To Enter a Bill Based on Purchase Receipts

In MYOB Advanced, you can enter a bill based on purchase receipts or particular lines of purchase orders. To manually enter a bill based on purchase receipts, you use the Bills and Adjustments (AP301000) form.

I. To Enter a Bill Based on Purchase Receipts

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.
On the form toolbar, click Add New Record.
In the Type box of the Summary area, select Bill.
In the Date box, enter the date of the bill.
If needed, in the Vendor Ref. box, enter the reference number of the document this bill is based on.
In the Vendor box, select the applicable vendor.
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.
In the Currency box, make sure that the document currency is correct. If it is not, select another currency.
If needed, click Exchange Rate box (right of the Currency box) to open the Rate Selection dialog box and view the effective exchange rate for the currency. Override the default exchange rate type.
On the Details tab, do the following:
1. On the table toolbar, click Add PO Receipt.
  The system opens the Add PO Receipt dialog box, which displays the list of the released receipts of the selected vendor that have not been fully billed.
2. Select the unlabeled check boxes of the purchase receipts you want to add to the bill.
3. Click Add & Close to close the dialog box.
4. In the table on the Details tab (where the lines have been filled with the lines of the selected purchase receipts), check the items' quantities and costs.
On the form toolbar, click Save.

II. To Add Particular Purchase Receipt Lines to the Bill

Perform steps 1–3 of the previous procedure.
On the Details tab, do the following:
1. On the toolbar, click Add PO Receipt Line. The system opens the Add Receipt Line dialog box.
2. Select check boxes next to the receipt lines to be added to the bill.
3. Click Add & Close.
  The detail lines of the bill have been filled in automatically. Check the items' quantity and cost, and correct them, if needed.
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:

In the Date box, the current date is selected by default. You can override this date, if needed.
The system fills in the Post Period box automatically, based on the date that you specified.
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.
In the Currency box, you can override the currency only if the Allow Currency Override check box is selected for the selected vendor on the Vendors (AP303000) form.

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 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 an inventory item is specified in the Inventory ID column, the system enters the expense account specified in the inventory ID settings.
In the Subaccount column, the system inserts 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.
In the Add PO Receipt dialog box (which is brought up when you click Add PO Receipt on the table toolbar), you can enter an identifier of a purchase order in the Order Nbr. box to narrow the selection of receipts associated with this order.
If the unit cost specified in the bill differs from the unit cost in the receipt, the system posts the discrepancy to the Purchase Price Variance Account associated with the item on the GL Accounts tab of the Non-Stock Items (IN202000) form.

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