Manage a vendor bill

Use the action that matches whether you need a new bill, need to correct an unposted bill, or need to reverse a posted bill. Open the vendor bill.

Before you begin

You need an existing vendor bill. Its status, accounting period, approval state, and related transactions determine which actions are available. See Create a vendor bill.

Copy a vendor bill

1. Open the vendor bill.

2. Select More actions > Copy.

3. Review and update the copied bill.

4. Select Save as draft or Submit.

QuickStart assigns a new vendor bill number. The copied bill does not retain links to a source purchase order or related transactions. QuickStart also resets or recalculates these values:

• Vendor bill date defaults to today’s date.
• Due date and Term discount date are calculated from the new date and terms.
• Term discount is calculated from the terms and total.
• Posting period is selected from the new transaction date.
• Reference ID is not copied.

Review these values, all copied lines, and all amounts before saving or submitting the copy.

Edit or delete a vendor bill

Open the bill and select Edit to change fields that are editable in its current status. A draft can be changed before submission. An open bill in an open period can be edited only while downstream transactions and source-transaction restrictions permit the change.

Select Delete only when the action is available. You cannot delete a pending-approval bill or a bill with a linked payment or credit. Deleting an eligible bill removes its accounting impact.

Create a PDF or send a vendor bill by email

Open the vendor bill and select More actions > Create PDF to generate a PDF of the bill.

For an approved vendor bill, or a bill for which approval was skipped, select More actions > Send by email. Review the recipients, subject, message, and attachment before sending the email. QuickStart closes the drawer, sends the email in the background, and displays a notification with the result. The email action is not available for a bill that has not been approved.

Void a vendor bill

1. Open a posting vendor bill that has not been partially or fully paid.

2. Select More actions > Void.

3. Confirm the action.

Voiding reverses the bill’s accounting impact. For a bill created from a purchase order, it also restores the corresponding quantity available to bill. A bill with a related vendor credit cannot be voided.