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How do I enter a bill for services or expenses?

Use Vendor Invoice with the free-text journal (Journal Indicator F): one line per charge, each with the Account it is charged to and its tax.

Screen
Vendor Invoice (Accounts Payable › Vendor Invoice)
Who
The payables clerk
Takes effect
On save as Posted
Needs first
A free-text invoice journal; the vendor

Before you start​

  • The expense accounts, and the budget if the company checks budgets.

Steps​

  1. Open Vendor Invoice, pick the free-text journal and the Vendor.
  2. Type Vendor Invoice No, Invoice Date. Create.
  3. Add a line per charge: Account (for example Electricity), Quantity 1, Price, Tax Zone and Tax Group if tax was charged, Line Text.
  4. Check the Available Budget if shown.
  5. Save as Posted.

Check it worked​

  • The voucher shows each expense account debited and the vendor credited.

What posts​

DocumentWhenDebitCredit
Vendor InvoiceSave as PostedEach line's Account, and input tax from the tax groupThe vendor's payable account

If something looks wrong​

  • "Line ID: ... - Account ... exceeds budget funds available by ..." Over budget.
  • "Invoice Lines - Line ID: ... - Gross Price cannot be less than zero" Type the price.