Vendor Bill form: options and information

Items marked with an asterisk (*) are available in Microsoft Office Accounting Professional 2009 only.

A vendor bill is an invoice you receive from a vendor for the products and services that you buy while running your business. *You can create a vendor bill from a purchase order or from an item receipt. For more information, see About vendor bills.

Tip: If you frequently create vendor bills that contain the same information, you can save a vendor bill as a template that you can reuse. For more information, see Create a recurring document.

Open the form

  • On the Vendors menu, click Enter Bills.

Customize the form

You can customize a Vendor Bill form to meet your company's needs by adding, moving, or removing fields. You can also rename field and group header names.

  • On the View menu, click Modify Layout.

Note: When you save a modified form, Microsoft Office Accounting 2009 will continue to open this template until you select a different template. To select a different template, click the Current Layout arrow on the toolbar.

Form options

Form options and descriptions

Option

Description

Top section of form

Date

Displays the current date. To enter the bill date, click the arrow next to Date to open the calendar.

No

Displays a unique identifier for the document. It is based on incremental sequencing from the previous form of the same type. You can enter the vendor bill number.

Vendor name

(Required.) Click the arrow next to Vendor name to select a vendor, or select Add a new Vendor. If you type the first letters of an active vendor's name, the list opens to the appropriate vendor. Inactive vendors do not appear on the vendor list, but you can enter an inactive vendor by typing the vendor name.

Notes: 

  • If you create a vendor bill for an item and a preferred vendor is entered on the item record, the vendor name is automatically entered.

  • If there is no preferred vendor, but there is only one supplier for the item, that vendor name is automatically entered.

  • You can overwrite an automatically entered vendor name.

Contact name

Displays the primary business contact name entered in the vendor record. If the primary business contact name is not in the vendor record, the first contact name with information appears. Click the arrow next to Contact name to select other contacts in the vendor record.

Address

Displays the business address entered in the vendor record. Click the arrow next to Address to select other addresses in the vendor record.

Phone

Displays the primary contact's number if it is entered in the vendor record. If there is no primary contact on the form, the vendor's phone number appears. Click the arrow next to Phone to select another available number.

Payment terms

Displays the payment terms entered in the vendor record. Click the arrow next to Payment terms to select another payment term, or select Add a new Payment Term. If you change the payment terms, the due date may change as well.

Due

Displays the date the bill is due. Click the arrow next to Due to open the calendar and select another due date.

Delivery date

Displays the delivery date for the purchased items. Click the arrow next to Delivery date to open the calendar and select another delivery date.

*Exchange rate

Displays the exchange rate between the vendor account currency and U.S. dollars (USD) when Office Accounting 2009 is set up to use foreign currency.

Items and expenses table

Type

Information that you can enter on a line is determined by your selection in the Type column. For each line, click Type   button image , and then select the type of entry you want to add.

Add an expense

Expense accounts track financial transactions and can be used for operating expense purchases (for example, office supplies) or buying assets.

Option

Description

Name

Click the arrow to select an account, or select Add a new Financial Account. If you entered an account in the Expense account field on the Details tab of a Vendor form, the account is automatically entered. You can change the account if you choose.

Description

Type a description for the selected account.

Qty.

If necessary, type the quantity purchased in units.

Unit Price

If necessary, type the price per unit.

*When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

Line Total

Displays the Qty. column multiplied by the Unit Price column. You can type the total in this column and not enter information in the Qty. or Unit Price columns.

*When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

*Job Name

This field is available if you selected to track your expenses by job in the Preferences dialog box. Click the arrow to select a job, or select Add a new Job.

Billable

Select the Billable check box if the line item can be billed to a customer.

*Class

This field is available if you selected to track your expenses by class in the Preferences dialog box. Click the arrow to select a class, or select Add a new Class.

Add an item

If you select Item, the following columns are activated.

Option

Description

Name

Click the arrow to select an item, or select Add a new Item.

Description

Displays the description entered on the item record. You can edit this column.

Qty.

You can enter an integer or decimal quantity. For more information, see Change a quantity on a vendor bill.

Note: If you enter a negative quantity for an inventory item, you restore the item to your inventory.
If you enter a positive quantity, you sell that item to a customer and remove it from inventory.

Unit Price

Displays the cost per unit based on the cost records in Office Accounting 2009. You can edit this column. For more information, see Change a price on a vendor bill.

*When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

Line Total

Displays the Qty. field multiplied by the Unit Price field. You can edit this column.

*When Accounting 2009 is set up to use foreign currency, the amount is displayed in the vendor account currency.

*Job Name

This column is available if you selected to track your expenses by job in the Preferences dialog box. Click the arrow to select a job, or select Add a new Job.

Billable

Select the Billable check box if the line item can be billed to a customer.

*Class

This column is available if you selected to track your expenses by class in the Preferences dialog box. Click the arrow to select a class, or select Add a new Class.

Add a comment

A Comment is an additional line of text that appears on the printed vendor bill. Only the Description, Job, and Class columns are activated.

Modify the table

You can make some changes directly in the Items and expenses table.

Option

Description

Delete a line

Select a line, right-click, and then click Delete. You can only delete a line item if the bill is not paid. To delete a line on a saved vendor bill, you must edit it.

Insert a line

Select a line, right-click, and then click Insert. A new line is inserted above the selected line. You can only insert a line item if the bill is not paid. To insert a line on a saved vendor bill, you must edit it.

Move a column

Click the column heading and drag it to where you want it.

Bottom section of form

Memo

Type additional comments or information about the vendor bill for your records only.

Reference

You can reference the purchase order number for the vendor bill. This information prints on the form.

Add Links

Click Add Links to link vendor-related records, files, reports, or pictures to the vendor bill. Only the application icon and document name appear in the field. If you open a link, you are opening the original document or report, not a copy. To delete a link, highlight the link name, and then press DELETE.

Total

Displays the total amount of the vendor bill. This field cannot be edited.

*Total (USD)

Displays the total amount in U.S. dollars (USD) when Accounting 2009 is set up to use foreign currency.

For more information about using foreign currency in Accounting 2009, see Use foreign currency.

Additional actions

Actions menu commands

On the Actions menu, you can select the following commands.

Click

To

New Bill

Enter a vendor bill.

Create Vendor Credit Memo

Create a vendor credit memo.

Pay Bill

Pay bills.

Edit

Edit a vendor bill.

Void

Void a vendor bill.

*Create From

Select a purchase order or an item receipt.

*Recurring

Save the document as a template that you can reuse.

Transaction History

Open the Transaction History report for the open record.

Transaction Journal

Open the Transaction Journal report for the open record.

Related topics

Create a vendor bill by copying and editing

Prepay a vendor bill

Take a cash discount on a vendor bill

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