The bill matches what came in and what you agreed
Draw the bill from the goods receipt and each line is billed at the purchase order’s agreed price and discount, under the vendor’s own invoice number. You can’t bill more than was received, and the same vendor invoice can’t be entered twice.
- Received on the receipt
- 40
- Billed earlier
- 30
- This bill
- 10
- Order price
- 12.50
Goes through · Billed 10 at 12.50; nothing is left to bill on that line
How a bill is entered
Pick the receipt
Choose a goods receipt with lines still to bill. Its lines come in with what is left.
Enter the vendor’s number
Type the vendor’s invoice number. A second bill with that number for the same vendor is refused.
Check the prices
Each drawn line carries the order line’s price and discount, and keeps them even if someone edits the bill.
Post
Posting raises what you owe the vendor and settles the receipt’s accrual.
Details that matter
Stocked goods through the receipt
A stocked line is billed through the receipt that brought it in, not straight from the order.
Services on their own
A bill line can charge a ledger account directly, with or without an order behind it.
A void frees the number
Voiding a bill frees its vendor invoice number, so the corrected bill can use it.
Questions buyers ask
What if the vendor’s price differs from our order?
A drawn line bills at the order’s agreed price. A different charge goes on a bill of its own.
Can we bill part of a delivery?
Yes. Bill what the invoice covers; the rest of the receipt stays open for the next bill.
How do we stop the same invoice being paid twice?
A second bill with the same vendor invoice number for the same vendor is refused.