Using NolaPro > Payables > Purchasing
Completed PO to AP
When you receive a bill from a vendor, you can transfer items received on Purchase Orders to the Accounts Payable system for bill payment. This process provides a double-check because you cannot include on a bill a greater quantity of an item than was received.
  1. From the Main Menu, select Payables -> Purchasing -> Completed PO to AP.

  2. Your screen should look similar to this:

  3. Enter data in ALL of the following categories:

    1. Vendor Name: Enter Vendor Name (or any portion of the name) to bring up a drop-down of possible matches. If you want to search by phone, zip code, etc., use the Lookup button for detailed searches.

    2. Location: Select the location from the pull-down list.

    3. Specific PO Only: To search for a specific PO, enter the number here.

    4. Invoice #: Enter the invoice number appearing on the vendor bill.

    5. Invoice Date: Enter the date on the vendor bill. You can either enter the date manually or click the Calendar button to select the date from a calendar.

  4. To continue, click on the Next button. Your screen should look similar to this:

  5. Verify the data in the following categories:

    1. Include? box: To include this line item on the bill, click on the Include?

    2. Qty: Change the Quantity of items received, if necessary.

    3. Price Per Unit: Change the Price Per Unit, if necessary.

  6. When all items appearing on your bill have been selected, click on the Next button. Your screen should look similar to this:

  7. Enter data in the following categories:

    1. Freight: This is how much you were charged for shipping the items.

    2. Tax: This is the amount of tax you were charged.

    3. Discount Date: This date will auto-calculate based on the vendor terms. You can either enter the date manually or click the Calendar button to select the date from a calendar.

    4. Due Date: This date will auto-calculate based on the vendor terms. You can either enter the date manually or click the Calendar button to select the date from a calendar.

    5. Discount Amount: This amount will automatically be calculated based on the vendor terms, but you can change it to match the bill.

    6. Pre-Paid: A pre-paid bill, will post as completed and will not show up as needing to be paid. Check the box if pre-paid.

  8. To return to the list, WITHOUT GENERATING AN INVOICE, click on the Back button.

  9. To complete the bill, click on the Save button. This bill will now show up in Payables.

  10. You will see a confirmation screen similar to this:

  11. To return to the Completed PO to AP screen, click on the Back button.