Changing A Bills Posting Date

Overview

This document will cover how to change a bills posting date, so you can separate the bills/credits invoice date from the date that affects the numbers within your Ledger and AP reports.

Accounting Settings

If you wish to update the AP bill’s posting date automatically when the invoice date changes you will need to set this feature within the Admin settings. Go to Admin > Administrator > Sites > Accounting Settings

If you wish to manipulate both the Invoice Date and Posting Date separately when creating bills/credits you will need to make sure this setting is unchecked.

By default when you are creating a bill, the invoice date and posting date will default to the current date.

Entering Bills

To create a bill go to Accounting > Accounting Manager > Enter Bills

From here you will have two options to enter the bill, From a PO, and Without a PO, the below sections will broadly cover both.

From a PO

Within the Enter Bills Screen, make sure you are on the From a PO tab and Bill is selected.

Enter the PO # or Vendor name and make sure that the date range you are filtering on is relevant.

Once you’ve selected the PO, and or the PO’s content you will verify the Terms, Discount Date, and Discount Amount is correct. Next select the Invoice Date, by default it will default to the current date.

NOTE: Depending on the Accounting Settings you’ve selected within the Admin if you change the invoice date, the posting date will automatically change as well. If you do not have this setting checked you can update both dates to be different.

If you don’t have the setting, and you back date the Invoice Date, possibly because you may want to date it as when the product was actually received, and change the Posting Date, and as long as you do not have the period closed, the message may show Invoice date is older than 60 days,

Once the balance matches, select Create Bill.

Without a PO

Within the Enter Bills Screen, make sure you are on the Without a PO tab and Bill is selected.

Enter the Vendor name

Select a ledger account to debit the expense against (can set default expenses per vendor)

Add additional expense accounts as needed

Enter an amount for the bill in the amount field

Once you’ve entered Ledger Account and Amount you will verify the Terms, Discount Date, and Discount Amount is correct. Next, select the Invoice Date, by default it will default to the current date.

NOTE: Depending on the Accounting Settings you’ve selected within the Admin if you change the invoice date, the posting date will automatically change as well. If you do not have this setting checked you can update both dates to be different.

Once the balance matches, select Create Bill.

Entering Credits

From a PO

To create a credit from a PO, make sure you are in the From a PO tab.

At the top, you can search for a PO based on the PO number, the vendor name, date range, etc. Once you have searched for your PO, all PO’s matching the given criteria will show up at the bottom. Simply check the box next to each PO that you would like to credit.

Once you’ve selected the PO, and or the PO’s content you will verify the Terms, Discount Date, and Discount Amount is correct. Next select the Credit Date, by default it will default to the current date.

NOTE: Depending on the Accounting Settings you’ve selected within the Admin if you change the invoice date, the posting date will automatically change as well. If you do not have this settings checked you can update both dates to be different.

Once you have selected each PO, click the Create Credit button on the bottom left.

Without a PO

To create a credit without a PO, make sure you are in the “Without a PO” tab.

At the top, you will first want to choose the vendor, warehouse, and other information at the top.

Once you are ready to start generating the credit, click the Add Expense button. You will notice that this will add a row to the Expenses tab. Fill out the table by selecting the appropriate Ledger Account, Amount, and an optional description.

You may add as many expenses as are needed for this credit, which will all be summed up in the end. The current total can be seen at the top right next to the Credit Due. This value also takes into account the terms, discount amount, sales tax, etc. that are all specified at the top.

Next select the Credit Date, by default it will default to the current date.

NOTE: Depending on the Accounting Settings you’ve selected within the Admin if you change the invoice date, the posting date will automatically change as well. If you do not have this settings checked you can update both dates to be different.

Once you have selected each PO, click the Create Credit button on the bottom left.

Viewing Your Ledger

In the scenario that you’ve adjusted the Posting Date when creating a Bill, let’s see how it will appear on your Ledger.

Now you have two areas where you can view how your bills/credits appear on your ledger when you adjust the Posting Date.

Reviewing Bills/Credits/Debit Memos

To view the bill/credit you’ve created go to Accounting > Accounting Manager > Review Bills/Credits/Debit Memos

Make sure when you are trying to review your bills/credits make sure your date range is relevant.

You will also notice there is now a Posting Date column for a quick view. Next select the bill or credit link to view.

Next select the Ledger Transactions tab

You will notice there is a Posting Date column.

Show Ledger Transactions

To view the bill/credit you’ve created go to Accounting > Accounting Manager > Ledger Accounts

Next since this is a bill we are going to right-click on the Accounts Payable ledger account and select Show Transactions

Now if you have changed the Posting Date to the future you will need to make sure your date range is correct.

The Posting Date will be reflected by the Posting Date column and the date you’ve entered during the bill/credit creation.