Vendor bills

What it is

Supplier invoices, checked against orders and deliveries before payment.

Why it matters

Makes sure the school only pays for what it ordered and received.

When to use it

Office staff enter each supplier invoice and match it before it is booked.

Who uses it

Administrator

How to get here

1. Sign in as Administrator (see Signing in).
2. In the left menu, click Accounting to open it.
3. Click Vendor bills.

What you see

Vendor bills · click the picture to enlarge

Buttons on this screen

• New vendor bill — opens a form to add a new one. See Filling in the form below.

Filling in the form

1. Click the New vendor bill button at the top right.
2. Fill in the boxes. Boxes marked with a red * must be filled in (9 on this form).
3. Click Save at the bottom. If something is missing, the box turns red and tells you what to fix.

The form: Vendor bills · click the picture to enlarge

The fields

Field	Type	What to enter, and why
Supplier *	choose	Pick the supplier who sent this bill.
Purchase order	choose	Pick the purchase order this bill matches, if there is one.
Supplier's invoice number *	text	The invoice number printed on the supplier's bill, exactly as written.
Invoice date *	date	The date printed on the supplier's bill.
Branch	choose	Pick the school branch this bill is for.
Bill date *	date	The date to record this bill under in the books.
Due date *	date	The date the school must pay this bill by.
Supplier EIN	text
Place of supply	number	Pick the state where the goods or services were supplied.
Reverse charge	switch	Tick only if the school must pay the tax itself. Ask if unsure.
Description *	text	A short description of what the bill is for.
HSN/SAC	number	The official code for the item or service, from the tax list.
Quantity *	number	How many units were billed.
Unit price *	number	The price of one unit, before tax.
GST rate *	choose	Pick the tax rate that applies to this item.
Expense or asset account	choose	Pick the account this cost should go to in the books.
Cost centre	choose	Pick the department or cost centre that should carry this cost.
Notes	long text	Any extra detail about this bill. Optional.

Types: text — type it in · number — digits only · date — click and pick from the calendar · choose — click and pick one from the list · pick one — click one of the options · switch / tick box — click to turn on or off · long text — type as much as you need · file — click to attach a file from your computer.

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