③ Status & Balance

Invoice Status

Current state of the invoice. Choose from: Unpaid, Pending, Paid, Due, or Overdue. Color-coded in the Entry Log.

Balance Due

Calculated automatically: Invoice Amount minus all recorded payment amounts. Updates in real time as you type.

Invoice Status Guide

Unpaid

Invoice received; no payment made yet.

Pending

Payment initiated but not yet confirmed.

Paid

Invoice fully settled — balance is zero.

Due

Payment is due soon per the due date.

Overdue

Past the due date with an outstanding balance.

Tips & Best Practices

Log invoices as soon as they are received to keep your records current and avoid missed due dates.
Use Add Payment to record partial payments — Balance Due updates automatically each time.
Attach a PDF or photo of the invoice to keep digital copies alongside each record.
Use the Paid-Out Report to filter by company or date range and export a CSV for accounting purposes.
Click any row in the Entry Log to expand payment history and view attached file names.
All data is saved to your browser automatically. Clearing browser storage will remove all records — export CSV regularly as a backup.

Ready to log an invoice?

Click the button to open the A/P entry form.