Vendor Bills
A vendor bill records an expense from a supplier, either a one-time charge or a recurring obligation such as rent, subscriptions, or service retainers.
Create a vendor bill
- In the left sidebar, click Finance Zone.
- Click Vendor Bills → + New Vendor Bill.
- Fill in the form:
Left side: Vendor:
| Field | Description |
|---|---|
| Vendor | Search and select. Vendor must already exist in the system |
Right side: Bill details:
| Field | Description |
|---|---|
| Bill Date | Date on the supplier's bill |
| Payment Date | Date the payment is due |
| Expense Journal | Classification for expense reporting |
| Bill Reference | Supplier's reference number |
| Recurrence | One-time or recurring |
| Recurrence Frequency | Weekly, monthly, quarterly, or annually if recurring |
| Note | Optional internal note |
-
In the bill body, add line items:
- Search and select from your registered products and services, or
- Click + Non Catalog Item for items not in your catalogue.
-
Review totals and click Post Bill.
-
After posting, attach the supplier's PDF for archive purposes.
Recurring bills
If a bill repeats on a regular schedule, set Recurrence to recurring and choose the frequency:
| Frequency | Use case |
|---|---|
| Weekly | Weekly service charges |
| Monthly | Rent, subscriptions, retainers |
| Quarterly | Quarterly service fees |
| Annually | Annual licences, insurance |
Currency rules
warning
You can only combine items of the same currency on a single bill. The currency of the first item added determines the currency of the entire bill.
Key points
| Point | Detail |
|---|---|
| Vendor required | Must exist before posting a bill |
| Recurrence | Supports weekly, monthly, quarterly, annual |
| Non-catalogue items | Use + Non Catalog Item for unregistered expenses |
| Currency | Set by the first item. Cannot mix currencies |
| PDF attachment | Available after posting for archive purposes |