1. On the Applications menu bar point to Accounts Payable > Tasks > Transactions > Bills, and then click + to the left of the Bills
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1 1. Accounts Payable > Tasks > Transactions > Bills 1. On the Applications menu bar point to Accounts Payable > Tasks > Transactions > Bills, and then click + to the left of the Bills Note: This process should only be used if there is no purchasing receiver already created. See Procurement documents. 2. Enter information about the vendor and bill you are paying. a. Click Vendor, and then click an existing vendor, or click the New icon to create a new vendor. b. To populate the rest of the bill information based on the last bill from that vendor, click Populate from last bill. c. Type a Bill Number, Reference Number, and Description as needed. The bill number and reference number can be used to search, sort, and report on bills. Tip: In your Accounts Payable configuration under the Company application, you can set the system to warn in case of duplicate bill numbers or even disallow duplicate bill numbers. This is a great way to keep from paying the same bill twice. 3. To allow the system to automatically suggest a payment date and calculate discounts and penalties for the bill, click Term, then click the appropriate term for this bill. See Tasks Set Up Add Vendor on how to link AP Terms to vendor records.
2 The system calculates the default due date based on the bill date and terms. You can override the due date by entering a new date in Due Date. The system calculates the recommended payment date based on the bill date and information you specified on the Vendor Information screen. To override the date, simply enter a new date in Recommended Payment Date. The system schedules the bill for payment on that date. 4. To help you sort bills for payment (optional), click Payment Priority, and then click Urgent, High, Normal, or Low. 5. Do not select the Place Bill on Hold box. 6. If you want to apply an allocation template to this bill, select the Allocation template. Selecting an allocation template automatically distributes the amount of the bill across departments, funds, objects, projects, and employees specified in the template. 7. If your company is using multiple currencies: a. Click Transaction Currency, and then click the currency being used for this bill. If the currency is not your company's base currency, continue with the next two steps. b. Type or select a date in Exchange Rate Date. The default value is the current date, but you can override this. For example, you may want to change it to the date the bill was issued or the date you intend to pay the bill. c. Click Exchange Rate Type, and then click an exchange rate type such as Intacct Daily Rate or WSJ Published Rate. If you know what the exchange rate for this bill is or have contracted with the vendor on a set exchange rate, you can type it in Exchange Rate to override system calculations. 8. To permanently and safely store a digital version of a supporting document, in the dropdown next to Attachments, select an attachment, or click Add, then upload one or more scanned images, spreadsheets, or word-processor documents as attachments. Tip: If you are using Firefox, or IE 10 or later, you can simply drag and drop your files to add an attachment.
3 2. Enter detailed line items. 1. Enter line item information for each line item in this bill: a. Under GL Account, click the account pick list, then click an account to receive the expense. b. If this vendor can receive a Form 1099, you can select Form 1099 for individual line items. At the year's end, the system sums up all of a vendor's Form 1099 items for inclusion in that vendor's Form Note: A vendor must be set up as 1099 eligible in order for the system to track 1099 payments. See Tasks Setup Add Vendor for details. Once the vendor is set up as 1099 eligible, the system assumes all line items are 1099 related. The user must use discretion when entering bills to de-select non 1099 related items. c. In Amount, type the item amount of the item. d. For companies using multiple currencies type the Transaction Amount, which is the amount in the transaction currency. The system then calculates the Base Amount in your company's base currency according to the exchange rate listed in the header. e. If using the line item Allocation field, then click allocation templates for individual items. Selecting a line item allocation template overrides the allocation template in the header. f. Type a Memo for line items that might require explanations at some future date. g. Select the appropriate dimensions for coding purposes. 3. (Optionally) Enter contact information on the Additional Information tab. On the Additional Information tab, you can use the default Pay to Contact and Return to Contact that the system supplies based on the Vendor Information, or you can select different contacts. To select a different value for either contact, click the pick list, then click your preferred contact. 4. Click Save. Note: To save this record and create another one, click Save & New. Another blank Information screen displays for you to add a new bill.
4 Field-by-field descriptions The following table describes each item in the Bill screen: Item Header Tab Date The transaction date. When entering a new bill, the date defaults to the current date. You can choose to enter a different date such as the date on the bill or the date the bill was received. Vendor The vendor is the source of the bill. You can either select a vendor from the pick list or enter the name of the vendor for the bill. For vendors you use repeatedly, it's best to enter them into the system. Populate from last bill Use this shortcut when you want to enter similar information from the last bill from that vendor. After you populate the bill, you can still edit fields. Bill Number The record number assigned to the bill by the vendor. To make this field required, to be warned of duplicate numbers, or to disallow duplicate numbers, see the procedure under Company for ***Configuring Accounts Payable. This number prints on the check remittance stub, but not on the check itself. GL Posting Date Displays only if enabled in the Configure Accounts Payable screen. This is the date on which the transaction actually posts to the general ledger. Unless you change it, this date defaults to the transaction date. Reference Number This is a number such as a purchase order or account number that may be useful in searches or reports on this bill. This number shows on the GL Details report, but does not print on the check or check remittance stub. Description Enter information that you want stored with this bill. This information prints on the Vendor Ledger report, but does not print on the check or remittance stub.
