Entering a Vendor Bill

Track your payables by entering bills as they arrive from vendors and pay them from the payables list as they are due. This assures you have an accurate picture of your payables at any point during the billing cycle.

To enter a vendor bill:

Go to Transactions > Payables > Enter Bills.
Complete the steps in the following sections.
Do one of the following:
- To save the bill, click Save.
- To save the bill and open a new bill entry form, in the Save button list list, click Save & New.
- To save and print the bill, in the Save button list, click Save & Print.
  
  This option is available only if you have the Advanced PDF/HTML Templates feature enabled. See Vendor Bill Printing.

Primary Information

Select a form in the Custom Form field.
In the Reference No. field, enter up to 45 characters to identify this transaction, such as the vendor's invoice number.

This reference appears on reports such as the Accounts Payable Register.

If you enter a reference number that is a duplicate for the vendor, a warning may display when you attempt to save the vendor bill. At that point, you can click OK to continue saving or click Cancel to reenter vendor bill data with a different reference number.
Select or enter the Vendor.

If you use NetSuite OneWorld, the Subsidiary field defaults to the primary subsidiary assigned to the selected vendor.

If the selected vendor has been shared with multiple secondary subsidiaries, you can select any secondary subsidiary to associate with this bill. For more information about globally shared vendor records, see Assigning Subsidiaries to a Vendor.
In the Account field, select the appropriate ledger account.
In the Amount field, NetSuite updates the total amount of the bill as you add or edit line items. You can also enter the dollar amount of the bill.
In the Credit Limit field, the credit limit you entered for your purchases from this vendor will appear here. To enter or change a credit limit, go to Lists > Relationships > Vendors. On the Financial subtab of the vendor record, enter the credit limit.

If you use the Credit Limit Warnings preference, NetSuite warns you when you meet or exceed this vendor's limit when entering orders. This preference is available at Home > Set Preferences.
The Available Vendor Credit field displays the remaining credit for this vendor before a payment is received. It is converted from vendor’s primary currency into the transaction currency.

The field value is available only in Edit mode and only when you customize the vendor bill. To display this field, you must first enable accounts payable preferences. Go to Setup > Accounting > Preferences > Accounting Preferences. In the Accounts Payable section, check the Vendor Credit Limit Warnings and Vendor Credit Limit Includes Orders boxes, and click Save. Then, from the Customize menu at the top right of the vendor bill, click Customize Form. Click the Screen Fields subtab. Check the Show box next to Available Vendor Credit, and click Save.

If the transaction exceeds the vendor’s credit limit, a warning message appears indicating the exceeded credit amount. The message does not prevent you from saving the transaction. Click OK to save the transaction.
If you use the Multiple Currencies feature, the currency shows in the Currency field.

If you use the Multiple Currencies for Vendors feature, you can select a different currency for this transaction. For more information, see Multiple Currencies and Vendors and Multiple Currencies.

The exchange rate for this currency is shown in the Exchange Rate field. You can enter an exchange rate for this currency.
In the Discount Amount field, NetSuite enters the amount discounted on this bill. This discount is based on the purchase order terms. For example, if terms are set as 2%-10, Net 30 and the bill is paid within 10 days, a 2% discount is applied.

Note:
If this discount item is taxable, the discount is applied before taxes. If it is not taxable, the discount is applied after taxes.
If your vendor offers discounts for early payments on bills, a calculated date shows in the Discount Date field. This date is based on the terms of the bill and is the last day you can pay this bill to receive a discount.
Check the Payment Hold box to apply a payment hold on a disputed bill. When this box is checked, the following occurs:
- The Make Payment button is not available on the vendor bill and a vendor payment cannot be processed for that bill.
- Vendor bills that have a Payment Hold enabled do not appear on the Bill Payments page.
- The Electronic Payment SuiteApp does not process payments that have a payment hold.
Enter the Due Date of this bill. If you do not assign a due date, this bill will not appear on aging reports.
In the Date field, NetSuite inserts today's date for the posting date of this bill. You can enter or select another date.
Select the appropriate Posting Period.

If you use NetSuite OneWorld, you must provide the vendor name for NetSuite to determine the period to which the transaction should be posted.

If you use approval routing, the posting period is set upon approval. For more information, see Posting Period for Transactions Subject to Approval.
In the Memo field, enter a memo to identify this vendor bill.

