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Adding a Purchase Order Receipt to AP Bills in Acumatica

October 18, 2017

This function will make the process of paying bills simple especially in a batch process.

Within a typical process, the purchasing group has issued a purchase order to the vendor, the vendor ships the products, the receiving department receives the merchandise and issues a goods receipt. Several days later, the accounts payable department receives an invoice from the vendor.

To pay this invoice, from the Main Menu choose
Finance → Accounts Payable

In the Navigation Pane
Work Area → Enter → Click Bills and Adjustments

The Main Working area populates of which the accounts payable personnel will enter a new bill
Note: Most often, the “Type” field will auto-populate with the “Bill” type. In the event it does not, click the drop-down arrow and choose “Bill”

Acumatica denotes required fields with a red asterisk. So, ensure all required fields are populated. If not, an error message will prompt upon attempting to save or release the AP Bill

Vendor:
In the Vendor field, either (1) begin typing the vendor name or (2) use the lookup icon to find the appropriate vendor

Date:
Enter the date as shown on the vendor invoice

Vendor Ref:
Enter the vendor reference number, which is most often the vendor invoice number.

Description:
A description is not required; however, if a description is on the purchase order, it will auto-populate the field.

Document Details:

  • On the ribbon of the Document Details tab → Click "ADD PO RECEIPT"
  • This opens the Add PO Receipt dialog box. For this vendor, the dialog box shows the list of released purchase receipts with unbilled lines.
  • Note: Several purchase receipts can be added to a bill. Ensure the vendor invoice lines matches all purchase order receipt lines before releasing the AP Bill.
  • Select the applicable purchase receipt in the table and click Add and Close. This feature copies the lines of the purchase receipt into the AP bill.
  • Validate the (1) Quantity (2) Unit cost (3) Ext Cost and (4) Balance against the vendor invoice.

Save

  • The bill is created with the Balance status.
  • There may be a slight difference between the accrued cost and the actual cost in the bill. You can configure the processing of purchase price variances, if needed.
  • Ensure the bill is Balanced and Release the bill.
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