How to create and manage vendor bills

Summary

Use vendor bills in Sage Accounting Standard and Plus to record vendor invoices and track outstanding balances.

Description

Record vendor invoices in Accounting to track amounts owed to vendors. Create vendor and product records before entering vendor bills to improve accuracy and speed.

Resolution

Before you start

Create a vendor record. See the article How to add and manage contacts.
Create product records for items you purchase frequently. See the article Add and edit products (stock and non-stock) and services.

Creating vendor bills for stock items

Creating a vendor bill for a stock item records a Goods In transaction and increases the stock quantity. Sage Accounting posts a Credit to Accounts Payable for each line item with a positive amount.

To create a vendor bill

From Expenses, click Vendor Bills.
Click New Bill.

Enter the following information:

Vendor	Enter the vendor name and select from the list. To add a new vendor, click Add a vendor. Enter the information and click Save.
Bill Date	Enter the invoice date.
Due Date	This date calculates from the payment terms in the vendor's record. Overwrite if necessary.
Vendor Reference	Enter a reference from your vendor, like their invoice number.
Reference	Enter an additional reference, like a purchase order number.
Search for Product	Enter the product name and choose the relevant product. Repeat to add more products.

If not adding a product, enter:

Description	Enter the purchase description.
Ledger Account	Choose the ledger account.
Qty/Hrs	Enter the quantity or hours.
Price/Rate	Enter the net value.
Total	The gross value of the item line.

If using transaction analysis types:

Click the Finder and choose the relevant category
Repeat to add more transactions
Enter any notes if required

To attach a file, click the Attachment button, click Upload files, and select the file.
Select Save.

Managing an existing bill

Go to Expenses and select Vendor Bills.
Open an unpaid bill.
Choose an action:
- Record a payment against the bill
- Select More to create a credit note or mark the bill as disputed

Clear a dispute

Open the bill, select More, then select Clear Dispute.

NOTE:

To create bills in Accounting Start, see the article Record "Money out"