Entering an AP Bill
The below process highlights how to enter an AP Bill. Parish accounting users should enter AP Bills at the entity level.
Steps
- Click the Application drop-down menu
- Click Accounts Payable
- Click the All tab
- Click the “+” sign next to Bills to add a new Bill
- The Bill date will default to today’s date – update if needed
- Note: All fields with a red asterisk are required to post the bill. Please ensure that all fields with a red asterisk and any other necessary fields are populated
- Confirm that the GL posting date is correct
- Note: This field will default to the Bill date entered from step 5. If needed, you may change the GL Posting date to a different date than the Bill date
- Select the Vendor the bill is for – i.e.: DTE Energy
- Note: Only Vendors that are applicable to Parishes will appear in the list of Vendors
- Note: The Pay to and Return to fields will automatically default to Vendor’s Contact information
- Click Populate from last bill if you want to code this bill in the same way you coded the last bill for this Vendor, otherwise, skip to step 9
- Enter the Bill number – taken from the invoice received from the Vendor
- Enter a reference number if one is available or useful information for the record – i.e., vendor account#
- Enter the Description of the Bill
- Confirm the correct payment terms are selected
- Note: The Vendor terms will populate based on the default terms for the Vendor. If no term populates, please select a term from the drop-down list
- Confirm the bill due date, which will default based on the Payment term selected
- Leave the recommended to pay on date blank
- Note: This will override the date used on a check, which typically comes during the Pay Bills process
- Optional - Select a Payment priority
- Note: This does not control anything in the system, however, it allows for you to filter for bills by Payment priority
- Add an attachment as support for the AP Bill
- Optional – Click Place this bill on hold
- Note: This will prevent payment on this bill until the Place this bill on hold button is unchecked
- Select the Location beginning with “PRL” that appears in the drop-down list – i.e.: PRL – 0000 – Demonstration Parish
- Note: After selecting the “PRL” Location, the list of Operating Units and Departments will filter to those that are applicable to that Parish
- Select an Operating Unit – i.e.: Church
- Note: The list of Operating Units will filter for the Operating Units that are applicable to the selected Parish Location
- Note: If the bill needs to be split amongst Operating Units, additional lines can be added to the AP Bill and different Operating Units can be used
- Select a Department – i.e.: 8050 – Facility Administration
- Select a GL Account – i.e.: 56160 – Landscaping - RPM
- Select a Classification that relates to the transaction, if applicable – i.e.: WORSHIP_OTHER
- 1099 flag will be defaulted into the line based on vendor setup. If this is incorrect, please update the vendor and invoice line items accordingly.
- Enter an Amount
- Confirm the memo used in the line items of the below:
- Note: This will default from the Description field entered in step 11
- Review that all fields look correct
- Click the drop-down carrot next to “Post & new”
- Click Post
After an AP Bill is entered, it is ready for payment. Please review the “Paying an AP Bills” documentation for further instruction on the payment of the AP Bill that was entered.