How to enter a vendor bill in Books?

TB Books · bills · Last updated August 17, 2026 · Version 1

This process works in apps: TB Books

This article will teach you how to record what you owe a vendor and update inventory or expense accounts correctly.

Bills record accounts payable and, for inventory items, increase on-hand and update weighted average cost when received. Start from Purchases → Bills and link to an open PO when the buy began as a purchase order — that prevents double receiving the same freight. Expense-only bills skip stock but still post to the GL.

Steps

• Open Purchases → Bills.
• Click New Bill.
• Select vendor, location, and bill date from the vendor invoice.
• Add lines manually or pull from an open PO when available.
• Confirm quantities, costs, and GL/inventory accounts per line.
• Review totals against the vendor PDF before saving.
• Save or finalize so AP and inventory post.

Conclusion & best practices

Matching bills to POs prevents double receiving. Void/delete guards apply — voiding reverses JE and stock once; deleting a voided bill must not double-reverse. If freight arrived before the vendor invoice, coordinate with WMS receiving so physical stock and bill timing stay explainable.