How to Change the Default Status of an AP Bill from Balanced to On Hold

Hi all.

How do we change the default status of an AP Bill that was created from an Expense Claim? When we release an expense claim, the AP bill is automatically balanced. We want the AP Bill of an Expense Claim to be put on hold first for some reason.

Thank you in advance.

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Hello @Novstat ,
Users can set the default status of AP Bills to “On-Hold” by activating the “Hold Documents on Entry” checkbox in the Accounts Payable Preferences (AP101000) screen as shown below:

Hello @Novstat ,
Users can set the default status of AP Bills to “On-Hold” by activating the “Hold Documents on Entry” checkbox in the Accounts Payable Preferences (AP101000) screen as shown below:

Hi @harshita53

The checkbox is already active but the AP is still balanced. Kindly see the screenshot below. Thank you.

Hello @Novstat ,
Users can set the default status of AP Bills to “On-Hold” by activating the “Hold Documents on Entry” checkbox in the Accounts Payable Preferences (AP101000) screen as shown below:

Hi @harshita53

The checkbox is already active but the AP is still balanced. Kindly see the screenshot below. Thank you.

Hello @Novstat ,
As per Acumatica’s Help files,

Hi @harshita53

Even if there’s approval, the AP status from the expense claim defaults to balanced.

This is the system behavior. It's two-folded.

Approval of AP bills that originate from expense claims has to be performed at the expense claim stage. When this occurs, we create already approved AP Bills from expense claims and the status of such AP Bills is Balanced if the checkbox Automatically Release AP Documents is cleared in the Time & Expenses Preferences EP101000 form.

If the user doesn’t use Expense Claim approval process, the system works the same and by design creates AP Bill in Balanced status.

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