Dates, memo and other header details

When you create a bill, you set several header fields that define the document's dates, reference numbers, and notes. These details help organize and track your bills.

Before you start

• You have selected the vendor
• You have the vendor's invoice with key dates and reference numbers
• You know the bill date (when you received the invoice) and the due date (when payment is expected)

Steps

1. On the new bill form, look for the header section at the top of the document.

2. Enter the bill date:

   • Click the Bill Date or Invoice Date field
   • Select the date you received the invoice from the vendor
   • This is often "today," but it may be earlier if the bill arrived late
   • This date is used for aging reports and financial statements

3. Enter the due date (optional but recommended):

   • Click the Due Date or Payment Due Date field
   • Select when you must pay the vendor
   • If your vendor has standard payment terms (e.g., 30 days), Usystems may pre-fill this
   • This helps with cash-flow planning and payment reminders

4. Add a reference number (optional):

   • Click the Reference Number, Invoice Number, or Vendor Reference field
   • Type the vendor's invoice number (e.g., "INV-2026-1234")
   • This makes it easy to cross-reference the bill with the vendor's documents

5. Add a memo or note (optional):

   • Click the Memo, Notes, or Description field
   • Type any relevant details (e.g., "EOQ supplies for Q2 2026", "Deposit on bulk order")
   • Useful for internal context or approval workflows

6. Review the header:

   • Confirm vendor name, dates, and reference number
   • Proceed to add line items

Accounting impact

• The bill date affects which accounting period the bill is recorded in
• Aging reports group bills by how long they've been outstanding (based on bill date and due date)
• The memo is for internal reference only; it does not affect accounting

Tips & common mistakes

• Bill date vs. received date — use the invoice date on the vendor's document, not the day you physically received it, to match their records.
• Terms and due date — if the vendor offers a discount for early payment (e.g., 2/10 Net 30), enter the due date that applies to the discount deadline.
• Reference number format — keep vendor invoice numbers as-is (don't abbreviate or modify); this makes reconciliation easier.
• Multi-part invoices — if a vendor sends multiple invoices for the same PO, create separate bills with each invoice number; this prevents confusion and aids reconciliation.