Can a debit adjustment not be applied to a bill before it is approved? This seems backwards for the approval process. I’m asking a reviewer to approve a bill that they know is wrong because a debit adjustment has been issued. They have to approve the bill and HOPE that I correctly receive, process, and apply the debit adjustment. It seems like the reviewer should see the bill with the applied DA.
Do I have something set up incorrectly or am I missing something in my thought process?
Thanks.
Best answer by Laura02
Hello,
One idea to consider is turning on Require Approval of Bills Prior to Payment option in AP Preferences, to add Approve Bills for Payment process to the AP workflow.
Require Approval of Bills Prior to Payment is separate from approving the AP Bills themselves. Some of our customers use the Approve Bills for Payment Screen, as follows:
I hope this helps you.
Laura
+19Hello,
You are correct, we can’t apply a Debit Adjustment to a new AP Bill that hasn’t been released yet.
AP Bills cannot be “Paid” or partially paid by a Debit Adjustment until the Bill’s status is Open.
Laura
Hello,
You are correct, we can’t apply a Debit Adjustment to a new AP Bill that hasn’t been released yet.
AP Bills cannot be “Paid” or partially paid by a Debit Adjustment until the Bill’s status is Open.
Laura
Wow, that seems to put a reviewer in an odd position. They have to approve a bill knowing that it shouldn’t be paid in it’s entirety and then “trust” that someone will correctly apply the DA and not just go ahead and pay the full invoice.
This could be even more troublesome in a larger organization with the payment process is separated from the AP process. EG, the person who pays the bills could see an approved bill and pay it before the person in AP has a change to apply the DA.
Well, the “good news” is that I don’t have a configuration issue. The bad news is that I have a payment risk to somehow mitigate.
+19Hello,
One idea to consider is turning on Require Approval of Bills Prior to Payment option in AP Preferences, to add Approve Bills for Payment process to the AP workflow.
Require Approval of Bills Prior to Payment is separate from approving the AP Bills themselves. Some of our customers use the Approve Bills for Payment Screen, as follows:
I hope this helps you.
Laura
+19Hello
I’m still thinking about your dilemma, and I have a few more ideas.
Normal ‘best practice’ Accounts Payable configurations should take care of your problem without worry:
If Bills are being paid “one by one” - a scheduled Acumatica Task “Apply all Debit Adjustments” early on payment processing day will help AP Personnel remember. Any kind of Calendar reminder - phone, Outlook, etc. with the same information for the AP personnel is another way to make sure the Debit is included when paying.
If your company doesn’t have a payment processing schedule yet, consider enacting a payment processing schedule so calendar reminders and scheduled tasks will help everything fall into place.
Laura
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