Ap Billing Pos Prior To Receiving

Document Version	v1.0
Document Last Updated	8/22/2025
Software Version Documented	10.2

Overview

In this document, the concepts and processes of creating a bill before receiving the PO will be discussed.

Assumptions

We will assume throughout this article that you will receive the bill for the PO before you receive the goods.

Terms:

Bill w/o a Receiver: An AP bill created before it is received. It will not hit AP until it is linked to the POs receiver.

General Concepts

One PO with One Bill

To create a bill for a PO before you receive it, you can start by accessing the Enter Bills screen with the PO number ready.
Enter the PO number in the search bar and click Search
Notice that the PO has no receivers
An alert icon and a checkbox called “Create Bill with No Receiver/s” will appear
Hovering over the Alert icon shows “This PO has not been fully received”
Also note that you are not able to make AP adjustments at this point, you will be able to do so once it is linked to a receiver.
Checkmark the create bill with no receivers box and the below grid will appear
Click the Plus button to add the PO to the grid
- Notice the Unbilled PO Amount
Enter the Balance Due (the bill amount, which may or may not match the unbilled amount)
Add other information like reference #s, comments, etc as needed.
When ready, click Create Bill. And the bill will be created. Click OK to continue.
And the Bill has been created.

Adding Freight and Other Charges

When there are extra charges like freight, service charges, etc, you will enter the full bill amount (including the extra charge), then enter the amount of the charges in the Subtotals section.
It may not match the PO/Unbilled PO Amount yet.
You will add the line actual charges to the PO while you link the receiver/s later.
You can add these charges as you create the bill, or by editing the bill later (before receiving).

Viewing the Bill with No Receiver - Enter Bills

With the same PO pulled up in the Enter Bills screen, you can click Collapse PO/ Releases to show the Related Bills section of the screen to see any bills for the PO.
Notice it is highlighted Yellow to indicate that it is not linked to a Receiver.

Viewing the Bill with No Receiver - Review Bills

You can also view the bills with no receivers in the Review Bills/Credits/Debit Memos tab by checking “Show POs with No Receivers.” They are also highlighted in yellow to indicate they are not linked to receivers.

Viewing the Bill with No Receiver - Edit Bill

In either the Enter Bills or Review Bills screens you may double click on the bill to view the details and edit it.
Click Edit to enable the fields you can change. The available changes are limited since it is not in AP yet.
- Notice the Ledger Transactions tab is blank.

Paying a Bill Before Receiving - Deposit Only

Remember, bills with no receivers have not hit AP yet. They are listed in Pay Bills for visual purposes but can not be checked for payment.
In order to pay a bill before receiving the PO you would need to make a deposit on the PO itself.
Deposits on POs will be automatically applied once the PO is received.

Linking One Bill One PO/Receiver

Once you have processed the receiver
Access the Enter Bills screen and enter the PO in the search bar and click search.
Note that the receiver is now present in the grid.
You can still see the Related bill and it is still yellow if the POs/Releases section is collapsed (The Related Bills section is showing).
Once you checkmark the receiver, the Bills with No Receivers grid appears, listing the bills attached to that PO.
Highlight the corresponding bill. The Sub Total matches the ExtNet of the receiver, so the Link button at the bottom right will become enabled.

Linking a PO to a Receiver - Freight and Misc Charges

If you have added Freight or Misc charges to the Bill upon creating, you will see them in the Bill Amounts column once you select the receiver/s.
To account for the freight and other charges, you would add them to the release like normal, and the ExtNet will reflect the changes.
Once the ExtNet and the Balance of the bill match.

Linking Multi Receivers to One Bill

If you have received one bill for the full amount of a PO but have received multiple shipments of the items, you can link all the receivers once you have received them ALL.
Once you have received the last receiver
Enter the PO in the search bar and click search.
Upon checking a receiver, the Bills w/o Receivers grid will appear
Once you have checked off all receivers, the total should be the total PO amount
Then highlight the Bill in the grid
The Link button in the bottom right hand corner of the screen will become enabled
Click it and the system will confirm the bill is now linked to the receiver

