How Do I Create Vendor Bills?

You can create your vendor bill at a basic level with a few mouse-clicks or at an advanced level with all the details. Please read the desired sections.

Basic Setup

To create a vendor bill:

1. Click Accounting on the navigation bar and select the Vendor Bills tab. Web Suite will automatically open it in the new entry mode.
2. Make a selection from the Vendor ID list on the General tab.

3. Whenever you create a new vendor bill, the Bill No. is auto-generated by Web Suite. However, you can change it here.
   
   Web Suite automatically assigns the bill number counting one unit from the value specified in the 'Last Vendor Bill Number' in the Global Settings-Accounting screen.
   
4. Select the Date when you created the vendor bill. By default, Web Suite pre-fills it with the current date.
5. Select the date when the vendor bill is due. By default, Web Suite pre-fills the Due Date field with the current date.
   
   If there are some unbilled, approved time and expense entries associated with the vendor, Web Suite prompts you to include them in the vendor bill.
   
6. In the Details section, enter the desired Project ID, Item ID (activity or expense) and Units/Hours (expense units or hours of service) for which the bill is created. Web Suite fills the Description and Rate fields automatically based on the items chosen.
7. Check the Rate of the expense or service item for the vendor bill. Since you can convert vendor bills into time or expense entries and bill a client, Web Suite defaults to the rates set in the fee schedules (follows the Rate Hierarchy in Web Suite).
   
   Web Suite calculates the Amount based on the Units/Hours and Rate associated with the items.

8. When you have finished, click Save.

Advanced Setup

To add additional information:

1. Click the Vendor Bills—View Previous Bills tab and select the Bill Number for a listed bill.
2. Select a bill item from the grid by clicking its bill number.

3. Optionally, enter a Reference number. For example, you can enter a routing number from a personal check here. As you add reference numbers, Web Suite retains them for future use.
4. Enter a Bill Memo for the vendor bill. You can also enter a Memo for the individual line items in the Details section.
5. Click Time to view unbilled time and expense entries recorded by a vendor in Web Suite. You can include these entries to create vendor bills.
6. In the detail view, Web Suite allows you to link files and documents to the vendor bill. For example, you might want to attach the vendor contract, client contract or any other document to the record. Click Attachments to do so.
7. Check Xtra to flag an activity item as extra. You can do this when services provided by a vendor need to be shown separately on an invoice. These are essentially expenses for the firm, which pass to the client.
8. Click Add Journal to create a project journal for the vendor bill. You can add notes and link files to it.