• A bill needs to be created for all PO's.  
  • A PO (Purchase order) outlines the list of items a buyer (NAC) would like to purchase, order quantities, and agreed-upon prices.
• An Invoice from the vendor will be sent alongside the ordered goods. A bill needs to be created for that specific PO against the relating invoice. The bill will then sync into QBO (QuickBooks Online) and accounting will take care of the rest.

1. Pull up the PO in Finale that you are creating the bill for and select 'Edit fields' to edit your PO. If this option is not available you may need to change the PO to "Draft" first (drop down under Purchase on the right).
2. Pull up the Invoice sent from the Vendor and confirm the PO number from Finale matches. Then, confirm the correct quantities and PPU (Price per unit) were sent. 
3. If there is a discount or shipping fee on the invoice sent from the Vendor, reflect that on the PO in Finale. Select 'Add new discount/fee/tax'.
   1. If adding a discount, you must add a negative in that field prior to the discount amount to subtract from the total. 
   2. A shipping fee will be a positive amount, as it's adding to the total. 
4. You should now compare the total on the invoice sent by the Vendor, and your total in Finale. At this point, they should be identical. Revisit steps 1-3 if they do not match. The bill should NEVER be sent if the total does not match.
5. When your totals match, select 'Save Changes' in the PO screen of Finale to finalize your changes. 
6. Select 'Bill purchase order'.
7. A pop-up screen will appear with a bill date, reference number, and supplier. 
   1. The 'Bill date' in the pop-up should match the bill date on the invoice sent by the vendor. Change if it is different.
   2. A reference number is not required, but if the Vendor has given us an invoice number of their own, or perhaps a reference number of their own, add that in the 'Reference number' field.
   3. The supplier will pull from the PO in Finale. No need to put anything in this field.
8. Select 'Bill Purchase Order' to send this bill to accounting. 
9. To receive the purchase order and close it out completely, select 'Receive purchase order'.
   1. Change the 'Date shipment received' to the Bill date and then select 'Receive purchase order'.
   2. You will then see a yellow box with 'Purchase order fully received and billed' on the PO screen. Select 'Change status to completed'.
      
       

Watch Morgan walk you through this entire process: