How to Check Previously Processed Bills

There are 2 options when searching for prior bills. You can use the Payables section in AppFolio or search the Vendor Ledger. Both options are detailed out below.

Option 1 - Using Payables

Go to the Accounting Tab, then click the Payables subheading.
Click the "Click Here to Search" black link at the top middle of the screen.
Using the Properties, Payees, GL Accounts, and Bill Dates boxes search with the information you already have.

4. Click on the blue hyperlinked amounts under the search box to open prior bills.

TIP: If you're searching for multiple bills for one vendor or one GL Account, open the blue hyperlinks of the bills below in a separate window or tab. That way you can go back to the search page and just update the address each time.

Option 2 - Using Vendor Ledgers

This is to be primarily used as a guide on filling in current bills you haven't submitted to Admin yet. For example, a gas bill you haven't seen for the property before, or a landscaper invoice you've never billed before. The previous bills are examples, not necessarily what you need to do with your current bill.

In AppFolio, use the primary search bar at the top of the screen and search for the vendor on the bill you're trying to look up.

2. Click the "Vendor Ledger" option in the bottom right of the vendor information that shows.

3. It'll open the Vendor Ledger report in a new tab. Click the blue "Customize" button in the top right hand corner.

4. Change the bill date range, property address, etc. to the needed range. Click Update.

5. Using the "Find in Report" in the top middle of the report, search for any key words, account numbers with and without dashes, check number, etc. Once the report finds what you're searching for, it'll highlight the found items green. For example, see below.

6. Click the blue hyperlinked amount under the paid or unpaid column for the bill you'd like to view. The bill will populate in a new tab.

7. Use the red billing stamp on the bill to read how the bill was previously processed.

8. Reading the stamp

a. Address/Unit - the address and the units that were involved in the bill.

b. Amount - the amount that was billed. (note: not always equal to the amount on the bill)

c. GL Account - which Expense Account was used.

d. Who gets billed

1. BTO - Billed to Owner

2. BTT - Billed to Tenant

3. RUBS - Ratio Utility Billing System

9. Continue to change the date range and clicking into different bills to find more information on previously billed invoices.

Page updated

Report abuse