I have a collection of Acumatica tips related to AP bills to share with everyone. Do you know you can validate AP bills against Purchase Orders? The intention is to make sure that the billed amounts and quantities do not exceed the original ones agreed upon with the vendor in the purchase order (and approved by the PO approver).
Introduced in Acumatica 2020 R2, there is a new selection box on the General Settings tab of the Purchase Orders Preferences form called Bill Against Commitments. This box indicates whether the system validates AP bills against purchase orders. You can choose between:
No Validation – meaning the system will not check the differences between the amounts and quantities of the AP bill and those in the PO.
Validate with Warning – meaning the system will validate the AP bill against the PO on 2 aspects
Compare their Unit Cost values
Compare their Amount and Quantity values
If any of these values in the AP bill is larger than those in the PO, the system displays a warning on the UI (see Figure 1). This could happen if the vendor provided more ordered items or items with higher prices than are noted in the purchase order.
Figure 1. Warning in the AP bill line
If this notification is helpful to you, reach out to your system administrator and give this new feature a try.
Eric.