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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 today

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, select Accounting and under Accounts Payable click on Vendor Deposits & Invoices.

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

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

  • Vendor: Automatically shown with the Vendor on the Purchase Order or Work Order

  • Deposit Date and Due Date: Automatically shown with the date from the Purchase Order or Work Order. This can be changed if needed

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

  • Amount: Enter the amount for the deposit. Note: If the Vendor information includes a Deposit % in the information, this field will automatically populate with the amount

  • Pay With: Select how you paid the Vendor Invoice

  • Notes: Add notes pertaining to the deposit

When finished entering the information, click on Save.

4. You'll see the Vendor Deposit 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.

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, select Accounting and under Accounts Payable click on Vendor Deposits & Invoices.

2. Click on the +Add button in the upper right-hand side and select 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. If you don't have one, you can enter a combination of letters and numbers. For example, the date and vendor

  • Invoice Date and Due Date: This will automatically populate with todays 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, select Accounting and under Accounts Payable click on Vendor Deposits & Invoices.

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. If you don't have one, you can enter a combination of letters and numbers. For example, the date and vendor

  • Invoice Date and Due Date: Enter the Date paid

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

  • Pay With: Select how you paid the Vendor Invoice

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.

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.

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.

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

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