How to create and manage vendor bills

Learn how to create and manage vendor bills for stock items in Sage Accounting.

To track amounts owed to vendors, record invoices in Accounting. Create a vendor record if you haven't already.

 NOTE: If you regularly purchase the same products, you can create a product record to save time when entering invoices. 

Creating vendor bills for stock items

Record purchases and sales to track stock movement. Each movement type indicates whether you bought or sold stock. For example, creating a vendor bill for a stock item generates a Goods In transaction, increasing your item count.

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 check box 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

To manage 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.

 NOTE: To clear the dispute status, open the bill and select Clear Dispute from More.