documentation/content/applications/finance/accounting/vendor_bills.md

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Vendor bills

In Odoo, we can register vendor bills manually or automatically, while the Aged Payable report provides an overview of all outstanding bills to help us pay the correct amounts on time.

:::{seealso}

• Tutorial Registering a vendor bill
• {doc}/applications/inventory_and_mrp/purchase/manage_deals/manage :::

Bill creation

Manually

Create a vendor bill manually by going to {menuselection}Accounting --> Vendors --> Bills and clicking {guilabel}Create.

Automatically

Vendor bills can be automatically created by sending an email to an {ref}email alias <invoice-digitization/email-alias> associated with the purchase journal, or by uploading a PDF in {menuselection}Accounting --> Vendors --> Bills and then clicking {guilabel}Upload.

Bill completion

Whether the bill is created manually or automatically, make sure the following fields are appropriately completed:

• {guilabel}Vendor: Odoo automatically fills some information based on the vendor's registered information, previous purchase orders, or bills.
• {guilabel}Bill Reference: add the sales order reference provided by the vendor and is used to do the {ref}matching <accounting/payments/payments-matching> when you receive the products.
• {guilabel}Auto-Complete: select a past bill/purchase order to automatically complete the document. The {guilabel}Vendor field should be completed prior to completing this field.
• {guilabel}Bill Date: is the issuance date of the document.
• {guilabel}Accounting Date: is the date on which the document is registered in your accounting.
• {guilabel}Payment Reference: when registering the payment, it is automatically indicated in the {guilabel}Memo field.
• {guilabel}Recipient Bank: to indicate to which account number the payment has to be made.
• {guilabel}Due Date or {guilabel}Terms to pay the bill.
• {guilabel}Journal: select in which journal the bill should be recorded and the {doc}Currency <get_started/multi_currency>.

:alt: filling the vendor bill

:::{note}

• Bills can be {doc}digitized <vendor_bills/invoice_digitization> for automatic completion by clicking {guilabel}Send for Digitization.
• If you upload the bill, the PDF document is displayed on the right of the screen, allowing you to easily fill in the bill information. :::

Bill confirmation

Click {guilabel}Confirm when the document is completed. The status of your document changes to {guilabel}Posted and a journal entry is generated based on the configuration on the invoice.

:::{note} Once confirmed, it is no longer possible to update it. Click {guilabel}Reset to draft if changes are required. :::

Bill Payment

Upon payment of the vendor bill, click on {guilabel}Register Payment to open a new payment window.

Select the {guilabel}Journal, the {guilabel}Payment Method, the {guilabel}Amount you wish to pay (full or partial payment), and the {guilabel}Currency. In the case of a partial payment (when the {guilabel}Amount paid is less than the total remaining amount on the vendor bill), the {guilabel}Payment Difference field displays the outstanding balance. You have two options:

• {guilabel}Keep open: to keep the bill open and mark it with a {guilabel}Partial banner;
• {guilabel}Mark as fully paid: In this case, select an account in the {guilabel}Post Difference In field and change the {guilabel}Label if needed. A journal entry will be created to balance the account receivable with the selected account.

:alt: register a partial payment

The {guilabel}Memo field is filled automatically if the {guilabel}Payment Reference has been set correctly in the vendor bill. If the field is empty, select the vendor invoice number as a reference.

Once confirmed, an {guilabel}In Payment banner appears on the bill until it is {doc}reconciled <bank/reconciliation>.

Aged payable report

To get an overview of your open vendor bills and their related due dates, you can use the Aged Payable report. Go to {menuselection}Accounting --> Reporting --> Partner Reports: Aged payable.

Click on a vendor's name to open up the details of all outstanding bills, the amounts due, the due dates, etc.

:::{Note}

• By clicking the {guilabel}Save button, you can export the information available on the screen as a PDF or XLSX file and save it in the folder of your choice.
• You might receive several bills for the same purchase order if your vendor is in back-order and is sending you invoices as they ship the products, or if your vendor is sending you a partial bill or asking for a deposit. :::

:titlesonly: true

vendor_bills/invoice_digitization
vendor_bills/assets
vendor_bills/deferred_expenses