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Vendors Menu#

Overview#

The Vendors menu provides access to all vendor-related functions including vendor management, bills, payments, refunds, and expense tracking.

Vendors Menu Structure#

Main Sections:#

  • Vendors: Vendor database and profiles

  • Bills: Vendor invoices and billing

  • Refunds: Vendor credit notes and returns

  • Payments: Vendor payment processing

  • Employee Expenses: Staff expense management

  • Bank Accounts: Financial account management

  • Products: Product catalog

  • Vendors: Vendor directory (duplicate access)

Vendor Bills Documentation#

Overview#

Vendor Bills manages all incoming invoices from suppliers and vendors. This system handles bill processing from receipt through payment, including bill validation, approval, and payment scheduling. Accounting

Bills Dashboard#

Viewing Bills List#

Access by clicking Bills to view all vendor bills:

Bill Columns: - Number: Bill reference (e.g., BILL/2025/07/0001)

  • Vendor: Supplier name (e.g., Azure Interior, YourCompany)

  • Bill Date: Date bill was issued

  • Due Date: Payment deadline

  • Reference: Vendor's invoice reference (e.g., "Lunch")

  • Activities: Action logs and communications

  • Tax Excluded: Amount before tax calculations

  • Total: Final bill amount including taxes

  • Payment: Payment status indicator

  • Status: Bill processing state

Bill Status Types:#

  • In Payment: Bill is being processed for payment (Orange)
  • Posted: Bill confirmed and ready for payment (Green)
  • Not Paid: Outstanding bill requiring payment (Red)

Creating New Vendor Bill#

Step 1: Start New Bill#

  1. Click Bills from the menu
  2. Click New button to create new bill
  3. Alternatively, use Upload to import bill documents Accounting

Step 2: Fill Bill Details#

Required Fields: - Vendor: Select vendor from dropdown

  • Bill Date: Date vendor issued the bill

  • Accounting Date: Date for accounting records

  • Due Date: Payment deadline (auto-calculated or manual)

  • Journal: Assigned to "Vendor Bills"

Optional Fields: - Bill Reference: Vendor's invoice number

  • Payment Reference: Internal payment reference

  • Recipient Bank: Bank account for payment

  • Auto-Complete: Link to purchase orders or previous bills

Step 3: Add Bill Lines#

In the Invoice Lines tab: - Product: Select products or services

  • Label: Description of items

  • Asset Category: Product classification

  • Account: General ledger account

  • Analytic Account: Cost center or project

  • Quantity: Number of units

  • UoM: Unit of measure

  • Price: Unit price

  • Taxes: Applied tax rates

  • Tax Excluded: Line total before tax

Step 4: Confirm Bill#

  1. Review all bill details in draft
  2. Click Confirm to post the bill
  3. Status changes from "Draft" to "Posted"

After Bill Confirmation#

Accounting

Available Actions:#

  • Register Payment: Process payment to vendor
  • Credit Note: Issue vendor credits or handle returns
  • Reset to Draft: Return to editable state (if needed)

Payment Processing:#

  • Outstanding Debits: System shows if vendor has outstanding credits
  • Allocation: Credits can be allocated to mark bills as paid
  • Payment Terms: Automatic due date calculation based on vendor terms

Bill Management Features#

Upload Functionality:#

  • Document Upload: Import bill PDFs and images
  • OCR Processing: Automatic data extraction from uploaded documents
  • Smart Recognition: Auto-populate vendor and amount details

Status Tracking:#

  • Color Coding: Visual status indicators
  • Due Date Monitoring: Track overdue bills
  • Payment Status: Monitor payment progress

Integration:#

  • Purchase Orders: Link bills to existing POs
  • Vendor Management: Direct integration with vendor records
  • Payment Processing: Seamless payment workflow
  • Accounting: Automatic journal entries

Bill Workflow Summary#

Bills → New/Upload → Select Vendor → Add Bill Lines → Confirm → Register Payment

Complete vendor bill processing from receipt to payment.

Complete vendor management system for procurement and payment processing.