When you use the Search Transactions feature, you can search for specific words and phrases in this field.
If you use approval routing, the following fields also show on the form:
- Approval Status – The approval status of this bill shows in this field. Accept the default status or choose one of the following:
  - Approved – No further review or processing is required before a payment is processed.
  - Pending Approval – Someone with permission must approve the bill before a payment can be processed for it.
- Next Approver – This field displays the next person set to approve this bill through approval routing.
For more information about approval routing, see Vendor Bill Approvals.

Expenses & Items

Click the Expenses subtab.
Enter an Amount.
Optionally enter a Memo. The memo only appears on this transaction record.
Select a Department, Class or Location if you track them.
If this item is for a particular customer, select that Customer.

If you use NetSuite OneWorld and the selected customer is shared with multiple subsidiaries, you can choose any customer associated with the selected subsidiary.

For more information, see Assigning Subsidiaries to a Customer.
If you want the cost of this expense billed back to the chosen customer, check the Billable box.
Click Add.
Repeat these steps for each expense you want to add.

Tip:
Click Remove to delete an expense or item line.
Click the Items subtab.
In the Item column, select an item.

Note:
You must create a record for an item before you can add it to a bill.

Set up item records at Lists > Accounting > Items > New.
1. To add multiple items to a transaction, click Add Multiple.
2. In the Choose Item window item list, filter or search the list.
3. In the left pane, click an item to add it the right pane.
4. Enter an item quantity.
5. Click Done.
  
  Items and quantities displayed in the right pane are added to the transaction.
In the Quantity column, enter the quantity for this item.
In the Serial Number field, enter the serial number of the item.
Accept the amount in the Rate column or enter a new rate for this item.

The total amount for this item is calculated and appears in the Amount column.
In the Bin Numbers field, the preferred bin number for this item shows by default. If this item will be placed in other bins associated with the item record:
- Using Bin Management: Click the preferred bin and click the Bins Icon. A small popup opens where you can set the quantity to distribute in each bin.
  
  You can also enter bin numbers separated by commas with on-hand quantities in parentheses. For example, you can enter A101(50), A102(43).
  
  To track bin numbers, you must first create bin records at Lists > Accounting > Bins > New. Associate bin numbers with items on inventory and assembly item records.
  
  Note:
  Bins must be selected on the item record to show here.
- Using Advanced Bin / Numbered Inventory Management : Click the Inventory Detail icon. In the popup window, select the appropriate bins and quantities.
Set any options for this item.
Select a Department, Class or Location if you track them.
If this item is for a particular customer, select that Customer.

If you use NetSuite OneWorld and the selected customer is shared with multiple subsidiaries, you can choose any customer associated with the selected subsidiary.
If you want the cost of this item billed back to the chosen customer, check the Billable box.
Click Add.
Repeat these steps for each item you want to add.

Billing

Click the Billing subtab.
In the Vendor Select field, choose a vendor.
Verify the billing address displayed in the Vendor field. To change the address, click the Edit button to the right of the Vendor Select field.
In the Terms field, select terms that apply to this bill.

For details about terms for vendor installment payments, read Vendor Payment Installments.
In the Incoterm field, choose the standardized three-letter trade term used on transactions related to international commercial procurement practices. These terms communicate the tasks, costs, and risks associated with the transportation and delivery of goods. Incoterms define where the customer takes ownership of the product and are typically used for international orders. For example, when an item goes through customs or crosses a border.

For more information about incoterms, see Creating Purchase Contracts.

Landed Cost

Enter landed cost for this transaction.

For information about landed cost, see Entering Landed Cost on a Transaction.

Relationships

On the Contacts subtab, the primary contact for the customer is selected automatically. To edit information for this contact, click the contact's name.
You can also add contacts to this order by entering the contact's information and clicking Add.

Communication

To add this vendor bill to a queue of vendor bills to be printed, in the Printing section, check the To Be Printed box.

This option is available only if you have the Advanced PDF/HTML Templates feature enabled. For more information, see Vendor Bill Printing.
Use the Events, Tasks, and Phone Calls subtabs to attach activities to this transaction. For more information, see Attaching Events, Tasks, and Calls to Records and Transactions.
On the Files subtab, you can select and attach files from the File Cabinet related to this transaction. Select New to upload a new file to File Cabinet. For more information, see Attaching Files to Records.
On the User Notes subtab, you can enter a title and note for any comments you want to add to this transaction. Click Add after each note.

Additional Information

Creating a Vendor Record

To enter a vendor bill:

Primary Information

Expenses & Items

Billing

Landed Cost

Relationships

Communication

Additional Information

Related Topics