5 Item Term The system uses terms selected here to calculate due date, discounts, and penalties associated with this bill. To add term values, see the procedure under Accounts Payable for ***Managing AP Terms. Due Date The system calculates the due date based on the bill date and terms. Changes in either are reflected in the due date. You can type or select a due date that overrides the calculated date. Recommended Payment Date The system calculates a recommended payment date based on information you enter in the vendor information record. Payment Priority Select Urgent, High, Normal, or Low for a bill allows you to more easily sort bills according to their importance. Place Bill on Hold When a bill is on hold, the system does not display the bill on the Approve Payments list or Pay Bills screen. However, the system does display the bill in reports such as the Bills Register. To place the entire vendor on hold, see Editing vendor information. Allocation Allocation allows you to select an allocation template that specifies automatic distribution of amounts in the Items section. You can also set allocations for individual items. This item only displays if you have enabled allocation in bill entry. Transaction Currency If your company uses multi-currency transactions, you can select the currency for this bill. Exchange Rate Date By default, the system sets the date of the exchange rate to today; however, you can override this. For example, maybe you are making the transaction date other than today. You might want to match the exchange rate to that date. Exchange Rate Type If your company uses custom exchange rate types, the Exchange Rate Type drop-down list contains choices for them, where one may also be a default. For example, your company could have Monthly, Weekly and Spot rate types along with their various exchange rates.
6 Item Alternatively, if your company has not defined any custom exchange rate types, you can use the Intacct Daily Rate. Exchange Rate You can override the default exchange rate. For example, if the system administrator has not yet entered the rate for today, rather than letting the system default to the last rate entered, you can enter it directly into this field. Attachments To reference an attached document, you must first load the scanned image, spreadsheet, or word-processor document. You can provide permanent, safe storage of attachments by uploading them to the Intacct system. Tip: If you are using Firefox, or IE 10 or later, you can simply drag and drop your files to add an attachment. Items Section GL Account To determine to which account the system assigns the expense, select the appropriate account. Department Where multiple departments exist, set the department to which you want the system to assign the expense. Fund Where multiple locations exist, set the location to which you want the system to assign the expense. In the case of multi-entity structures of companies that also use multiple base currencies, a location is required. Form 1099 If this vendor (or its assigned vendor type) is able to receive Form 1099, the Form 1099 check boxes are enabled and by default selected; otherwise they are grayed out. Note: the Form 1099 information you set on an account label overrides the default Form 1099 you choose for the vendor, and any 1099 form information you assigned to the vendor type You can distribute amounts on the payment by attributing various portions to two or more accounts or account labels. You may assign
7 Item 1099 information to this line item with an account label, but not a GL account number. Whether the screen displays "Account" or "Account Label" is determined by clicking the Enable account labels checkbox on the Configure Accounts Payable screen (Company > Subscriptions > Accounts Payable > Configure). At the end of the year, the total of the amounts for payment line items for this vendor are summed and inserted on the appropriate line of the Form Amount Actual amount of the transaction for this item. If you have enabled multi-currency, the system displays Trans. Amount and Base Amount instead. Trans. Amount The amount of the item in the currency you set for the bill. Base Amount The amount of the item in the base currency of your company. For example, if your base currency is USD and you create a 100 Euro bill, for the Bill Line Item, you see the bill with 100 Euro as the Trans. Amount and 110 USD as the Base Amount (assuming a 1. exchange rate from Euro to USD). Allocation Allocation in the line item section enables you to override the allocation for individual items from what you set in the header of the bill. Line Item Allocation enables you to select an allocation template that specifies automatic distribution of amounts or to specify a custom allocation by clicking the Redist icon. The system displays the Allocation Splits screen. If you change the amounts such that the total is different from that you entered in the transaction screen, the total is updated when you save and return to the transaction screen. Also, the name of the allocation is now changed to Custom. Does your company include multiple entities and transact in multiple currencies? If so, and if you create allocations at the entity level, you can only use those allocations at the entity level. You cannot access these allocations at the top level. This box only displays if you have configured your Accounts
8 Item Payable to enable the ability to create allocations when entering bills in bill entry. To do this, from the application menu bar, go to Company > Subscriptions > Accounts Payable > Configure. Memo The memo provides information regarding this item that may be of use in the future. Release Select the check box for each line item you want to release for payment. Each line item you select will display in the Select to Pay screen. Note: If there is an allocation for a line item and you want to release specific amounts for payment, you must click the Redist. icon to open the Allocation: Splits window. Then use the check boxes in that window to release individual items for payment. Refresh Clicking Refresh resets the number of line items to the number you enter in Rows. Rows Rows indicates the number of line item rows you want on this bill. After you reset it, you need to click Refresh to activate the change. Additional Information Tab Pay to Contact When you first create the bill, the system uses vendor information to populate this field. The address associated with the pay to contact is used as the address for the payment. If you return to this screen to edit it and the information for that contact has changed since you selected it, the system displays the "Get latest information" check box. Return to Contact When you first create the bill, the system uses vendor information to populate this field. If you return to this screen to edit it and the information for that contact has changed since you selected it, the system displays the "Get latest information" check box.
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