AP Bills, Adjustments, Prepayments

The AP Bills, Adjustments, Prepayments Writeback template creates accounts payable bills, adjustments, and prepayments in Acumatica directly from a workbook. Use it for batch vendor invoices, recurring bills, bills matched to a purchase order, and accrued AP for spending not tied to a purchase order. It uses the NECWRITEBACK formula, generated with the Writeback Wizard, to send changes from your workbook back to Acumatica.

Typical workflow

1. Select the AP document type and complete the bill header.
2. Enter the invoice lines in the bill grid.
3. Review the Validation column and correct any line level errors.
4. Confirm the number of lines, bill total, discounts, and overall status in the entry summary.
5. Select Push to Acumatica to create the AP document.
6. After a successful writeback, use the populated reference number to open the document in Acumatica.
7. Select Reset before preparing another AP document.

Bill header

Contains information shared by every line in the AP document.

Field	What to select
Type	Acumatica AP document type to create, such as a bill, adjustment, or prepayment.
Reference Nbr.	Reference number returned by Acumatica after a successful writeback. The populated value links to the created document.
Invoice Date *	Date of the vendor invoice or AP document.
Post Period *	Financial period in which the document will be recorded.
Vendor Ref. *	Vendor invoice or reference number used to identify the document.
Description	Brief description of the AP document.
Vendor *	Vendor associated with the document.
Location *	Vendor location used for the document.
Currency	Currency of the AP document.
Terms *	Payment terms used to calculate the due date and available cash discount.
Due Date *	Date by which payment is due.
Apply Retainage	Indicates whether retainage applies to the document.
Pay by Line	Indicates whether individual document lines can be paid separately.
Cash Discount	Cash discount amount calculated for the document.
Cash Discount Date	Last date on which the cash discount is available.

important

Fields marked with an asterisk (*) are required. Each populated line must include either an Inventory ID or the appropriate expense coding.

Writeback actions

Action	What it does
Push to Acumatica	Validates the completed template and creates the AP document in Acumatica. A confirmation message indicates whether the writeback succeeded.
Reset	Clears the current AP document so the template can be used for another entry. Use this only after the current document has been successfully written back or is no longer needed.

Bill grid

Contains the individual inventory, expense, project, and tax details that make up the AP document.

Column	What it shows
Branch *	Branch assigned to the bill line.
Inventory ID	Inventory item associated with the line, when applicable.
Qty	Quantity billed for the selected item or service.
UOM	Unit of measure used for the quantity.
Unit Cost	Cost per unit. Used with Qty to calculate Ext. Cost.
Ext. Cost *	Extended line cost. Calculated from quantity and unit cost when available, or entered directly.
Discount Amount	Discount amount applied to the line.
Account *	Expense or asset account assigned to the line.
Subaccount *	Subaccount associated with the selected account.
Tax Category	Tax category used to determine the applicable taxes.
Project	Project associated with the line, when applicable.
Project Task	Project task associated with the line, when applicable.
Cost Code	Project cost code associated with the line, when applicable.
Non Billable	Indicates that a project related expense should not be billed to the customer.
Expense Date	Date associated with the expense line.
Validation	Displays missing field errors, invalid combinations, or confirmation that the line is ready.

Review

Before writing back the document:

• Confirm that the correct document type is selected and all required (*) fields are complete.
• Verify that each line includes either an Inventory ID or the appropriate expense coding.
• Resolve any errors shown in the Validation column.
• Check the Lines Entered, Total Bill Amount, and Total Line Discounts in the entry summary.
• Confirm the Entry Status shows the document is ready for writeback.

The document can be written back only when all required fields are complete and no line level errors remain.