Vendor Bills

What is it and what is it for?

Each Vendor Bill states who billed you (the vendor or related party), the document's date and reference, its currency and payment term, and the detail of items, services or ledger accounts that make up the billed amount. As soon as it's saved, AdmCloud calculates taxes and withholdings, posts the expense or in-transit inventory against the vendor's payable account, and leaves the document available to be paid in full or in part.

When the bill comes from a Purchase Order that already has its Reception recorded, AdmCloud posts against the vendor's purchase transit account (the same one the Reception left pending) instead of touching inventory again, so the movement isn't duplicated. If you'd rather record the bill and the goods arrival in a single step, there's a Purchases with Reception screen that combines both documents; the Vendor Bill, on the other hand, is for when the inventory side has already been handled separately (or doesn't apply, as with services).

Screens in this area

How to record a vendor bill, step by step

1. Choose how you'll originate it. Open it from scratch from the list with New, generate it from a Purchase Order (brings in the vendor, currency, payment term and pending items), or upload a photo/PDF of the physical bill so artificial intelligence extracts the vendor, date, reference, currency and lines for you. If the vendor is in a country that uses fiscal receipt numbers (NCF), the reader also tries to identify that number.
2. Confirm the general data. The vendor is required and can't be voided or inactive; the date must fall within an open Accounts Payable period; if your company uses multiple currencies, enter the exchange rate (required whenever it differs from your functional currency).
3. Add the items, services or ledger-account lines. Each item line needs a quantity, unit of measure and price, plus optionally an attribute, division, department, class, location or project depending on the modules active for your company. If your company requires a ledger account on every line, you won't be able to save without it.
4. Review taxes and withholdings. If your purchases withholding configuration requires it, indicate the applicable group or withholdings by line or on the header; AdmCloud automatically calculates the withheld amount and the net payable.
5. Attach the supporting document (a photo or PDF of the vendor's invoice) if your company requires it, and save. The system numbers the document, calculates its totals, posts the accounting entry, and leaves the open balance available for your Bill Payments.

Related documents

• From a Purchase Order: brings in the vendor, terms and pending-to-bill items; if your company doesn't allow billing without a reception, you won't be able to bill quantities that haven't been physically received yet.
• Toward a Goods Reception: from Details you can generate the Reception that records the physical arrival of what was billed.
• Toward a Bill Payment: applies a full or partial payment of the bill from your bank accounts, with its own authorization workflow.
• Toward a Vendor Credit or Debit Note: corrects the amount of an already-recorded bill without having to void it.
• Document Reclassification: lets you fix the ledger account and analysis dimensions of an already-saved bill, without voiding it.

Tax withholdings on purchases

Depending on how your company configures purchases withholding, the Vendor Bill behaves in one of these ways:

• Withholding on the Bill: you pick a withholding group per line and AdmCloud calculates the withheld amount directly on the document.
• Detailed Withholding on the Bill: you pick up to two specific withholdings per line (for example, VAT and income tax) instead of a single group.
• Withholding on the Bill and the Payment / Detailed Withholding on the Bill and the Payment: on top of being calculated on the bill, the withholding is applied again when you pay it.

If none of these options is active for your company, the bill shows no withholding columns, unless a specific line already has a withholding assigned (for example, imported from another system).

Key fields

Validations when saving

• The vendor is required and can't be voided or inactive if the bill is created from scratch.
• The Accounts Payable period matching the date must be open.
• The reference can't repeat across unpaid bills for the same vendor and subsidiary.
• You must add at least one valid line, either an item/service line or a ledger-account line.
• The exchange rate must be greater than zero and is required whenever the bill's currency isn't your functional currency.
• Each line's discount must be between 0% and 100%.
• Negative prices aren't allowed, except on lines with zero quantity.
• A ledger account is required on every line with an amount if your company requires it, or if the vendor has a mandatory purchase transit account.
• If your company requires notes on accounting transactions, you must enter a header note or a comment on each ledger-account line.
• If the bill references a Purchase Order, that order can't be voided and must be authorized, and must belong to the same vendor and subsidiary.
• Without the "Register without Purchase Order" privilege, you can't save a bill without at least one line linked to a Purchase Order.
• If your company doesn't allow billing over what was ordered, the accumulated billed quantity can't exceed the Purchase Order's quantity for the same item, price and discount.
• If your company requires goods to be received before billing, you can't bill quantities that haven't been physically received yet.
• The number of attached files can't exceed the maximum allowed by your plan; if your company requires a mandatory attachment, at least one is required when creating (not editing).
• You can't change the document number when editing, nor edit or void a bill that's already been electronically signed if your e-invoicing configuration prevents it.

Reports

From the list's Reports menu you can generate a Summarized Report (one row per bill) or a Detailed Report (one row per line), filterable by date, vendor(s), subsidiary, location, department, division, item class, currency, payment term, transaction type, fiscal receipt number and whether voided documents are included, printable in portrait or landscape format. The Summarized Report includes the Tax Amount column with each bill's tax in the document currency.

Availability, permissions and conditions

• Access is controlled by the "Vendor Bills" permission, with separate levels for browsing, adding, editing, deleting and voiding; saving without linking to a Purchase Order also requires the additional "Register without Purchase Order" privilege.
• This feature requires your plan to have the Purchases module active, available from the Start plan up.
• The smart document reader (AI) that extracts data from a photographed or PDF bill requires the Premium plan or higher.
• Tax withholdings are only shown depending on the mode configured in your company's Preferences (on the Bill, Detailed, or also on the Payment).
• Flagging a line as billable to a customer requires your company to have the Expense Billing feature enabled.
• The NCF / Fiscal Receipt Number field only applies in countries with this requirement (for example, the Dominican Republic) and depends on the fiscal sequence configured on the vendor.
• The division, department, item class, location, project, attribute and maintenance fields only show up if your company has those modules active.

Tips and common pitfalls