Recording a Vendor Bill
placeholders before publishing. Use this when you owe a vendor money and haven't paid them yet - for example, an invoice you plan to pay in 30 days. Open Create Expense and select Vendor bill as the...
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placeholders before publishing.
Use this when you owe a vendor money and haven't paid them yet - for example, an invoice you plan to pay in 30 days.
- Open Create Expense and select Vendor bill as the expense type.
- Notice the account field now shows Accounts Payable by default, not a cash account. You can still change it if you have a specific reason to.
- Pick Operating or Reserve for the Fund, right next to the account field. This decides which pot of money the bill belongs to. Operating is selected by default.
- Enter the vendor, amount, and any other details as usual, then save.
What this looks like in your books
Recording the bill posts one entry: a debit to the expense account you chose, and a credit to Accounts Payable for the full amount. No cash account changes. Your Accounts Payable balance goes up by the bill amount, and comes back down when you later mark the bill paid.
Changing the fund later
While a vendor bill is still unpaid, you can go back and change its Operating/Reserve choice. This updates the tag on its posted entry without sending the bill back through approval again.
If you picked the wrong account
The account field stays editable up until the bill is paid, the same as any other expense - open the bill and change it.
Quick Expense and Direct Payment are different
These two expense types are already paid the moment you record them, so they keep their existing cash account picker and never show the Fund choice. Nothing about this change affects them - see Choosing Operating or Reserve for why the fund choice is vendor-bill only.