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Enter a Bill

Learn how to enter a vendor bill and other expenses

Bobbie Combs avatar
Written by Bobbie Combs
Updated over 10 months ago

When Bills are received for purchased merchandise, deposits on Purchase Orders, or General Business Expenses you'll enter that under Vendor Invoices. This guide will review how to enter a deposit on a Purchase Order, a Vendor Invoice and a General Business Expense

Deposit on a Purchase Order

To enter a deposit on a Purchase Order with the steps below, you'll need to make sure a Purchase Order has already been created.

1. On the left side menu, under Accounts Payable, click on Vendor Invoices.

Where to find vendor invoices under accounts payable

2. Click on the +Add button in the upper right hand side and select Deposit.

How to add a deposit on a purchase order

3. In the Add Deposit window, select the Purchase Order or Work Order. Then add in the deposit information:

  • Vendor: Select the Vendor the deposit is for

  • Deposit Date: Select the date for the deposit

  • Trans. Desc.: Enter a description about the Vendor deposit

  • Amount: Enter the amount for the deposit

  • Pay With: Select how you paid the Vendor Invoice

  • Notes: Add notes pertaining to the deposit

Information to fill out when creating a deposit on a purchase order

4. You'll see the Vendor Invoice payment listed under New in the Vendor Invoices window. The deposit has not been recorded yet and needs to be posted to be recorded. Review the information for accuracy and if needed make changes by clicking on the Tx Ref No. When ready to post, click on Post in top right. On the new window, select the fiscal month to post the payment to and click on Post.

How to post a vendor invoice

5. The Vendor Invoice deposit is now listed under the Existing tab for Vendor Invoices.

Vendor Invoice

To enter a Vendor Invoice with the steps below, you'll need to make sure a Purchase Order has already been created. If you don't want to create a Purchase Order, then you'll enter the Vendor Invoice following the steps under General Business Expense below.

1. On the left side menu, under Accounts Payable, click on Vendor Invoices.

Where to add a vendor invoice

2. Click on the +Add button in the upper right-hand side and select Invoice.

Adding a vendor invoice

3. In the Add Invoice window, select the Purchase Order or Work Order. Then add in the Invoice information:

  • Invoice Number: Invoice or order number from Vendor

  • Invoice Date and Due Date if applicable

  • Trans. Desc.: A description about the Vendor Invoice

  • Pay With: Select how you paid the Vendor Invoice

4. Check the Items and Components listed for accuracy. For example, do they match the amount you paid on the Vendor Invoice? If you need to make changes to the cost, click on the Ref. # and make edits and then click on OK. Check the total field for accuracy and enter notes in the Notes field. When finished click on Save.

5. You'll see the Vendor Invoice listed under New in the Vendor Invoices window. The Invoice has not been recorded yet and needs to be posted to be recorded. Review the information for accuracy and if needed make changes by clicking on the Tx Ref No. When ready to post, click on Post in top right. On the new window, select the fiscal month to post the payment to and click on Post.

How to post a new vendor invoice

6. The Vendor Invoice is now listed under the Existing tab for Vendor Invoices.

General Business Expense

Follow these steps to enter a General Business Expense like advertising, a miscellaneous project expenses or vendor bills when no Purchase Order has been entered.

1. On the left side menu, under Accounts Payable, click on Vendor Invoices.

Where to add a general business expense

2. Click on the +Add button in the upper right hand side and select Expense / Bill / Miscellaneous.

3. In the Add Expense / Bill / Miscellaneous window, select the Vendor. Then add in the Invoice information:

  • Invoice Number: Invoice or order number from Vendor

  • Invoice Date and Due Date if applicable

  • Trans. Desc.: A description about the Vendor Invoice

  • Pay With: Select how you paid the Vendor Invoice

Information to fill out when adding a general business expense

4. To add in the expense details, click on the +Add button.

5. On the Vendor Invoice Distribution [Expense / Misc.] window enter the information:

  • Type/Account Info: Choose Non-Project for General Business Expenses like Marketing or choose Project Related for expenses related to a Project

  • Account No.: Select the General Ledger Account this expense should be categorized as

  • Amount / Cost: Enter the amount or cost of the expense

When finished entering the information, click on OK.

Where to add in information for vendor invoice distribution

6. Check the information entered for accuracy. For example, do they match the amount you paid on the bill? Check the amount field for accuracy and enter notes in the Notes field. When finished click on Save.

Save general business expense after checking all fields for accuracy

7. You'll see the expense listed under New in the Vendor Invoices window. The expense has not been recorded yet and needs to be posted to be recorded. Review the information for accuracy and if needed make changes by clicking on the Tx Ref No. When ready to post, click on Post in top right. On the new window, select the fiscal month to post the payment to and click on Post.

How to post a new general business expense

8. The expense is now listed under the Existing tab for Vendor Invoices.

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