Hi @apaquette ,
Broadly speaking, and I’m sure others will have additional insights, GI’s/Dashboards are used to help employees quickly identify business scenarios, and begin working on them. Assuming you’re working with Stock Items, the general flow will be PO > Receipt > AP Bill.
In our business, we will usually get a BOL to populate the Receipt, then leave the AP Bill On Hold until the Invoice is received from the Vendor. I’ve built several GI’s and an Payables dashboard to help the team quickly navigate around these scenarios. This is where I feel Acumatica really starts to shine, when you start building things specific to how your business operates.
To try to answer your questions specifically:
For those using AP automation with standard POs, how do you manage the delay between receiving the AP bill and the PO receipt?
In a standard PO scenario going to a warehouse, we’re likely going to wait for the official receiving document before moving the process forward. If we get an Vendor Invoice first, we can either hang on to it until we get the Receipt/BOL, or make the choice to receive based on the Invoice and verify when the receipt shows up. If the ladder scenario is common for you, you can consider adding a tickbox or tweak the workflow for “Need Receipt,” something like that, and have that drive (or hold) action downstream.
Similarly, for AP automation with dropship POs, we usually create the PO receipt upon receiving the AP bill and then invoice the customer immediately afterward. How do you manage this process?
This is our most common scenario, and again, the answer is “a pretty big GI.” 😁 You create the Receipt (which in this case is also the Shipment on the SO), create the (On Hold) AP Invoice, navigate back to the SO and create the AR Invoice. There’s a lot of bouncing around there, but you can really smooth things out with one or several GI’s, creating Filters to identify specific scenarios (like, AR Invoice needs creation), then using those filters on a Dashboard KPI so employees can work on the specific situation with a single click.
Hopefully that helps at least a little. Hopefully you can also reach our to your VAR for more tailored help, especially if you need some additional construction to really get things humming. Best of luck!
