Choosing Operating or Reserve

Every vendor bill asks you to tag it Operating or Reserve. This tells URBI which pot of money the bill belongs to for reporting - it does not create a separate Accounts Payable account for each fund; there's still just the one Accounts Payable account either way.

Operating (default)

Use this for the day-to-day bills a property pays out of its regular operating budget. Most vendor bills belong here.

Reserve

Use this for a bill that should draw against the property's reserve fund - for example, a major repair or replacement paid for out of reserve savings rather than regular operating funds.

Why this only shows up on vendor bills

Quick Expense and Direct Payment are already paid the moment you record them, so there's no accrual period during which the fund choice matters the way it does for a vendor bill sitting in Accounts Payable. Reimbursements route to the specific person being reimbursed and aren't part of this choice either.

Why this matters for your reports

Your reports already separate Operating activity from Reserve activity everywhere else in the ledger. Tagging a vendor bill by fund means it shows up in the right place on those reports too.

It follows the bill from creation to payment

Whatever fund you pick when recording the bill is remembered automatically when you later mark it paid - you don't need to pick it again at payment time. See Marking a Vendor Bill Paid for what that looks like.

Changing your mind

While the bill is still unpaid, you can change the fund from Operating to Reserve or back. The change updates the bill's posted entry to the new fund; it does not send the bill back through approval.