Vendor Bills

Process and manage vendor invoices and credits

Overview

The Vendor Bills module manages the accounts payable side of the purchasing process. Vendor bills are created from locked receivers and track the amounts owed to vendors. The module supports bill processing, payment tracking, QuickBooks export, and vendor credit memos.

Bill Processing

Create and manage vendor bills generated from receivers, with line-item detail and GL account assignment.

Payment Tracking

Track bill amounts, payment status, and outstanding balances across all vendors.

QuickBooks Export

Export vendor bills to QuickBooks Online for seamless accounting integration.

Credit Support

Process vendor credit memos for returns, adjustments, and billing corrections.

Open Vendor Bills List

The Open Vendor Bills view displays all outstanding vendor bills, providing a quick overview of accounts payable.

List Columns

Column Description
Bill # Unique vendor bill identifier
Vendor Vendor name
Date Bill date
Credit Whether this is a vendor credit memo
Exported to QB Whether the bill has been exported to QuickBooks

Available Actions

  • Open bill(s): Double-click or right-click to open the vendor bill editor
  • Export bill(s): Export selected bills to QuickBooks Online

Vendor Bill Editor

The Vendor Bill Editor displays all details of a single vendor bill and allows you to manage its contents.

Header Fields

Field Description Editable
Bill # Unique vendor bill number Yes (text entry)
Vendor Vendor name (click to open vendor record) No (link button)
Bill Date Date of the vendor bill Yes

Toolbar Actions

  • Lock Bill: Lock the vendor bill to prevent further changes
  • Unlock Bill: Unlock a locked bill to allow edits
Locking: The Lock/Unlock toggle controls whether the bill can be modified. Lock bills before exporting to QuickBooks to prevent accidental changes.

Bill Line Items

Bill line items represent the parts and quantities billed by the vendor, with pricing and GL account assignments.

Line Item Columns

Column Description
# Line item index
Part # Internal part number
Description Line item description
Vendor Part # Vendor's own part number
Qty Quantity billed
Qty U/M Unit of measure for the quantity
Unit $ Cost per unit
Unit $ U/M Unit of measure for the unit cost
Account GL account assignment for the expense
Total $ Extended cost (Qty x Unit $)

Line Item Actions

Right-click on line items for additional options:

  • Open vendor part(s): View the vendor-specific part record
  • Open part(s): Navigate to the part record in the Parts Catalog

Creating Vendor Bills

Vendor bills can be generated automatically from a locked receiver or created manually. Each bill ties back to its originating receiver and purchase order for full traceability.

From a Locked Receiver

  1. Navigate to the Receivers list and open the receiver
  2. Lock the receiver to finalize received quantities
  3. Generate a vendor bill from the locked receiver
  4. The bill is created with line items matching the receiver contents
  5. Review and verify pricing and GL account assignments

Manual Creation

  1. Create a new vendor bill from the Vendor Bills list
  2. Enter the bill number and select the vendor
  3. Set the bill date
  4. Add line items with parts, quantities, and pricing
  5. Assign GL accounts to each line item
Receiver Link: Bills generated from receivers maintain a direct link to the receiver and purchase order, ensuring complete procurement traceability.

QuickBooks Export

Vendor bills can be exported to QuickBooks Online for integration with your accounting system.

Exporting Bills

  1. Select one or more bills in the Open Vendor Bills list
  2. Right-click and choose "Export bill(s)"
  3. The system will send the bill data to QuickBooks Online
  4. The "Exported to QB" column will update to reflect the export status
Prerequisite: QuickBooks Online integration must be configured in Administration → Integrations before vendor bills can be exported.

Credit Memos

Vendor credit memos are used to record credits received from vendors for returns, adjustments, or billing corrections. They appear in the Open Vendor Bills list with the Credit column checked.

When to Use Vendor Credits

  • Product Returns: When goods are returned to the vendor
  • Billing Errors: Correcting pricing or quantity mistakes on previous bills
  • Allowances: Vendor credits for damaged goods, quality issues, or negotiated adjustments

Best Practices

  • Match Bills to Receivers: Always verify that vendor bill amounts match received quantities and agreed-upon pricing
  • Verify GL Accounts: Confirm that GL account assignments on each line item match your chart of accounts
  • Export to QuickBooks Promptly: Export bills to QuickBooks in a timely manner to keep accounts payable current
  • Lock Before Export: Always lock vendor bills before exporting to QuickBooks to prevent accidental changes
  • Credit Memo Tracking: Document the reason for all vendor credit memos for audit purposes