When your vendor's invoice arrives, record it as a bill against the purchase order.
Before you start
The purchase order must be Confirmed, In process or Fulfilled. You cannot bill a draft.
Create the bill
In the top menu, click Purchases.
Click the order number.
Click the Bills tab.
Click New bill (or Create first bill if there are none yet).
Type the vendor's invoice number in Bill no.
Set the Created date and Due date.
Under Prefill qty by, choose Order or Received — see below.
Check the quantities and unit costs against the invoice, and correct anything that differs.
Click Create.
Prefill qty by: Order or Received?
This decides what quantities the form fills in for you.
Choose | When |
Received | your vendor invoices for what they actually shipped — the usual case |
Order | your vendor invoices the whole order up front |
Either way you can type over the quantities. The toggle just saves you doing it by hand.
Enter what the invoice says
Enter what the invoice says, not what you expected. The form pre-fills from the purchase order, which is what you asked for. If the vendor has invoiced a different quantity or a different price, type theirs. The bill should match the paper.
You cannot bill more than was ordered. If the invoice is for more, the order needs increasing first.
How to know it worked
The bill appears on the Bills tab with your invoice number, and the Billing progress bar moves — for example from 0 of 115 (0%) to 115 of 115 (100%).