Vendor Bills

Where bills come from

Receiving goods against a purchase order drafts a vendor bill for you, priced from what was actually received at the purchase order rates. You do not re-key anything. The draft is yours to check against the supplier's paperwork.

Checking and approving a bill

1. Go to Accounting → Bills. Drafts created from goods receipts show the purchase order they came from.
2. Open the bill and compare the lines with the supplier's invoice. Adjust quantities or prices if the supplier billed something different.
3. Set the bill date, due date and supplier reference.
4. Click Approve. The bill is posted to your ledger at this point: the expense, any stock received and the VAT are recorded, and the amount is added to what you owe suppliers.

Paying a bill

Click Payments on an approved bill to record what you paid, when and how. Pay less than the full amount and the bill becomes Part paid, with the amount left shown next to its status. Mark as Paid records a payment for the whole outstanding balance in one click.

Use the Part paid filter to find bills that still have a balance. See Payments for voiding a payment entered by mistake.

Adding a one-off bill

Not everything comes through purchasing. Click New Bill, pick the vendor, add lines with the right tax rate, and save.

Tip: If a draft bill does not match the supplier invoice, the difference is usually a goods-receipt quantity. Check the receipt before editing the bill so stock and payables stay in step.