Creating & Managing Vendor Bills

Vendor Bills

Vendor bills record money you owe to suppliers. Go to Accounting > Vendors > Bills.

Bill Form Fields

• Vendor - Select supplier. Pre-fills addresses, currency, payment terms.
• Bill Date - Date on the vendor's invoice.
• Due Date - Auto-calculated from payment terms.
• Vendor Reference - The vendor's invoice number. Important for matching.
• Bill Lines - Products/services purchased. Each line: description, quantity, unit price, taxes, accounts.
• Journal - Defaults to Purchases journal.
• Fiscal Position - Auto-detected for correct tax treatment.

Three-Way Matching

When integrated with Purchases and Inventory, Quickenerp supports three-way matching:

1. Purchase Order - What was ordered.
2. Receipt - What was received (inventory validation).
3. Bill - What was invoiced.

Quickenerp flags discrepancies: billed quantity vs received quantity, billed price vs PO price. Enabled in Settings → "Three-Way Matching".

Creating a Bill

1. Go to Bills → Create.
2. Select vendor. Verify dates.
3. Enter vendor reference (their invoice number).
4. Add lines. For tracked products, enter quantities received.
5. If a purchase order exists, click "Add from Purchase Order" to auto-fill lines.
6. Click Confirm to post the bill.

Vendor Credit Notes

Create from a posted bill: Open bill → Add Credit Note. Same process as customer credit notes but in reverse - reduces AP and reverses the expense.

Paying Bills

1. Go to Accounting → Vendors → Payments → Create.
2. Select vendor, payment method, bank journal, amount.
3. Optionally select specific bills to pay (full or partial).
4. Validate. Payment is posted and reconciled with the bills.