Accounts Payable Bills Entering Bills with a Purchase Order
Entering Bills and Matching to a Purchase Order (continued)
4. The Bill form will fill in with the information from the Purchase Order. Fill in or modify the information as needed.
Category - Make certain the correct Category is selected. This will default from the Purchase Order, but may be changed.
Reference - In the Reference field enter the Vendor Invoice Number.
Enter the Bill Date - the Payment Due Date will automatically be calculated based on the Bill Date entered and the default Terms for the Vendor. The User may override the Terms Code or the Due Date if needed.
Eligible for Discount Amount - If a discount is available some or all of the bill amount, enter the amount that is eligible to be discounted if the bill is paid within the discount days associated with the Term Code on the Bill. If the bill is not eligible for a discount, leave this field blank.
Amount - Enter the total amount of the Bill.
Expenses - If the Bill is being entered has additional costs that were not specified on the Purchase Order, navigate to the Expense tab of the Bill form and select the G/L account and enter the amount for any other expenses.
The Total field at the bottom of the Bill form keeps track of all amounts entered into the Bill; if changes are made to the costs defaulted from the Purchase Order, the User must change the Amount in the header of the Bill form. The User will not be able to save the Bill if the Amount in the Header is not equal to the Total field.
Memo - If a memo was entered on the Purchase Order, this will default into the bill. The User may change or remove this information if desired.
5. If a document needs to be attached to the Bill, press the Apply button then navigate to the Documents tab and either scan in and attach a document or add an existing saved document. If no documents are being attached, proceed to step number 6.
6. Once all fields have been populated, press the Save button located at the lower right of the Bill form.