Multiple POs on One Bill - From Enter Bills

There may be times where one bill covers multiple POs.There are 2 ways to add a bill with multiple POs with no receivers. From Enter Bills and from Edit Bills.
These steps are for adding all POs in the bill from Enter Bills.
Access the Enter Bills screen and search for one of the POs
Checkmark the Create Bill with No Receivers box
And click the plus button to add that PO to the grid
To add the next PO, click into the next blank line, and enter the other PO#
Press tab, and that PO’s info will appear in the grid.
Continue to add as many POs as needed.
Enter the full bill amount, this will typically be greater than the first PO’s amount
Make any additions like freight, service charges, Comments, etc.
When ready, click Create Bill

Multiple POs on One Bill - From Edit Bills

There may be times where one bill covers multiple POs.There are 2 ways to add a bill with multiple POs with no receivers. From Enter Bills and from Edit Bills.
These steps are for adding all POs in the bill starting in Enter Bills and finishing in Edit bills.
To start, you will need to create the bill on one of the POs but for the full bill amount.
- Even if you make the bill for the amount of one PO, you can always edit the Balance Due as you’re adding the additional POs.
To begin, access the Enter Bills screen and search for one of the POs
Checkmark the Create Bill with No Receivers box
And click the plus button to add that PO to the grid
Enter the full bill amount, this will typically be greater than the first PO’s amount
- Again, if you make a mistake here, it is easily editable later. Details in later steps.
Make any additions like freight, service charges, Comments, etc.
When ready, click Create Bill
Now, to add the additional PO/s, pull up the bill without receivers you just created
- A quick way to do this in the same screen is to search the same PO then click Collapse POs/Releases button and it will show the related bill (the one you just created) and double click on it to open Edit Bills
- Or you can find it (highlighted in yellow) in the Review Bills tab.
Now that you’re in the Edit Bills screen for the bill with no receiver, click Edit.
In the PO grid, Click the plus button to add a new line
Enter the other PO number and press tab
And the other PO will be added
Make other changes if needed
When ready, click Save

Linking Multiple POs to One Bill

Once you’ve fully received each PO on the bill, you can link them to the bill.
In Enter Bills, use the search criteria to have all the receivers appear in the grid so that you can checkmark them all at once
Find and check mark the POs and their receivers
The total ExtNet along with any freight or other charges should match the bill amount
Highlight the bill and the Link button should enable
Once you have clicked the Link button, the system will confirm the receivers and the bill is linked now
If any deposits were added to the PO the credit will automatically be applied. Any remaining amount will appear in Pay Bills to be paid normally.

Multiple Bills to One PO

You may have one PO but receive multiple bills for it. That will typically mean that there will be a receiver for each bill. Here is how to multiple bills for one PO then link the different receivers to their bill.
To begin, access the Enter Bills screen and search for the PO
Checkmark the Create Bill with No Receivers box
Enter the bill amount, this will typically be less than the full PO amount (Notice the Unbilled PO Amount)
When ready, create the bill.
To create the next bill, search the same PO and check Mark the Create Bill with No Receivers box again
And click the plus button to add that PO to the grid
- Notice the remaining Unbilled PO Amount
Enter the bill amount, if it’s the last bill for the PO, the total may be for the remaining Unbilled Amount (unless there are any freight or other charges added)

Linking Multiple Bills to One PO

Once you’ve received the PO (multi receivers) you can link them to their bills.
- The PO does NOT have to be fully received when you have a bill per receiver. You can link the bill as you receive if needed.
In Enter Bills, find the PO and expand to show each receiver
Check mark a receiver, and the Bills grid will appear
Find the bill that corresponds to that receiver
The total ExtNet along with any freight or other charges should match the bill amount
Highlight the bill and the Link button should enable
Once you have clicked the Link button, the system will confirm the receivers and the bill is linked now
If any deposits were added to the PO the credit will automatically be applied. Any remaining amount will appear in Pay Bills to be paid normally.
To link the next receiver to its bill, search up the PO again and expand it to see the receivers
Check mark a receiver, and the Bills grid will appear
Find the bill that corresponds to that receiver
The total ExtNet along with any freight or other charges should match the bill amount
Highlight the bill and the Link button should enable
Once you have clicked the Link button, the system will confirm the receivers and the bill is linked now
If any deposits were added to the PO the credit will automatically be applied. Any remaining amount will appear in Pay Bills to be paid normally.