Vendor Bills
A vendor bill is what your vendor charges you — the mirror of an invoice you send a customer. Bills are raised against what you received and can be exported to QuickBooks as accounts payable.
Two different numbers
Every bill carries two, and keeping them apart matters:
- Bill # is yours. It is inherited from the receiver the bill was raised from, so a bill and the delivery it pays for share an identifier and can be matched at a glance.
- Vendor Bill # is theirs — the number on the vendor's invoice, transcribed off their paperwork. It is what a vendor chasing payment will quote at you, and what you reconcile a statement against.
Exporting to QuickBooks
Bills export to QuickBooks Online or QuickBooks Desktop as accounts payable. Right-click one or more bills in the Open Bills list and choose the integration you use.
How a bill posts to your chart of accounts is a company-wide setting: lines can go straight to an account as expenses, or against QuickBooks items, depending on how your books are organized.
Reading a bill back
Sync bill(s) from QB Online reads a bill back from QuickBooks and updates what it says is still owed. A bill settled in QuickBooks is marked paid here and drops off the Open Bills list.
A bill your company never exported is left alone, so syncing a whole list is safe.
Vendor bills are not printed
There is no vendor bill form. The document that matters is the vendor's own invoice; record its number on the bill rather than generating one of your own.