At Wipfli, we believe in sharing valuable knowledge to empower the users of Intacct. This is why we wanted to share a proposed solution/workaround when you want employee users to enter AP bills.
To allow employee users to enter AP bills, there is a transaction definition in Purchasing that is accessible to employee users. It is called “Vendor Invoice Entry.” As shown in the workflow below, it can be created by converting a Purchase Order to the “Vendor Invoice Entry,” or a user can initiate an AP bill in the “Vendor Invoice Entry” without converting from a Purchase Order:
1) The “Vendor Invoice Entry” does not have an impact on AP or GL. The employee user can enter the AP bill against the vendor with the vendor invoice details, including the vendor’s invoice number in the Vendor document number field highlighted below:
2) Once a “Vendor Invoice Entry” is processed by an employee user, then a business user can convert the “Vendor Invoice Entry” into a “Vendor Invoice:”
3) The Vendor Invoice will post to AP and GL and will have the Bill Number/Vendor document number and all the other data entered by the employee user on the “Vendor Invoice Entry:”
4) Please note that a Purchase Order can also be converted directly to a Vendor Invoice by a business user, and a business user can also go straight to entering an invoice using the “Vendor Invoice” to directly post to the AP and GL.
5) Based on the transaction type of the Purchase Order and “Vendor Invoice Entry” transaction definitions, these two transactions can also be set up with an approval workflow. The Purchase Order is set up to have one Level 1 Approver when over $5K; you can set up approval on the Vendor Invoice Entry based on your policy:
For additional support on this Intacct proposed solution/workaround, or any other, please contact firstname.lastname@example.org.