Enter AP Bill As Expense

 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., “August utility charges”).

3. Enter the Expense Details.
   • In the DETAILS section, click + (Add Row).
   • Enter the Transaction Description (this could be copied from description in the Header section).
   • Enter the Extended Cost (this will update the total in the Header section).
   • Choose the correct Expense GL Account.

4. Review for Accuracy and Save.
5. 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.