Creating a bill

A bill is a vendor's invoice — a record of items or services you purchased and the amount you owe. Creating a bill in Usystems captures the purchase details, updates your inventory (if applicable), and tracks the liability on your books.

Before you start

• You have Vendor (supplier) contacts set up, or you can create one during bill entry
• You have the vendor's invoice (or a record of what you purchased)
• You know the account where the purchase should be recorded (e.g., Inventory, Expense)
• If you're using multiple currencies, you have an exchange rate ready

Steps

1. Go to Bills in the main menu, then click New Bill (or the + button).
   Open in Usystems

2. Select the vendor — search for and choose the vendor's name. If the vendor does not exist yet, you can create one by typing their name and selecting the new-contact option.

3. Enter the bill date — the date the vendor issued the invoice to you. This affects aging reports and financial statements.

4. Choose the document currency — if the vendor invoiced in a currency other than your base currency, pick that currency and enter the exchange rate.

5. Add line items — for each product, service, or charge:

   • Click + Add line at the bottom of the items table
   • Choose the product or service (or enter it as an expense if it is a one-off cost)
   • Enter the quantity and unit price
   • If you are tracking inventory, select the warehouse where items will be received
   • Add any expense charges (e.g., freight, import duties) if applicable

6. Set the due date — when you must pay the vendor. This is optional but helpful for payment planning.

7. Add a reference number — the vendor's invoice number or your internal PO reference, for easy lookup later.

8. Review and save — check the totals, then click Save or Save & Print to finalize the bill.

Accounting impact

• Assets (Inventory account, if applicable): increased by the cost of items received
• Liabilities (Accounts Payable): increased by the total bill amount
• Expenses: if you purchased expense items (e.g., office supplies), the associated expense account is debited

Tips & common mistakes

• Don't forget the warehouse — if your bill includes inventory items, you must choose a warehouse; otherwise items won't be recorded in stock.
• Watch the currency — if you mix currencies without setting the exchange rate, the bill may calculate incorrectly.
• Save before paying — create and save the bill first; payment is a separate step.
• Use the vendor's invoice number — it makes reconciliation and disputes much easier later.