Vendor Bills Management¶

Vendor bills management in the Viindoo Accounting app is integrated and linked to the Purchase app (in case this app is already installed) or can also be used independently. Therefore, the feature is accessible from both the Purchase and Accounting modules.

Requirements

This tutorial requires the installation of the following applications/modules:

Manage Vendor bills in the Purchase app¶

Vendor bills created from a purchase order will inherit all the data such as product, price list, tax, payment terms, etc. of the original purchase order. For more information, have a look at the How to create vendor bills from purchase order article.

Manage Vendor Bills in the Accounting app¶

You can create a vendor bill by navigating to Accounting ‣ Vendors ‣ Bills ‣ New

Create a Vendor bill in the Viindoo accounting app

Or from Accounting ‣ Dashboard ‣ Purchases ‣ New:

Purchases card on the accounting dashboard - Viindoo accounting app

A bill view with all the details is shown below:

Vendor bill details - Viindoo accounting app

In which:

Vendor bill number is automatically created by the system when the bill is confirmed;
Bill information:
- Bill / Receipt: Choose Bill for a vendor bill, or Receipt for a purchase receipt.
- Vendor: Choose one from your Vendor list.
- Bill Reference: Add the number or serial that the vendor printed on the bill.
- Auto-Complete: Select a purchase order or an old bill of the same vendor if you want to use the details of the previous document on the current one.
- Bill Date: The real bill date.
- Accounting Date: The date when this bill is recorded in a journal.
- Payment Reference: The payment reference shown on the label of the account payable on the General Ledger, Account Detail Sheet, etc.
- Recipient Bank: The vendor bank account number configured on the contact.
- Due Date: The payment date or choose a Payment term.
- Journal: Choose a journal to record this vendor bill.
- Currency (available if the Multi-currencies feature is activated).
Invoice Lines tab: Record details about products provided by the Vendor:
- Press on Add a line to enter:
  - Label: Provide a detailed description of the product or service.
  - Asset Category: The asset category, if the line is an asset purchase.
  - Account: The account where the vendor bill is recorded once confirmed. (See more on Configure account on Product categories.)
  - Quantity: The quantity of the product/service.
  - Price: Price of the product/service.
  - Taxes: Taxes applied on this bill. You can choose from the list of existing taxes.
  - Amount: Total value of the bill line before taxes.
  - Tax Total: Taxes amount of the line.
- Use the optional columns button (the sliders icon) at the end of the header to show more columns, such as Product, Disc.%, Landed Costs, Professional %, Reversal of and Purchase Order. The Purchase Order column gives the related purchase order if this bill is created from a purchase order or completed with the Auto-Complete field:
- When the price list of the products/services and taxes are applied, the untaxed amount, taxes amount, and the total value of the bill will be automatically calculated.
- Besides, you can also record other terms such as delivery, storage, etc. in Terms and Conditions.
Journal Items tab: See all the journal items created from the bill:
Other Info tab: Other accounting information:
- Company: The company that records the bill.
- Incoterm and Incoterm Location: Choose the Incoterm if this is an importation bill.
- Fiscal Position: Select the fiscal position applied for this vendor’s bill.
- Payment Method: The payment method expected for this bill.
- Auto-post: Choose At Date to have the bill posted automatically on its accounting date. Monthly, Quarterly and Yearly also create similar recurring bills.
- Reviewed: If you are not sure about the information on the bill, leave this box unticked so the bill stays marked for a later check-up, then tick it once the bill has been verified.
- Manual Direct Entry: If you duplicate a journal entry of vendor bill from Accounting ‣ Accounting ‣ Journal Entries then this field is automatically activated.
Counterparts Mapping tab:
- Provide information about counterparts of accounts in the vendor journal entries to get data on the targets in future reports.
- Countered Status: This is the state of the counterpart status of this journal entry. When the invoice is confirmed, the system automatically generates the counterparts and the countered status is Fully Countered.