Record service delivery and prepare its bill
Record performed and accepted service separately, then connect that same purchase to its Finance bill.
Record service delivery and prepare its bill
Record performed and accepted service separately, then connect that same purchase to its Finance bill.
Before you start
Have the exact issued service purchase order, agreed unit and period, actual performance evidence, acceptance criteria and supplier invoice. Use the order’s true service line; a goods receipt from another purchase is not a substitute.
Record and confirm the service
1. Open the service order in Procure → Orders. Match its source request, supplier, line type, quantity, unit, price and current issue state. Check whether this service delivery already has a receipt; if so, skip step 2 and inspect that receipt at step 3 rather than entering it again.
2. For a new service delivery, select Record receipt or service delivery. In the service form, enter Quantity performed, Service period start, Service period end and Service completion evidence or observations from the actual work. Select Submit service delivery once.
3. Find and reopen the resulting service receipt. Confirm its Purchase Order, performed quantity, accepted quantity and current state. Performance is recorded before acceptance.
4. When the receipt is awaiting confirmation and the acceptance check is complete, select Confirm service. Enter Accepted quantity, Service acceptance note and Overall confirmation notes, then save the confirmation once. Reopen the receipt and source order to check the retained quantities and states. Do not repeat confirmation on an already accepted receipt.
Prepare and check the related bill
5. Open Finance → Vendor bills → Vendor bills and search for the supplier invoice. For an existing bill, skip new entry and inspect its saved details in steps 6–7. Otherwise, select New to open New vendor bill. Confirm the exact Vendor and Purchase order, invoice number, dates, currency, rate and line charges.
6. Check the available receipt relationship carefully. If the service receipt is not offered in Goods receipt, do not select an unrelated goods record. Ask Finance whether a supported PO-linked service bill with explicit service reconciliation is appropriate for this purchase, and retain that decision and receipt reference in the bill’s Notes.
7. Compare the invoice, order, performed and accepted quantities, prior billing and any earlier accrual. For a new bill, prepare lines using the approved account, tax and recognition treatment and select Create record once. For an existing bill, preserve its current stage and do not create it again. Reopen the saved bill and inspect its actual matching status and available evidence; a matched label alone does not identify every underlying service allocation.
8. Follow the bill’s current submit/approval stage with its designated reviewer. Reopen the approved bill, its source journal and the exact Payables item. Check amount, accounts, original obligation, remaining balance and due date. Do not create a second manual journal for a source-posted bill.
Expected result
The service purchase has a traceable performance, acceptance and billing handoff, with any outstanding amount clearly identified.
Remember: Bill approval is not supplier payment. If a payment allocation selector cannot distinguish the exact payable, resolve the identity before saving; do not choose the first generic option or treat a prepared payment as settled cash.
Continue learning
Optional follow-on: Purchasing and financial follow-through.
Turn what you learned into the way the team works.
Mark this lesson complete once the workflow exists in your workspace—not simply when you reach the bottom.