We’re introducing an updated Bill Entry workflow in Accounts Payable designed to make entering bills faster and easier to complete accurately.

Bill entry is a high-frequency task, and small inefficiencies add up quickly. The updated experience reduces back-and-forth between your invoice and the fields you need to complete, helps prevent common entry errors, and makes allocations easier to validate as you go.

This updated Bill Entry experience will be available as an optional “beta” trial for 30 days. During this time, all customers can choose to try out the new workflow before it becomes a permanent part of the Aplos AP module. To access the beta [details to come]. To share feedback during the beta [details to come].

What’s new in Bill Entry

1. Invoice + entry, side-by-side
   Upload an invoice (PDF, PNG or JPEG) and view it on-screen while entering bill details. This makes it easier to confirm amounts, dates, invoice numbers, and vendor information while you work.

   Viewer controls

   • Resize the preview pane — drag the divider to give more space to the invoice or to the entry form.
   • Zoom in and out — increase magnification for small line items or tax detail.
   • Fit to width / fit to page — quickly snap the document to the pane size.

   • Hide the document — collapse the preview pane by clicking Document button (eye icon) to focus on the entry form, and re-open it when you need to reference the invoice again.

      

2. Built-in calculator for faster entry
   Type quick math directly into certain fields (for example, entering combined amounts without manually calculating first).

    

3. Set up recurring bills without leaving Bill Entry
   Set a bill to recur directly within the Bill Entry workflow.

    

4. Improved attachments (upload + preview)
   Attaching documents is easier, and you can preview attachments while you work.

    

5. Streamlined layout and faster repeat entry
   The layout is simplified to reduce the number of clicks needed to complete a task and make your workflow more intuitive. Faster actions like “Submit & Add New” will help you move through entries more quickly (where available), with improved protection against accidental data loss.

    

Notable workflow changes to be aware of

• Total bill amount: You’ll need to enter a total bill amount as part of the Bill Entry process.
• Tags location: Tags now appear on a second row in the updated layout.

How to use the updated Bill Entry workflow (step-by-step)

Step 1: Start a new bill

• Navigate to Accounts Payable
• Select Bill Entry / Add Bill (label: [TK if different in-product])

Step 2: Add your invoice (optional but recommended)

• Upload your invoice PDF
• Confirm you can view the invoice on-screen while entering the bill details

Step 3: Enter bill details

Required fields include the Payable Account, Vendor, Bill Amount, Bill Date, Terms, and Due Date. You can also enter a Reference Number and Memo. You have the option to add a split to a bill or make it recurring.

Note: Duplicate bill detection warnings (if shown) are intended to help you avoid paying the same invoice twice, while still allowing you to proceed when needed.

Step 4: Allocate the bill (if applicable)

• Choose whether to allocate by % or by amount
• Add allocation lines until the real-time total indicates you’re fully allocated

Step 5: Save, submit, or submit and add another

• Submit Bill: completes the bill entry process
• Submit & Add New: submits the current bill and starts a new one

Frequently asked questions

• How do I zoom in to read small text on the invoice?

  Use the + and − buttons in the preview toolbar to zoom in and out. When you're zoomed in beyond the pane width, click and drag the invoice to pan around.

   

• How do I hide the invoice preview to focus on the entry form?

  Click the Document button (eye icon) in the top of the preview pane. The preview collapses and the entry form expands to fill the workspace. Click Document again to bring the invoice back. Hiding the preview doesn't detach the invoice from the bill; the file remains attached.

   

• Why am I now required to enter a total bill amount?

  The total bill amount drives real-time validation when you split the bill into allocations. The new workflow uses it to confirm your allocation lines sum correctly before submission, which prevents over- or under-allocation errors.

   

• Where did Tags go?

  Tags are still available on every bill, but they now appear on a second row in the layout. Click the chevron on the left hand side to make tags visible. 

   

• Can I do math inside an amount field?

  Yes. Type an expression like 120 + 45.50 directly into an amount field and it will resolve to the result when you tab out.

   

• How is rounding handled?

  Dollar amounts are stored to two decimal places. When you split a bill by percentage, each line is rounded to the nearest cent, so percentages that don't divide evenly into the bill total can leave $0.01 or $0.02 unallocated. The real-time allocation total will show the remaining amount; manually adjust one of the allocation lines by that amount so the total matches the bill before you submit.

   

• How do I split a bill across multiple accounts or funds?

  In Step 4 of Bill Entry, choose % split or amount split and add split lines. The real-time total shows how much is left to allocate and confirms when the bill is fully allocated.

   

• Can I set a bill to recur without leaving Bill Entry?

  Yes. Inside the Bill Entry workflow, mark the bill as recurring and choose a frequency. 

   

• What's the difference between Submit Bill and Submit & Add New?

  Submit Bill completes the entry and returns you to your AP list. Submit & Add New submits the current bill and immediately opens a fresh form so you can keep entering.

   

• I got a duplicate bill warning. What does that mean?

  Duplicate detection compares each new bill against existing bills on Vendor and Ref# and flags potential matches so you don't pay the same invoice twice. You can review the matched bill from the warning and proceed with entry when the bill is legitimate.