FAQ: Managing Bills

Can I change the vendor on an existing bill?

Yes, you can edit the vendor name on a bill before it posts to your general ledger. Once posted, you cannot change the vendor account. If you need to correct the vendor, contact your admin or create a credit note against the old bill and issue a new bill to the correct vendor.

What happens if I delete a bill that has payments against it?

You cannot delete a bill with linked payments. You must delete or reverse the payments first, then delete the bill. This prevents orphaned payments and keeps your accounting records clean.

Can I reduce the bill amount if it has already been paid?

No — if a bill is paid, editing the amount may cause an overpayment or underpayment. Instead, use a bill credit memo or return to offset the difference. Your accountant can help you reconcile the difference.

How do I know if a bill has been received into inventory?

Open the bill and scroll to the Receives tab at the bottom. If there are records listed, the goods have been received. If the tab is empty or not present, this bill contains only expenses (not inventory items).

What's the difference between a bill refund and a purchase return?

• Bill refund (credit memo): Reduces the amount you owe. Use this when the vendor agrees to a partial reduction (e.g., damaged goods, price adjustment).
• Purchase return: A formal return of goods back to the vendor. This also reduces the inventory in your warehouse and the bill amount.

Both appear on the bill's related tabs and reduce what you owe.

Can I edit a bill after it has posted to the general ledger?

It depends on your permissions. Some fields (like line descriptions or payment terms) may still be editable. But you cannot change the bill amount or items once posted — the GL entries have already been recorded. If you need to adjust, use a bill credit or ask your admin to unpost the bill first.

Why does the system prevent me from deleting a bill?

The system blocks deletion if:

• The bill has linked payments (delete payments first)
• The bill has been received into inventory (use a return instead)
• The bill has posted to the GL and you lack unpost permission (ask your admin)
• Your organization has locked financial periods (talk to your finance team)

Each block is a safeguard to prevent breaking the audit trail.

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