FAQ: Bill Basics
Quick answers to common questions about creating, managing, and understanding bills.
Q: What is the difference between a bill and a cash purchase?
A: A bill is an unpaid invoice from a vendor. You record it when you buy on credit (the vendor invoices you, and you pay later). A cash purchase is recorded when you pay immediately at the time of purchase. Use bills to track vendor debt; use cash purchases for immediate payments.
Q: Can I convert a bill to a cash purchase or vice versa?
A: No. Once you save a bill, you cannot change its type. If you made a mistake, cancel the bill and create the correct document type. Contact support if you need help recovering data.
Q: Do bill payments reduce the bill balance automatically?
A: Yes. When you record a payment in Usystems, the bill status and balance update automatically. If you pay the full amount, the bill becomes Paid. If you pay part of it, the bill becomes Partially Paid and shows the remaining balance.
Q: Can multiple people pay a single bill?
A: Typically, yes — as long as the total does not exceed the bill amount. If Person A pays 500 of a 1,000 bill and Person B pays 400, Usystems records both payments, and the bill shows 100 remaining. Different payment methods or accounts are combined into one bill balance.
Q: What happens if I enter a bill for the wrong vendor by mistake?
A: If the bill is still in Draft status, edit it and change the vendor. If the bill is Unpaid or later, cancel it and create a new one with the correct vendor. Cancelling does not delete the bill; it archives it so you can audit the change.
Q: Is there a limit to how many line items a bill can have?
A: No. Bills can have as many line items as needed. Add items one at a time or use bulk import if your system supports it. There is no practical limit for normal operations.
Q: Do I need to match the bill number to the vendor's invoice number?
A: It is not required, but it is recommended for reconciliation. You can let Usystems auto-assign bill numbers and store the vendor's invoice number in the Reference/Notes field, or enter the vendor's invoice number directly as the bill number. Choose whichever method works for your organization.
Q: Can I edit a bill after I confirm it?
A: Once a bill is Unpaid, Partially Paid, or Paid, you typically cannot edit the core fields (vendor, dates, line items, totals). If you need to change a bill, cancel it and create a new one, or contact support to explore options. Some systems allow edit after cancelling all related payments.
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