FAQ: Creating Bills

Can I create a bill if the vendor is not in my system yet?

Yes. When you start creating a bill, if the vendor does not exist, you can type their name and select "Create new vendor." The vendor is added to your contact list and linked to the bill. You can fill in more vendor details later if needed.

What's the difference between a bill and a purchase order (PO)?

A bill is a vendor's invoice — a record of what you owe after receiving goods or services. A PO (Purchase Order) is your request to buy something before the vendor has invoiced you. You typically create a PO first, then create a bill when the invoice arrives. Bills and POs are separate documents in Usystems.

Can I edit a bill after I save it?

Yes. You can edit a bill's header details (dates, vendor, memo) and line items at any time before it is marked as paid or locked by your approval workflow. Once payment is recorded, some fields may be read-only to protect the audit trail.

What happens to inventory when I create a bill?

If the bill includes inventory items (products), Usystems:

1. Increases the quantity on hand for the chosen warehouse
2. Records the cost in your inventory account
3. Creates the liability (Accounts Payable) to the vendor

This happens when you save the bill, not when it is paid.

Can I use a bill to track services, not just products?

Yes. A bill can include services (labor, consulting, repairs) or one-off expenses. You do not need to specify a warehouse for services — only for inventory items. The service line is recorded to the appropriate expense account.

What if I make a mistake on a bill — can I delete it?

Deletion depends on your workflow:

• If the bill has not been validated or locked, you can usually delete it and create a new one.
• If the bill is locked (approved/paid), you cannot delete it; instead, create a credit note or return bill to reverse it.

Ask your accountant or system administrator about your bill-deletion policy.

Can I print a bill?

Yes. After saving a bill, you can usually click a Print button to see a print preview. You can print to PDF or paper. Print templates can be customized (see Settings → Print Templates).

How do I track partial receipts?

If you order 100 units but receive only 50 now (with more coming later), you have two options:

1. Create one bill for all 100 and adjust quantities later when the full shipment arrives.
2. Create separate bills for each receipt — one for 50 units received today, another for the remaining 50 when they arrive.

Check your vendor's invoicing practice and your warehouse procedures.

What is the difference between the bill date and the due date?

• Bill Date = when the vendor issued the invoice (affects aging reports and financial statements)
• Due Date = when you must pay the vendor (for cash-flow planning and payment tracking)

The due date is often calculated from the bill date plus the vendor's standard payment terms (e.g., 30 days).

Can I create a bill for a vendor in a different currency?

Yes. See "Creating a bill in a foreign currency" for detailed steps. You specify the vendor's currency and the exchange rate, and Usystems converts the bill to your base currency for accounting.

What if I paid the bill before I recorded it in Usystems?

You can still create the bill in Usystems. Once you enter the bill details, you can immediately record the payment separately (see Payments or Pay a Bill). The bill and payment are linked in your records.