Record a vendor bill

A bill is the vendor's invoice, entered in WbizManager. Posting it records what you owe the vendor and the cost of what you bought. You can save it as a draft first, and post it when it's checked.

For goods bought on a purchase order and received with a goods received note, match the bill to what was received. WbizManager then bills exactly the quantity received and checks the price against the order.

Steps

1. Open Purchases › Bills

   In the menu on the left, select Purchases, then Bills. Select Add New.

   

   1. Bills in the Purchases menu.
   2. Add New starts a new bill.
   3. Bill Status (DRAFT, PENDING APPROVAL or POSTED) and Payment Status (UNPAID, PARTIALLY PAID or PAID).
   4. Export to Excel downloads the whole list. See find and export bills.

   To enter many bills at once from a spreadsheet, use Bulk Upload. If there are no bills yet, the list says No bills yet and offers New bill.

2. Fill in the bill details and the lines

   

   1. Vendor Name: who sent the bill. Required.
   2. Bill Date: the date on the vendor's invoice. Required. The bill posts on this date.
   3. Payment Term (Immediate, Net 15 to Net 90, or Custom) and Due Date, which follows the term.
   4. Currency and Exchange Rate: leave your base currency, or choose the vendor's currency and its rate.
   5. Payment Voucher (Optional) and PO Reference (Optional): your own references.
   6. Each line: Type (Non-Inventory, Service or GL Account), Product/Service/Account, Description, Quantity, Unit Cost and Discount %. Amount works itself out. Use + Add Tax in Taxes for VAT or withholding tax on the line.
   7. Add lines adds a line. Match to goods received brings in lines from goods received notes (next step).
   8. Deduct Discount and Add Tax apply to the whole bill.

   Balance Due at the top shows the total the vendor will be paid, after any tax you withhold.

3. Match lines to goods received (purchase orders only)

   Select Match to goods received. The window lists this vendor's received lines that haven't been fully billed. Tick the ones on this invoice and select Add lines. Each becomes a bill line for the open quantity at the purchase order price, marked Matched: GRN … · PO ….

   Change the Unit Cost if the vendor invoiced a different price. A small difference is fine. A difference above your company's price tolerance stops the bill from posting until someone with the right role selects Approve price variance on the bill.

   

   1. What the window does. Here the vendor has nothing waiting to be billed.
   2. Add lines adds the ticked lines to the bill.

   Choose a vendor first. If you don't, you'll see Choose a vendor first to match goods received.

4. Add dimensions, notes and attachments

   

   1. Global Dimensions: choose a value for each one. They're copied onto every line the bill posts.
   2. Notes: shown on the bill.
   3. Add attachment: the vendor's invoice, for example.
   4. Preview Bill shows the bill as it will look.
   5. Payment Made: turn it on if you've already paid this bill. See pay a vendor bill.
   6. Save and Send posts the bill.
   7. Save as Draft keeps it without posting.

   If Accounting Details appears, you can choose a different Account Payables, Purchase Expense or Purchase Discount for this bill. It appears only when your administrator has turned on Show on bill in default accounts.

5. Save as a draft, or post it

   Select Generate Bill, then:

   • Save as Draft: nothing posts. You'll see Bill saved as draft successfully. You can edit it, delete it or post it later from the bills list.
   • Save and Send: the Send Bill window opens. Turn on Send Email to email the bill to the vendor, and check To, Additional Emails, Subject and Body (Description). Leave it off to post without emailing. Select Send. You'll see Bill created and sent successfully.

   

   1. Send Email: off posts without emailing.
   2. The email to the vendor.
   3. Send posts the bill.

   If you don't see Save and Send, your role can only save drafts. Ask someone who can post bills.

   ⇄ See what a bill posts

Work with a saved bill

Open the actions menu (⋮) on a bill in the list. What you see depends on the bill's status:

• A draft: Preview, View, Edit, Send (posts it) and Delete.
• A posted bill that isn't fully paid: Preview, View, Send, Make Payment and Create Debit Note.
• A paid bill: Preview and View.

A posted bill can't be edited or deleted. To correct it, create a debit note. On a bill's page, Make recurring copies it into a recurring bill, and Matching (for matched bills) shows how each matched line compares with the order and the goods received.

Find and export bills

• Search Bills... finds bills by bill number or vendor company name. It searches every page of the list, not only the one on screen.
• Select a column heading to sort. Bills Number, Vendor Name, Amount and Bill Status sort the whole list. The other columns sort only the page on screen.
• Export to Excel downloads every bill that matches your search, in the order you sorted, as an Excel file (bills.xlsx). It's headed with your company's name. The columns are Bill Date, Bill Number, Vendor, Created By, Due Date, Currency, Grand Total, Amount Paid, Balance Due, Status, Payment Status and Overdue. At the bottom there's a total row for each currency, because amounts in different currencies aren't added together. While it runs, the button reads Exporting….

An export holds up to 50,000 bills. With more, you'll see This list has … bills, more than the 50,000 an export can hold. Narrow the filters and export again. Search for fewer bills and export again.

If something goes wrong

Message	What to do
Please select a vendor	Choose a Vendor Name.
Please select a bill date	Pick a Bill Date.
Please select an account payable / Please select an expense account	Your default accounts aren't set. Ask your administrator to fill in default accounts.
Account payable not selected for bill!	The vendor's posting group or your default accounts have no payable account. See vendor posting groups.
Vendor Posting Group '…': Payable Account is not set.	Give the vendor's posting group a payable account.
Tax '…' has no posting account configured	Give the tax an account in taxes.
Posting is blocked until the price variance is approved.	Someone allowed to approve price variances selects Approve price variance on the bill.
Choose a vendor first to match goods received.	Choose the Vendor Name before Match to goods received.
This bill could not be loaded	Select Try again. If it keeps failing, go back with Back to Bills.
Bill not found	The bill may have been removed. Select Back to Bills.
The report could not be exported. Please try again.	The export failed. Select Export to Excel again.