For a detailed walkthrough of these features, check out our YouTube video where we demonstrate how Purchase Orders integrate with Accounts Payable..

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Accounts Payable Integration with Purchase Orders in People’s Choice Premier Program

1. Setup and Company Information

   • Navigate to General Ledger Assignments in Setup and Company Information.

   • Ensure all Accounts Payable fields are assigned a specific GL account for different options.

2. Creating Purchase Orders

   • In the Purchases section, create a Purchase Order with items and quantities.

   • Assign a GL account for each item on the Purchase Order.

   • Once items are received and a bill is received from the vendor, fill in additional information to match the vendor’s invoice.

   • Create an invoice for the customer based on the shipped items.

3. Converting Purchase Orders to Bills

   • Click on “Convert to Bill” after filling out all necessary information.

   • Enter the vendor’s invoice or bill number, bill date, and received items.

   • Proceed to the Payables Invoice section.

4. Reviewing and Editing Bills

   • In the Bill section, review the distribution of the purchase order into the bill.

   • Click on the pencil icon to view the associated purchase order.

   • If a mistake is made, delete the bill to unlock the purchase order for editing.

5. Additional Features

   • Duplicate purchase orders if needed and edit amounts or GL accounts.

   • Assign GL accounts before creating the purchase order for efficiency.

   • Use encumbrance feature to track committed expenses not yet reflected in payables.

Cautionary Notes

• Ensure accurate entry of information to match vendor invoices.

• Double-check GL account assignments to avoid errors in accounting.

• Use the encumbrance feature carefully to accurately reflect committed expenses.

Tips for Efficiency

• Assign GL accounts when creating purchase orders to streamline the bill conversion process.

• Regularly review and reconcile purchase orders, bills, and payables for accuracy.

• Utilize the encumbrance feature to track committed expenses effectively.

By following these steps, users can effectively integrate purchase orders with bills in the People’s Choice Premier Program to enhance the accounts payable process.