Enter a Bill-Match to a Receipt

Once a Purchase Order is received for Inventory Parts and/or Expense Items, a Receipt record is created and posted to the General Ledger. If receiving purchase orders, it is important to always match a bill to a receipt record.  If a bill is entered and not matched to the corresponding receipt record, the Inventory Receipts account on the balance sheet will be overstated.

Follow the instructions below to enter a Bill by matching to a Receipt record. 

1.   A new Bill may be entered by navigating either from Accounts Payable/Bills or from the Vendor Explorer and right-clicking on the Bills tree option and selecting New Bill.

2. After selecting the Vendor, you will be presented with one or two messages. 
The first message states: The Vendor has Open Purchase Orders-would you like to enter a Bill for one of these?; select No to this question. 

The second message states: The Vendor has Open Inventory Receipts-would you like to enter a Bill for one of these?; select Yes to this question.

3. The Select Receipt list will be displayed.  Check the box to the left of the Receipt that is a match for the Bill being entered then click the Save button located at the lower right of the list.  You are able to select multiple receipts if a PO was received in multiple shipments but one bill is received from the Vendor.

4. The Bill form will fill in with the information from the Receipt record.  Fill in or modify the information as needed. 

  • Category - Make certain the correct Category is selected. This will default from the Receipt record, but may be changed. 
  • Reference - In the Reference field enter the Vendor Invoice Number. 
  • Enter the Bill Date - the Payment Due Date will automatically be calculated based on the Bill Date entered and the default Terms for the Vendor.  You may override the Terms Code or the Due Date if needed.
  • Eligible for Discount Amount - If a discount is available for some or all of the bill amount, enter the amount that is eligible to be discounted if the bill is paid within the discount days associated with the Term Code on the Bill.  If the bill is not eligible for a discount, leave this field blank. 
  • Amount - Enter the total amount of the Bill. 
  • Parts Cost - If the part cost is different, you may override the amount displayed in the Cost column.  If the cost is changed, when the Bill is saved, an entry will automatically be recorded to the PPV (Purchase Price Variance) account for the difference between the receipt cost and the bill cost.
  • Expenses - If the Bill being entered is for a Parts Receipt and shipping or other costs a being billed, navigate to the Expense tab of the Bill form and select the G/L account and enter the amount for any other expenses.  Continue on to the next page for detailed information on entering Expense items.
  • Memo - If a memo was entered on the Purchase Order, this will default into the bill. You may change or remove this information if desired. 

The Total field at the lower right of the Bill form keeps track of all amounts entered on the parts and expense tab; if changes are made to the part cost and/or expenses, you must change the Amount in the header of the Bill form.  You will not be able to save the Bill if the Amount in the Header is not equal to the Total field.

5. If your company has subscribed to SedonaDocs, and a document needs to be attached to the Bill, click the Apply button then navigate to the Documents tab and either scan in and attach a document or add an existing saved document.  If no documents are being attached, proceed to step number 6.

6. Once all fields have been populated, click the Save button located at the lower right of the Bill form.