To Enter a Bill in the Base Currency (with Line Totals)

You enter a vendor bill by using the Bills and Adjustments (AP301000) form. You use this procedure if line totals are specified in the detail lines of your document. If the items' quantity and unit costs are instead specified in detail lines, use To Enter a Bill in the Base Currency (with the Items' Quantity and Unit Cost).

To Enter a Bill in the Base Currency (with Line Totals)

  1. Open the Bills and Adjustments (AP301000) form.
    Tip: To open the form for creating a new record, type the form ID in the Search box, and on the Search form, point at the form title and click New right of the title.
  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 needed, in the Vendor Ref. box, enter the reference number of the vendor document.
  6. In the Vendor box, select the vendor the document is from.

    The system fills in the following boxes 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. In the Currency box, make sure the base currency is selected.
  8. 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), make sure that the system has specified the correct branch.
    2. In the Ext. Cost column, enter the total amount for the line.
    3. In the Account column, make sure that specified account is correct.
    4. If needed, in the Subaccount column, specify the subaccount.
  9. On the form toolbar, click Save to save the bill.

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. parameter is required only if the Require Vendor Reference check box is selected on the Accounts Payable Preferences (AP101000) form; otherwise, it is optional.

Note the following about the Details tab:

  • In the Inventory ID column, you can select only a non-stock item or service.
  • The system automatically calculates and inserts the value in the Ext. Cost column based on the values that you have specified in the Quantity and Unit Cost columns.
  • In the Account column, the system enters the expense account associated with the vendor location if the Inventory ID column is empty. If you have specified an inventory item in the Inventory ID column, the system enters the expense account specified in the inventory item settings.
  • In the Subaccount column, the system enters the subaccount generated in accordance with the rule in the Combine Expense Sub. from box on the Accounts Payable Preferences (AP101000) form. You can manually change the subaccount if necessary.
  • The Project column appears only if the Project Accounting feature has been enabled on the Enable/Disable Features (CS100000) form.

For details on attaching scanned images of the supporting documents, see To Attach a File to a Record.