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Record a vendor bill

Enter a vendor's invoice as a bill — from scratch or pre-filled from a purchase order — so it shows in what you owe.

Before you start: Add the vendor first. To pre-fill the lines, raise a purchase order for them.

1Start a new bill

Go to Purchase & Vendors → Bills and choose the + button at the bottom right. You can also choose New Bill on the Purchase & Vendors overview.

Scalar360 screen: Start a new bill — Numbered outlines show what to click, in order.

2Pick the vendor and link a purchase order

Choose the Vendor, then open Link to PO to see that vendor's purchase orders. Linking one is optional, but it copies the order's items, quantities and rates into the bill.

Scalar360 screen: Pick the vendor and link a purchase order — Numbered outlines show what to click, in order.

3Enter the bill numbers and dates

Leave Your bill number blank and Scalar360 gives the bill the next number in your series when you save (or type your own — duplicates are refused). Type the number printed on the vendor's invoice in Vendor bill number, then check the Bill date and Due date.

Scalar360 screen: Enter the bill numbers and dates — Numbered outlines show what to click, in order.

4Check the line items

Make the Qty and Rate match the vendor's invoice. Posts to (accounting) decides where each line goes in your books: leave it on Inventory (stock) for goods you stock, or pick an expense account for services and overheads.

Scalar360 screen: Check the line items — Numbered outlines show what to click, in order.

5Review the total and save

The Summary shows the subtotal, the input GST you can claim (Input IGST or Input CGST+SGST) and the total. Choose Save Bill — it then appears in Bills and Payables until it's paid.

Scalar360 screen: Review the total and save — Numbered outlines show what to click, in order.

Track payables and pay a vendorSee what you owe and what's overdue, then record a payment against a bill.Create a purchase orderRaise a purchase order to a vendor with items, rates and GST, then receive the stock and convert it to a bill.Set up a recurring billCreate vendor bills automatically on a schedule — for rent, retainers or regular supplies.

Still stuck? Contact our support team — or start a free trial to try this in your own company.