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Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

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How AP Fits Together

Most vendor payables begin with a purchase order, receiving, or a direct vendor bill. Once a bill is posted, it appears in payables until it is paid, credited, voided, or otherwise reversed through a supported correction workflow.

AP Bills list filtered to PO-linked vendor bills with status, vendor, due date, amount, balance, and source purchase order

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Use the Right Payables Path

  • PO-linked inventory bill: start from GRNI or the purchase order so Arcus can match received items to the vendor bill.
  • Regular vendor expense: create or review the vendor bill directly in AP Bills.
  • Recurring expense: use Recurring Bills when the same vendor bill should be generated on a schedule.
  • One-off check without a bill first: use Write a Check when the expense can be coded and paid in one flow.
  • Credit from a vendor: issue or apply a Vendor Credit before paying the remaining cash portion.
  • Tax reporting vendor: keep the vendor’s 1099 flags and W-9 state current before year-end reporting.
Do not bypass receiving for inventory bills If a vendor invoice is for inventory received on a PO, use the GRNI and PO-linked bill flow. Creating an unrelated expense bill can disconnect receiving, inventory value, and AP review.

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Review Received Not Billed

GRNI means goods received not invoiced. It shows inventory that has been received from a purchase order but has not been matched to a vendor bill yet. Review GRNI before creating PO-linked bills so the bill amount, quantity, and receipt history line up.

GRNI Report with received purchase order lines, vendors, products, received quantity, unit cost, total, and Create Bills action

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Pay Open Bills

Pay Bills groups open and partial bills by vendor. Choose the payment method, bank account when required, payment date, selected bills, and any vendor credits before you confirm the payment.

Pay Bills page with payment method buttons, pay-from account, date, vendor group, available vendor credit, and open bill rows

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Payment Method Rules

  • Check: records the payment and creates a printable check.
  • ACH through Plaid: requires approved Plaid Transfer setup and a funding account.
  • ACH File (NACHA): creates a bank-upload file; money is not sent until your team uploads it to the bank portal.
  • Wire: records a wire after it is handled through the bank.
  • Cash: records a cash payment and does not require a bank account.
Vendor credits reduce the cash portion Vendor credits are applied inside the vendor group. They are not selected as a payment method, and they cannot be applied to a different vendor’s bills.

Check payments create check records that can be printed, batch printed, cleared, voided, and reviewed from the Check Register. The Check Register is also where AP teams confirm which bills were paid by a specific check.

Check Register showing vendor checks with check number, payee, amount, status, payment date, printed state, and action buttons

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Common Blocks

  • Bill is missing from Pay Bills: confirm it is posted, open or partially paid, and not filtered out by vendor or date.
  • Payment is blocked: check required bank account, payment date, permissions, and accounting-period status.
  • Check cannot print: review check configuration, check numbering, popup blockers, and printer access.
  • NACHA cannot generate: confirm funding-bank routing data and vendor ACH details.
  • Vendor credit is not selectable: make sure it belongs to the same vendor and is open, unexpired, and not already fully applied.
  • PO bill does not match receiving: return to GRNI or the purchase order and confirm received quantity, cost, and bill lines.
  • 1099 totals look wrong: review vendor flags, paid bill dates, form type, W-9 state, and tax-year lock status.
Use focused guides for the actual task This page is the payables map. For step-by-step work, open the related guide for PO-linked bills, bill payment, check printing, recurring bills, vendor credits, or 1099 reporting.

GRNI and PO-Linked Vendor Bills

Create vendor bills from received purchase orders and clear received-not-billed balances.

Pay Bills and Print Checks

Pay open vendor bills by check, ACH, ACH file, wire, or cash.

Check Register and AP Checks

Print, batch print, clear, void, and audit vendor checks.

Vendor Credits

Issue, review, expire, and apply supplier credits during bill payment.

Recurring Bills

Create scheduled vendor bill templates, pause runs, allocate GL splits, and review history.

1099 Vendors

Review flagged vendors, W-9 status, tax-year totals, downloads, and locks.