Skip to content
  • There are no suggestions because the search field is empty.

Processing Supplier Documents

This job aid contains step-by-step instructions you can use when handling supplier documents in MYOB Acumatica.

Entering a Bill in the Base Currency with Item Quantities and Unit Costs

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Bill.

  4. Enter the date of the supplier document that the bill is based on in the Date box.

  5. If needed, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier the document is from.

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

  7. Ensure that the Currency box correctly displays the base currency.

  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 Inventory ID column, select the required item.

    3. In the Quantity column, enter the quantity of the line item purchased from the supplier.

    4. In the Unit Cost column, enter the cost of each specified unit.

    5. In the Account column, make sure that the specified account is correct.

    6. If needed, in the Subaccount column, specify the subaccount.

  9. On the form toolbar, click Save to save the bill.

 

Entering a Bill in the Base Currency with Line Totals

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Bill.

  4. Enter the date of the supplier document that the bill is based on in the Date box.

  5. If needed, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier the document is from.

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

  7. Make sure to select the base currency in the Currency box.
  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.

 

Entering a Bill in a Foreign Currency with Item Quantities and Unit Costs

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Bill.

  4. Enter the date of the supplier document that the bill is based on in the Date box.

  5. If needed, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier.

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

  7. In the Currency box, check that the selected currency matches the currency of the supplier document. If it does not, select the needed currency.
  8. 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.
  9. On the Details tab, for each item of the bill, click Add Row on the 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 Inventory ID column, select the item.
    3. In the Quantity column, enter the quantity of the line item purchased from the supplier.
    4. In the Unit Cost column, enter the cost of each specified unit.
    5. In the Account column, make sure that the specified account is correct.
    6. If needed, in the Subaccount column, specify the subaccount.
  10. On the form toolbar, click Save to save the bill.

 

Entering a Bill in a Foreign Currency with Line Totals

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Bill.

  4. Enter the date of the supplier document that the bill is based on in the Date box.

  5. If needed, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier.

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

  7. In the Currency box, make sure that the selected currency matches the currency of the supplier document. If it does not, select the needed currency.

  8. 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.

  9. On the Details tab, for each detail 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.

  10. On the form toolbar, clickSave to save the bill.

 

Entering a Credit Adjustment with Item Quantities and Unit Costs

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Credit Adj.

  4. Enter the date of the supplier document that the credit adjustment is based on in the Date box.

  5. If needed, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier.

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

  7. In the Currency box, make sure that the selected currency matches the currency on the supplier debit memo. If it does not, select the needed currency.

  8. 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.

  9. On the Details tab, for each item of the credit adjustment, click Add Row on the 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 Inventory ID column, select the required item.

    3. In the Quantity column, enter the quantity of the line item.

    4. In the Unit Cost column, enter the cost of each specified unit.

    5. In the Account column, make sure that the specified account is correct.

    6. If needed, in the Subaccount column, specify the subaccount.

  10. If needed, to attach a scanned image of the supplier original document to this credit adjustment, click Files on the form title bar, and upload the file.
  11. On the form toolbar, click Save to save the adjustment.

 

Entering a Credit Adjustment with Line Totals

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Credit Adj.

  4. Enter the date of the supplier document that the credit adjustment is based on in the Date box.

  5. If needed, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier the document is from.

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

  7. In the Currency box, make sure that the selected currency matches the currency on the supplier debit memo. If it does not, select the needed currency.

  8. 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.

  9. On the Details tab, for each detail of the credit adjustment, click Add Row on the 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.

  10. To attach a scanned image of the supplier original document to this credit adjustment, click Files on the form title bar.
  11. On the form toolbar, click Save to save the adjustment.

 

Entering a Debit Adjustment with Item Quantities and Unit Costs

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Debit Adj.

  4. Enter the date of the supplier document the debit adjustment is based on in the Date box. The system fills in the Post Period box automatically, based on the specified document date.

  5. If your system's rules require it, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier the document is from.

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

  7. In the Currency box, make sure that the selected currency matches the currency of the supplier credit memo. If it does not, select the correct currency.

  8. 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.

  9. On the Details tab, for each detail line of the debit adjustment, click Add Row on the 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 Inventory ID column, select the required item.

    3. In the Quantity column, enter the quantity of the line item.

    4. In the Unit Cost column, enter the cost of each specified unit.

    5. In the Ext. Cost column, notice that the system has automatically calculated and entered the total amount for the line.

    6. In the Account column, make sure that the specified account is correct.

    7. If needed, in the Subaccount column, specify the subaccount.

  10. To attach a scanned image of the supplier original document to this debit adjustment, click Files on the form title bar, and upload the file.
  11. On the form toolbar, click Save to save the adjustment.

