A vendor bill is an invoice received for products and services that the company purchases. There are several ways to create vendor bills. Here, you can create a new vendor bill either by entering the appropriate services and products provided by the vendor or from its unbilled time and expenses entries. You can also create a vendor bill from the Receive Items screen. Here, you can also edit the details of the existing vendor bills.
A vendor bill lists the quantity received for each line item on the purchase order. In the Vendor Bills form, you can record vendor bills for payment by entering the vendor, items and expenses.
Key Fields
Vendor ID:
ID of the vendor for whom the vendor bill is to be created. Select from
a list of Vendors by clicking 
.
Click the Filters. . . link to
view Filters screen to restrict the data visible
in the drop-down.
Bill No:
It is the unique value assigned to the newly created vendor bill. This field is auto-generated by Web Suite whenever a new vendor bill is created. It is always pre-filled with a value, one more than the previous bill number.
Reference:
A Reference number can be entered here to track the method of payment. For example, a routing number from a personal check might be typed here. The field size should not exceed 60 characters. This is a drop-down list and holds list of distinct Payment Reference.
Date:
The date on which the vendor bill is created. By default, it is the current system date.
Payment Term:
You can set the payment term for the vendor by selecting it from the drop-down list. The available options are Net 30, Net 45, Net 60, Net 90, Net 10 and Net 20.
Due Date:
The date when the vendor bill is sent to the vendor. By default, it is the current system date.
Filters (On/Off):
Checked, will activate all the defined filters in the Vendor Bills so that you can see only selected number of records in the drop-downs. Here, it affects the Vendor ID, Project ID and Item ID fields only. Unchecked, will deactivate all the filters.
Bill Memo:
Memo is recorded here to provide additional information for a specific vendor bill. You can enter text of unlimited size.
Attachments:
Click to open the Attachments screen where you can attach one or more files to the vendor bill. The attached files will be copied to the shared file attachment folder as specified by your Admin.
Vendor Bills Item Details (Edit Mode)
You can also view these fields in the PO grid.
Project ID:
ID of the project for which the product or service has been received.
Click 
to view a list of projects.
You can restrict the items to be displayed in the drop-down by clicking
the Filters... link that opens
up the Filters screen.
Units/Hours:
Enter the number of expense units or service hours that are received from the vendor.
Item ID:
ID of the service or expense item received from a vendor. Click to view a list of items. You can restrict
the activities or expenses to be displayed in the drop-down by clicking
the Filters...link that opens up the
Filters screen. You can also click 
to choose to view Expense
Items Only, Service Items Only or Both. Both is the default setting.
Rate:
Displays cost per unit of the product/service fetched from the Expense/Activity screen.
Mark Up:
This value determines the percentage by which Web Suite increases the cost of the expense to determine the Amount. This value is brought forward from the Expense screen when an expense item is selected. If the markup percentage varies, this field is usually blank and you can enter it here while creating a vendor bill. For example, if
Rate = 10
Units = 1
MU = 10
Then, markup will be taken as 10% and Amount= $11
You can enter negative markups.
Description:
Description of the service or expense item selected. This is automatically filled based on your selection in the Item ID field.
Amount:
Displays the total amount charged for the service or product received from the vendor. It is automatically calculated based on the cost per unit/hour and the number of units/hours received.
Is Service:
It indicates whether an item received from the vendor is a service or an expense. It is checked if you select service in the Item ID field. It is unchecked if you select expense in the Item ID field.
Xtra:
Checked, will mark the service/expense provided for a specific project as extra. Billable expenses are marked extra by default.
Billable:
Selected, indicates the service/expense will be charged to a client.
Memo:
Click to type your memo for each line item of the vendor bill. Click
to add a date/time stamp to the memo.