Our company is “new” to Acumatica. We have been on system for over one year. We post AP bills by Purchase Orders > Actions > Enter AP bill - Need to know how others are set up to have project managers approval for AP bills entered “thru” purchase orders.
Approval for AP bills
HI. we are considering Acumatica currently.
for accounts payable: to vouch an invoice, i would like to click 1 action only daily to turn all PO receivers into accounts payable.
this way, we don;t need to enter the invoice individually.
do you know Acumatica has this feasture?
thank you
Zoey
Hi
- As shown below, the settings “Create Bill on Receipt Release” should be enabled
![](https://uploads-us-west-2.insided.com/acumatica-en/attachment/17c290e2-5f09-4a73-b439-322e4c62ddd6.png)
- Release the Purchase Receipts using the below screen in one click of the “Process” or “Process All” action. Note: The Purchase Receipts should have the “Balanced” status to show in the below screen.
![](https://uploads-us-west-2.insided.com/acumatica-en/attachment/9a763d55-5572-4b0d-83be-a2d68596d61e.png)
Thanks
thank you so much!
where there is a po, we would like to create bill upon “receipts release”.
I am guessing where “receipt release” means: “release” from “receiving location” to some sort of “available for use location”?
simple example would be: say a receiver ID receives part ABC 20 qty from PO1, part ABC requires the passing of inspection upon receiving from po. say 5 qty fails incoming inspection and being marked to return to vendor, and 15 pieces are released to use for production.
so, by checking the box “create Bills on receive release”, only 15 pieces are vouched and invoices as accounts payable?
many thanks
Zoey
Hi
If your quality check is after receiving the goods and releasing the PO Receipt, then you may have to book a Return for the failed quantities (PO Receipts Screen → Action → Return can be used). Releasing this Return in PO Receipts screen with “Create Bill” checked, the system will automatically generate the Debit Adjustments for the return.
Thanks
you read my mind and answered my next question before i even ask! i was going to ask you on the automatically creation of Debit memo,, yet, can we input the RMA number from vendor at a later date after the Debit memo is created and prior to posting? since many times, it takes time to obtain an RMA number from the vendors.
i am guessing with this setup, the system should still allows us to vouch an invoice where PO is not created?
thank you
Zoey
It doesn’t matter the source of the AP bill, the Approval flow is trigger by “releasing” the balanced AP Bill. The Approval flow depends on the the Acumatica version that you use. At the Project level the Project Manager field is called the Approver ID. See below. As long as the PO is assigned to a project and the project ID flows through to the AP Bill this should work.
![](https://uploads-us-west-2.insided.com/acumatica-en/attachment/b0abf949-ecaf-41c4-b5d6-36ffa1321ac4.png)
This is great information. However, upon this hitting AP, I would like it to come in as “on hold”, not “open” - this will allow AP to make any final adjustments as our Project Managers do not care to learn how taxes work and do not want to adjust their po’s for delivery charges, etc, . Does anyone know of a solution on how to complete this?
thank you all..
yes. our QC is after receiving.. great information
Zoey
Hi
![](https://uploads-us-west-2.insided.com/acumatica-en/attachment/c736ca1d-6c6e-4473-9542-99700d380166.png)
Thanks
The trick was I had to un click the highlighted below:
![](https://uploads-us-west-2.insided.com/acumatica-en/attachment/f5588186-c60d-4057-a3cf-b9401b0a8c7a.png)
Hi
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