# How to enter an A/P invoice with line items in SAP B1

In SAP B1, open a new A/P invoice, pick the vendor, add one line per invoice row with an G/L account and tax code, then check the total matches the invoice.

Entering a supplier bill with line items means recording each row of the invoice (item, quantity, price, account and GST) instead of one lump sum.

## Before you start

- Purchasing A/P authorisation

## The SAP B1 way

Where to find it: Main Menu > Purchasing – A/P > A/P Invoice

1. Pick the vendor code.
2. Set posting date, document date and vendor ref no.
3. Choose Item or Service as the type.
4. Add rows with item or G/L account, amount and tax code.
5. Add.

## Limits in SAP B1

- Document layout depends on your form settings.
- Some fields (for example Payment Block, Control Account) are on the Accounting tab.

## The Pulsify way

1. Forward the supplier's invoice to your Pulsify address or upload it. Pulsify reads every printed row as its own line.
2. Pulsify finds the vendor in SAP B1 and suggests an account for each line from how that vendor was coded before.
3. Review the lines in Pulsify. Fix any account or tax code and approve.
4. On approval, Pulsify creates the A/P invoice in SAP B1 with the original file attached.

Pulsify connects to SAP B1. We set up the connection for you.

What Pulsify does not do here:

- Pulsify aims for 99% accuracy, but you still review each bill before approval.

## Common mistakes

- Leaving Vendor Ref. No. empty, so the duplicate warning in Document Settings cannot fire.
- Choosing Item type for a bill that is only freight or fees, then having no item code to enter.

## Common questions

### Which tab holds the Payment Block and Control Account fields?

The Accounting tab on the A/P invoice. Header details such as vendor ref no., posting date, document date and due date sit in the general area at the top.

### Do I choose Item or Service for the A/P invoice?

Pick the type before you add rows. Item type takes item codes. Service type takes a G/L account on each row. Choose Service when the invoice is for costs with no stock item.

### Why does the Vendor Ref. No. matter?

It is where you type the supplier's invoice number. The duplicate check in Document Settings works on this field, so leave it blank and the check has nothing to compare.

## Sources

- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44f58df7adac41e1e10000000a1553f6.html
- https://help.sap.com/docs/SAP_BUSINESS_ONE/68a2e87fb29941b5bf959a184d9c6727/44fc3ba3270541aae10000000a114a6b.html

Source: https://www.pulsify.tech/how-to/enter-a-supplier-bill-with-line-items-in-sap-business-one/ (last checked 2026-10-19)