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:
- Purchase Order - What was ordered.
- Receipt - What was received (inventory validation).
- 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
- Go to Bills → Create.
- Select vendor. Verify dates.
- Enter vendor reference (their invoice number).
- Add lines. For tracked products, enter quantities received.
- If a purchase order exists, click "Add from Purchase Order" to auto-fill lines.
- 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
- Go to Accounting → Vendors → Payments → Create.
- Select vendor, payment method, bank journal, amount.
- Optionally select specific bills to pay (full or partial).
- Validate. Payment is posted and reconciled with the bills.
