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Prerequisites

Multiple POs exist and have been received but not fully billed.

Steps To Execute

Role:  Kimray AP Analyst Kimray AP Supervisor

1.  Transactions ; Payables ; Bill Purchase Orders Select the Vendor for which the POs are to be billed The data will be filtered out to match the Vendor Select the POs that are to be billed and click on Submit

2.  This will open up the Vendor Bill form in data entry mode.  All the eligible lines for the Purchase Order will get set on the Vendor Bill line. Header region:  Enter the Reference No (Invoice No)Vendor is automatically populated Enter the AP Invoice Date Enter a memo for a brief description of the Bill Enter the Next Approver which is initially required as the Buyer is not sourced in when multiple POs exist that can be tied to different Buyers. Lines Region:  On the Items subtab validate the Items quantities and rates that are pulled into the Vendor Bill against the physical Bill that was received.  In this case the quantity on the Bill is higher than the quantity on the Purchase Order.

3.  Tax and Freight:  If there is tax or freight on the physical Bill that was received enter this amount under the Expenses subtab as follows:  Enter the GL Account amount department and optionally location based on the account type. Based on the account type enter the Department and Location Click Save.   Attach the soft copy Bill to the Vendor Bill record by dragging the soft copy Bill onto the "Drop files here" message that is on the top right hand corner of the Vendor Bill

4.  Click Submit for Approval

Expected Results

Vendor Bill is routed for approval if the quantity/amount tolerance is compromised (rate on Bill vs PO or quantity on Bill vs PO is greater than 5%) or overall amount is greater than $250

Buyer on the PO has been correctly sourced onto the Vendor Bill.

Ensure Vendor Payment Method pulls from Vendor Record, but can be updated

TC-11011 : Create a Vendor Bill for multiple Purchase Orders

View related Pass/Fail Images

Process Area : F&A