Bills

Use Purchasing > Bills to record amounts that you owe vendors. Use the bill's payment history to monitor recorded payments.

Create a vendor bill

1. Open Purchasing > Bills.
2. Select New bill.
3. Select Vendor.
4. Select the Remit to address.
5. Set Bill date and Due date.
6. In the sidebar, select a Purchase order or Goods receipt, if applicable.
7. Do a check of Currency and Payment term.
8. Do a check of each bill line's item, description, quantity, and unit cost.
9. Use Add line for additional lines.
10. Enter Tax and notes, if necessary.
11. Do a check of the total.
12. Select Save draft or Save and post.

You can also select Create bill from a purchase order or completed goods receipt. The new bill uses that document as its source. Convexity assigns the vendor bill number. Do a check of the copied quantities and costs before you save.

If you change the source after you enter lines, read the confirmation before you replace those lines.

Save draft keeps the bill editable. Save and post changes the bill to Posted. Posting a bill does not receive stock or record a payment.

Find and examine a bill

1. Open Purchasing > Bills.
2. Use Search vendor bills to find a bill by number or notes.
3. Use the bill status and payment status filters, if necessary.
4. Open the bill to see its lines, source documents, and payment history.

Compare Total, Paid, Credited, and Outstanding to see the amount still due. Use Match status to see the bill's source-matching result.

Record a payment

This action records a payment against the bill in Convexity. It does not initiate a bank transfer.

1. Find a posted bill with an outstanding balance.
2. Select Record payment.
3. Set Payment date.
4. Enter Amount.
5. Select Payment method, if applicable.
6. Enter Reference and Notes, if necessary.
7. Do a check of Remaining balance.
8. Select Record payment.

The amount must be greater than zero and must not exceed the outstanding balance. The bill's balance and payment status update after the payment is recorded.

Correct a payment

1. Open the bill's Payment history.
2. Select Void payment for the incorrect payment.
3. Select OK in the confirmation.

Voiding restores the amount to the bill's outstanding balance. Record the correct payment as a new entry, if necessary.

Correct or cancel a bill

Open a draft to change its fields or lines. Select Save draft to keep the changes. Select Cancel bill to cancel a draft that you no longer need.

A posted bill cannot be edited as a draft. Use Void bill when the action is available. The action requires that no completed payment or applied vendor credit remains on the bill.

For an adjustment from the vendor, use Create vendor credit. Complete the vendor credit, then apply it to the bill.