Title: New Vendor Bill

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There are 2 ways to enter a new vendor invoice:

1) Click the Vendors - Receive & Pay Bills - New Vendor Bill menu option
2) Click on the Vendors - Receive & Pay Bills menu option and then click on the 'Receive a new vendor invoice' icon.  

Both options open the same input window.

>![Image](media/ReceiveVendorBillsNew.JPG)
>ReceiveVendorBillsNew.JPG

Field    | Description
---------|-------------
Vendor  |Enter the vendor name from the invoice.  As you type, any matches found in your database will appear in a drop down selection box, select the vendor name from the list.  If the vendor name is not in the list, you must enter the vendor into the Vendors database first
Type  |There are 3 options to choose from; Bill - a vendor invoice, Deposit - to create a vendor deposit payable, Credit - to enter a vendor credit to be used towards the payment of a vendor invoice
PO No  |Start typing the purchase order number and matches to purchase orders for the selected vendor will appear in a drop down selection box.  Select the appropriate PO number from the list
Hold Payment  |If this box is checked, this invoice payment will be placed on Hold.  You cannot pay a vendor invoice if it is on Hold, if the payable is placed on Hold, the Vendor name will appear in the list in red letters 
Invoice Amount |Enter the amount of the invoice.  This amount should match your purchase order amount.  If the amount you you enter here does not match the amount of the purchase order, you will get a warning message when you try to save the invoice. 
Invoice No  |Enter the invoice number from the vendor invoice
Invoice Date  |Enter the invoice date from the invoice
Date of Receipt  |Enter the date your received the invoice
Due Date  |Enter the Due Date from the invoice
Notes  |Use this field to enter any notes you deem necessary concerning this invoice
Account Distribution |Enter your expense accounts to track your expenses, either type the account number or name or click on the drop down selection arrow to select the account from the list
[add more lines]  |If you need to enter more accounts, click on this link and additional expense account lines will be presented
Save and ...  |Use this to specify the action taken when you click on the Save button
Save and Close  |This option will save your payable and close the payable entry window
Save and Add New |This option will save your current entry and open the payable input again so you can enter another payable
Save and Add New Same Vendor  |This option will save your current entry and open the input window again with the Vendor field populated with the vendor you used on the last payable.


## Total Expenses ##

>[information]
>When entering invoices that were generated by a purchase order, you MUST use your Work In Progress (WIP) account as the first distribution account.  
>

When payables are entered using the WIP account as the primary distribution account, the WIP account is debited for the invoice amount.  When you create your customer invoice that contains the product on the associated purchase order, your WIP account is credited.  This is how your WIP account is updated.  

When entering invoices generated from a purchase order you must enter the purchase order number in the PO No. field to link the vendor invoice to the purchase order.  Do not enter the associated proposal number in the Proposal input field when you have entered a purchase order number in the PO No. field.  This will cause the costs to be charged twice against this proposal.

When entering invoices that have not been purchased on a purchase order, leave the Po No. field empty.  In the Total Expenses section, enter the appropriate account distribution and include the proposal number in the Proposal input field to associate the costs with the proposal.

For example, if you incurred overnight shipping fees for sending documents or parts/tools to a customer or installation company, which were not purchased on a purchase order, you will enter the account that you have setup on your general ledger for overnight shipping fees (or whatever that account may be called) include the proposal number the extra charges were incurred on.  This will add the costs to the proposal and will be used in the calculation of the overall Gross Profit on the proposal.