Enter AP Bill against a Purchase Order

Navigation:  Payables > Transactions > Bills and Adjustments

1. Create a New AP Bill.
   • From the main menu: Clicking the “New Bill” icon at the top of the screen, or select the “+NEW” link that appears when hovering over “Bills and Adjustment” under the Transactions section.  
2. Complete the Header Information.
   • Document type – Set to “Bill”.

   • Vendor – Select the vendor by typing ahead or use the magnifier icon to search.

   • Verify the fields that auto-populate from the vendor profile:
     Location, Terms and Due Date.  Verify these fields against the vendor’s invoice (e.g., if the invoice shows a special due date, ensure it matches).

   • Date – Defaults as current date, update this field to match the invoice date if needed.
     Post Period will be automatically determined by Acumatica based on the document date.

   • Vendor Reference – Enter the invoice number from the vendor’s document.

   • Add a Description (optional but recommended for visibility in reports and dashboards (e.g., PO1000011)).

     

3. Add PO-related details.

   • In the DETAILS section, click ADD PO RECEIPT. A Pop-up window will appear.  
   • Use the filters to find and select the correct PO Receipt, then click Add & Close.
   • The system will automatically populate the PO on the AP Bill.

📌 NOTE:  If the PO Receipt has not been processed (received), the Allow AP Bill Before Receipt checkbox must be selected on the Vendor Profile under the Purchase Settings in order to proceed with prepaying the Purchase Order. This checkbox must be selected prior to the creation of the PO. For more guidance, reference the Purchase Order Prepayments article.

4. Verify and Adjust Line Items.

   • Confirm Quantity, Unit Cost and Extended Amount match the vendor invoice.

   • For partial billing, only include the lines/quantities that were invoiced. For multiple receipts against the same PO, add each corresponding receipt.

   • Add any non-PO charges (freight, misc) as separate lines and set the appropriate GL account or expense code.

5. Review for Accuracy and Save.
6. Release.
   • 📌Important Note on Releasing:  Once the transaction is released, the expense is recorded (posted) in the General Ledger (GL).  If corrections are needed, it is significantly easier to make them BEFORE releasing.