Selecting the vendor on a bill

When you create a bill, the first step is to select the vendor. Usystems lets you search existing vendors or create a new one on the spot.

Before you start

• You have vendor contacts already set up (optional — you can create them inline)
• You know the vendor's name or a portion of it

Steps

1. On the new bill form, find the Vendor field (usually near the top).

2. Search for the vendor:

   • Click the vendor field and start typing the vendor's name
   • Usystems shows matching vendors from your contact list
   • Click the vendor name to select them

3. If the vendor is not in the list:

   • Continue typing the new vendor's name
   • You should see a "Create new vendor" or similar option appear
   • Click it to add the vendor on the fly
   • The new vendor will be created and linked to the bill
   • (Optional) You can edit their full details later in Contacts → Vendors

4. Once the vendor is selected, the bill shows:

   • Their standard payment terms (if configured)
   • Their default currency or accounting settings (if any)
   • Proceed to fill in the rest of the bill details

Tips & common mistakes

• Vendor name typos add duplicates — always search first rather than creating a new vendor; reuse existing names to keep your contact list clean.
• One vendor, many names — if the same supplier uses different legal names on invoices, pick one name and note the others in the vendor's contact details.
• Currency mismatch — if the vendor usually works in a specific currency, their setting may pre-fill the bill currency; double-check it matches the invoice.
• No vendor required — if this is a one-off purchase with no formal vendor name, create a generic placeholder (e.g., "Ad Hoc Supplier") to keep the bill recordable.