How to create and manage vendor bills

Before you start

Creating vendor bills for stock items

To create a vendor bill

1. From Expenses, click Vendor Bills.

2. Click New Bill.

3. 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

4. Choose one of the following options:

   • Save as draft: Select the checkbox and click Save
     • Use this option if you're not ready to finalize the bill
   • Save: Save the bill
   • Save & New: Save the current bill and enter a new one
   • Save and Print: Save the current bill and print it (Standard or Plus only)

Managing an existing bill

1. From Expenses, click Vendor Bills.
2. Click an unpaid bill. You can’t edit paid bills, but you can void them.
3. Record a payment against the bill. From More, create a credit note or mark the bill as Set as Disputed.

How to edit or void a sales invoice