Hi everyone,
I’m new to Acumatica and trying to understand how the system manages invoices that exceed their expected amounts. Specifically:
I’d really appreciate any guidance or tips on where to look in the system. Thanks in advance for your help!
Best regards,
Ray Tussing
Best answer by Laura02
Hello Ray,
Thank you for the additional details. I recommend that you start by watching Iqra’s recent Webinar (Found in Resource Library on Acumatica Community): Managing Construction Budgets with Acumatica - From Setup to Execution (link).
Acumatica has a 3-way match for Vendor expenses: Purchase Order to Receiving to AP Bill. Commitments (PO’s included) are tracked on the Project, along with Project Budgets. Messages onscreen in Purchase Orders and various Project reports will help keep projects on budget.
Good luck!
Laura
+19Hello
I have a few questions to clarify, before answering.
There are many ways to Invoice in Acumatica. Are we discussing AR Invoices, Sales Orders, Project Invoices, eCommerce, Field Service, or Contracts?
Or, are we discussing paying Vendors out of Accounts Payable with AP Bills?
Where is the Budget being entered (by GL Account & Subaccount or by Project, or something different)?
If we are discussing use of GL Budgets to control amounts entered in AP Bills or PO’s, please see the following related post from yesterday:
Best regards,
Laura
Thank you for clarifying. My client is a real estate developer, and we’re specifically discussing scenarios where a vendor invoice (AP Bill) comes in for an amount higher than what was expected or budgeted.
The primary concern here is how the system would flag or control the discrepancy when paying vendors through AP Bills, particularly when the invoice exceeds the project’s budget.
To answer your specific questions:
1. We’re dealing with Accounts Payable (AP Bills) related to vendor invoices.
2. The budget is entered at the Project level (likely under Construction or Development projects with GL Accounts and possibly Subaccounts).
Is there a mechanism in Acumatica that would automatically compare the AP Bill to the budgeted amount and flag it if it exceeds the allowable limit? If so, what settings or configurations are required to ensure this is enabled?
+19Hello Ray,
Thank you for the additional details. I recommend that you start by watching Iqra’s recent Webinar (Found in Resource Library on Acumatica Community): Managing Construction Budgets with Acumatica - From Setup to Execution (link).
Acumatica has a 3-way match for Vendor expenses: Purchase Order to Receiving to AP Bill. Commitments (PO’s included) are tracked on the Project, along with Project Budgets. Messages onscreen in Purchase Orders and various Project reports will help keep projects on budget.
Good luck!
Laura
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