 

Entering a Debit Adjustment with Line Totals

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  2. On the form toolbar, click Add New Record.

  3. In the Type box of the Summary area, select Debit Adj.

  4. Enter the date of the supplier document that the debit adjustment is based on in the Date box.

  5. If needed, in the supplier Ref. box, enter the reference number of the supplier document.

  6. In the supplier box, select the supplier.

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

  7. In the Currency box, make sure that the selected currency matches the currency on the supplier credit memo. If it does not, select the needed currency.

  8. 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.

  9. On the Details tab, for each detail line of the debit adjustment, click Add Row on the 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.

  10. To attach a scanned image of the supplier original document to this debit adjustment, click Files on the form title bar, and upload the file.
  11. On the form toolbar, click Save to save the adjustment.

 

Entering Bills Based on Purchase Receipts

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  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 bill.

  5. If needed, enter the reference number of the document this bill is based on in the supplier Ref. box.

  6. In the supplier box, select the applicable supplier.

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

  7. In the Currency box, make sure that the document currency is correct. If it is not, select another currency.
  8. 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.
  9. On the Details tab, do the following:
    1. On the table toolbar, click Add PO Receipt.
      The Add PO Receipt dialog box opens the system, displaying the list of the released receipts of the selected supplier that have not fully billed.
    2. Select the unlabelled check boxes of the purchase receipts you want to add to the bill.
    3. Click Add & Close to close the dialog box.
    4. Check the items' quantities and costs in the table on the Details tab (where the lines have been filled with the lines of the selected purchase receipts).
  10. On the form toolbar, click Save.

 

Entering a Bill Based on Purchase Orders

  1. Open the Bills and Adjustments (AP301000) form.

    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.

  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 bill.

  5. If needed, enter the reference number of the document this bill is based on in the supplier Ref. box.

  6. In the supplier box, select the applicable supplier.

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

  7. In the Currency box, make sure that the document currency is correct. If it is not, select another currency.

  8. 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.

  9. On the Details tab, do the following:

    1. On the table toolbar, click Add PO.
      The system opens the Add PO Order dialog box, which displays the list of the purchase orders of the selected supplier.

    2. Select the unlabelled check boxes to add the purchase orders.

    3. Click Add & Close to close the dialog box.

    4. Check the items' quantities and costs in the table on the Details tab (where the lines have been filled with the lines of the selected purchase receipts).

  10. On the form toolbar, click Save.

 

Reversing a Bill

  1. Open the Bills and Adjustments (AP301000) form.

  2. Open the bill that must have the Open or Closed status to reverse it.

  3. On the More menu (under Corrections), click Reverse.

    The system then displays the debit adjustment created by this process, which has the same details as the bill and a status of Balanced.

  4. Make sure that all the settings of the newly created adjustment are correct, for example, that the total amount of the debit adjustment is the same as the total amount of the bill.

  5. If needed, in the supplier Ref. box, change the reference to the supplier document.

  6. On the form toolbar, click Release to release the debit adjustment.

 

Correcting a Bill

  1. Open the Bills and Adjustments (AP301000) form.

  2. Open the bill that needs correction (which must have the Balanced or Scheduled status).

  3. Make the needed corrections to the bill.

  4. If needed, enter the total amount of the bill in the Amount box of the Summary area, if this box is available.

  5. On the form toolbar, click Save.

 

Releasing Multiple Accounts Payable Documents

  1. Open the Release AP Documents (AP501000) form.

  2. Do one of the following:

  3. To release all listed documents, click Release All on the form toolbar.

  4. To release documents, select the unlabelled check boxes next to the required documents in the list, and on the form toolbar, click Release.

 

Generating Recurring Documents from Schedules

  1. Open the Generate Recurring Transactions (AP504000) form.

  2. In the Execution Date box, specify the date that the system uses to load appropriate schedules to the table. The system loads the schedules whose Next Execution date is earlier than or equal to this date. Clear this box to display all available schedules.

  3. Specify the settings that indicate when the system stops running the schedules. Select one of the following option buttons:

    1. Stop on Execution Date: The system will stop running schedules on the date that you specify in the Execution Date box.

    2. Stop After Number of Executions: The system will stop running schedules when the number of schedule executions you type in the adjacent box will be performed.

  4. Select the unlabelled check box next to each schedule to run in the table.

  5. On the form toolbar, click Run to generate documents in accordance with the selected schedules.

The system will generate documents only as specified by the schedule; it may not generate documents ahead of time. The generated document has the same details as the scheduled document but sets its transaction date in accordance with the schedule.