To Enter a Bill that Can Be Paid by Line (with Items' Quantities and Unit Costs)

You enter a vendor bill that can be paid by line on the Bills and Adjustments (AP301000) form. You use this procedure if you are specifying items' quantities and unit costs in the detail lines of the bill.

You can enter a bill to be paid by line only if the Payment Application by Line feature is enabled on the Enable/Disable Features (CS100000) form.

To Enter a Bill that Can Be Paid by Line

  1. Open the Bills and Adjustments (AP301000) form.
  2. On the form toolbar, click Add New Record.
  3. In the Type box of the Summary area, select Bill.
  4. In the Date box, enter the date of the vendor document the bill is based on.
  5. If required, in the Vendor Ref. box, enter the reference number of the vendor document.
  6. In the Vendor box, select the vendor from which the document originated.

    The system fills in the following boxes of the Summary area automatically with the default settings of the selected vendor: Location, Terms, Due Date, and Cash Discount Date. Review these settings, and make any needed changes.

  7. Make sure that the Pay by Line check box is selected. By default, this check box is selected if it has been selected for the vendor on the Vendors (AP303000) form.
    Note: You can change the state of the Pay by Line check box if no lines have been added on the Details tab; otherwise, the check box is unavailable.
  8. Optional: In the Description box, add a brief description of the bill.
  9. On the Details tab, for each detail line of the bill, click Add Row on the table toolbar, and do the following:
    1. In the Branch column (if it appears), ensure that the system has inserted the correct branch. Specify another branch, if needed.
    2. In the Inventory ID column, select the required item.
    3. In the Quantity column, enter the quantity of the line item purchased from the vendor.
    4. In the Unit Cost column, enter the cost of each specified unit.
    5. In the Account column, ensure that the specified account is correct.
    6. In the Subaccount column (if it appears), ensure that the specified subaccount is correct.
    7. In the Project column, select a project ID for the bill line.
    8. In the Project Task column, select a project task of the project assigned to the bill line.
    9. Optional: If the Cost Codes feature is enabled, in the Cost Code column, select a cost code related to the bill line.
    10. Check the Amount column for each bill line, and change the value in it if necessary.
  10. If you want to save the document with the Balanced status, click Remove Hold on the form toolbar.
  11. On the form toolbar, click Save.

Notes About the Procedure

The notes in this section describe the nuances of the UI elements available on the form, such as when an element is required and when it is not, and when the system fills in settings by default. This section can include other notes.

Note the following about the Summary area of the form:

  • The system fills in the Post Period box automatically, based on the specified document date.
  • The Vendor Ref. value is required only if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form; otherwise, the value is optional.
  • The Location box appears on the form and is required only if the Business Account Location feature is enabled on the Enable/Disable Features (CS100000) form.
  • The Currency box appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features form.
  • The Amount box appears on the form and is required only if the Validate Document Totals on Entrycheck box is selected on the Accounts Payable Preferences form.
  • The Discount Total and With. Tax boxes display warnings because group and line discounts and withholding taxes are not supported for bills that are paid by line.

Note the following about the Details tab:

  • The Branch column appears only if the Multibranch Support feature is enabled on the Enable/Disable Features form.
  • In the Inventory ID column, you can select only a non-stock item or service. The Inventory subledger is not updated.
  • The system automatically calculates the extended cost and inserts the value in the Ext. Cost column based on the values that you have specified in the Quantity and Unit Cost columns.
  • The Project and Project Task columns appear only if the Project Accounting feature is enabled on the Enable/Disable Features form. If the Require Single Project per Document check box is selected on the Accounts Payable Preferences form, the column is filled with the project specified in the Summary area and cannot be edited.
  • The Cost Code column appears only if the Cost Codes feature is enabled on the Enable/Disable Features form.
  • The Balance column shows the outstanding balance of a particular document line, which can be paid fully or partially. Values in the Balance column appear only after the bill has been released.
  • The Tax Amount column shows the tax amount for each line and appears on the Document Details tab after release of a bill.