Purchases & Procurement

Bill fields explained

Reference guide to every field on a bill: vendor, dates, items, amounts, and taxes.

Jul 11, 2026

Overview

When you create or view a bill, you will see the following fields. This reference explains what each one is and how to fill it.

Field	Description
Vendor	The supplier or vendor from whom you purchased goods or services. Click to select from your contacts list, or type to search and add a new vendor.
Bill Number	A unique identifier for the bill. You can let Usystems auto-assign the next number, or enter it manually. If your vendor provided an invoice number, you can enter that here or store it in a reference field.
Bill Date	The date on the vendor's invoice. This is typically the date the vendor issued the invoice to you, not the date you received it or will pay it.
Due Date	The date by which payment is due. Usystems may auto-populate this based on standard payment terms (e.g., Net 30), but you can override it manually.
Reference/Notes	An optional text field for your internal notes, the vendor's invoice number (if you used an auto-code for the bill number), or other identifying information.
Status	Automatically set based on payment progress. Options are Draft, Unpaid, Partially Paid, Paid, or Cancelled. You cannot manually change the status — it updates as you record payments.

Each bill contains one or more line items describing what was purchased.

Field	Description
Product/Service	The item purchased. Click to select from your product or service catalog. If the item does not exist, you may be able to add it inline.
Description	An optional longer description of the item (e.g., "Laptop, 16GB RAM" instead of just "Laptop"). Useful for clarifying the purchase.
Quantity	The number of units purchased. Use decimals if applicable (e.g., 2.5 for 2.5 units).
Unit Price	The price per unit. This is the amount the vendor charged for a single unit.
Line Total	Automatically calculated as Quantity × Unit Price. This field is read-only and updates automatically.
Account	The general ledger account to post the expense. Usually pre-populated based on the product category, but you can change it. This determines where the cost appears in your chart of accounts.
Tax	If applicable, select a tax code or rate (e.g., 5% VAT). Leave blank if the line is not taxed.

These fields summarize the bill and appear at the bottom of the form.

Field	Description
Subtotal	The sum of all line totals (before tax and discount). Automatically calculated and read-only.
Discount	A fixed amount or percentage reduction applied to the entire bill. You can enter a discount amount or select a discount template. Leave blank for no discount.
Tax Total	The sum of all taxes applied. Automatically calculated based on the tax codes on each line. Read-only.
Total	The final amount due: Subtotal − Discount + Tax Total. Automatically calculated and read-only. This is the amount you owe the vendor.

Field	Description
Currency	The currency of the bill. Usually defaults to your company's base currency, but you can select a different currency if the vendor invoiced in a foreign currency. If you select a foreign currency, Usystems will ask for an exchange rate.
Exchange Rate	If the bill is in a foreign currency, enter or accept the exchange rate used to convert to your base currency. Usystems may auto-populate this with today's rate, but you can override it.
Warehouse/Location	(If applicable) The warehouse or location where the purchased goods are stored or used. This helps track inventory by location.
Approval Status	(If your company uses approval workflows) Shows whether the bill is awaiting approval, approved, or rejected.

Required fields: Vendor, bill date, and at least one line item are usually required. You cannot save a bill without these.
Read-only fields: Status, line totals, and the grand total are calculated automatically and cannot be edited directly.
Defaults: Some fields like currency and warehouse may default to your user settings. You can override defaults when creating a bill.
Search and select: Fields like Vendor and Product usually offer a dropdown or search, allowing you to find existing records quickly.

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