STORIS provides two ways to convert a pending AP bill:
Enter/Update Individual Vendor Invoice – Use this routine to remove the Pending status from selected bills and convert them to open AP bills.
Convert Pending Bills – This routine converts all qualified pending bills to open AP bills.
The quantity paid on the pending bill must match the quantity received on purchase orders.
The difference between the amount received and the amount paid must be within the variance percentage set in the Payables Control Settings.
No zero cost exceptions can exist at the time of receiving.
All purchase orders must be open.
Some reports exclude pending AP bills. Other reports have run-time options to control the inclusion of pending AP bills. For example, the AP Aged Trial Balance excludes pending AP bills because the liability for them has not yet been incurred. Conversely, the Cash Requirements report contains options to include pending bills.
The ability to adjust quantities and costs on existing AP bills is not available for TPA users. For this reason, the following limitations have been imposed:
Filing Bills with Proof Amount – STORIS AP users can file pending bills with a proof amount, for example in a situation where an invoice is received for an amount that differs from the purchase order costs. When manually converting this bill, you must bring this difference to zero by changing the line costs and/or header costs on the bills. Since TPA users cannot adjust line costs, STORIS restricts them from filing bills with a proof amount. Adjust the purchase order costs before creating a pending bill for the adjusted costs.
Specifying an Auto-Conversion Valuation Percentage – Because purchase order and AP bill costs must always match, valuations differences cannot exist. Thus, the ability to specify this percentage is not available.
Changing PO Costs – This ability is not available to TPA users where linked pending bills exist in either Purchase Order Entry or Purchase Order Acknowledgment.
Manual Conversion – With AP active, users can manually convert pending bills even though the complete quantities specified on those bills are not available. The system automatically adjusts the bill and users can manually change the total to remove the proof amount. Because TPA users cannot change either quantities and costs on existing bills (see above), these bills are not eligible for conversion.