Handling Vendor Bill Overages for Proper Payment

When a vendor bill is received that doesn't align with the acknowledged amount, you can process the discrepancy directly in the Accounting department, as long as your internal policies allow. In many cases, discrepancies—such as freight charges or surcharges not accounted for during estimating—may need to be reviewed by another department for approval. Follow the steps below to apply a vendor bill overage and ensure proper payment to your vendor:

Steps to Apply a Vendor Bill Overage:

1. Enter the Full Amount of the Vendor Invoice

   • In the Amount field, enter the full amount of the vendor bill.

   • Follow the usual process of applying the vendor bill amount to the vendor acknowledgement in the lower grid.

2. Map the Remaining Amount to the Correct GL Account

   • After entering the full amount, you will see a remaining Amount to Post.

   • Map this remaining amount to the correct GL Account to ensure proper accounting.

   • Click Apply.

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3. Verify the Amount to Post is $0.00

   • Take note of the full amount posted in the upper section.

   • The Amount to Post should now be set to $0.00, indicating the overage has been properly accounted for.

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