Vendor Statements series: this is part 2 of 5. Work through them in order the first time.

1. Set Up Vendors for Vendor Statements
2. Add and Manage Vendor Bills and Credits (this article)
3. Create, Pay, and Finalize a Vendor Statement
4. Export Vendor Statements to Your Accounting System
5. Create Vendor Bills From Van Line Statements (UniGroup and Atlas)

Overview

A vendor's Transactions tab lists every bill (money you owe them) and credit (money they owe you, or a deduction). Statements are built from these transactions, so it's worth checking them before you create a statement.

In this article, you'll learn how to:

• Read the Transactions tab
• Add a bill or credit by hand
• Edit, hold, or delete a transaction
• Add a transaction to an open statement

Read the Transactions tab

1. Go to Vendors and open the vendor.
2. Click the Transactions tab. The vendor's Balance shows at the top right.

Each row shows the Transaction ID and date, the Statement it's on (or None), the Amount, Memo, Project and payee, Sales Stage, and Created by. Bills created from project costs show System as the creator. Click a project link to see the project details beside the table.

Add a bill or credit by hand

Use this for amounts that don't come from a project, like a fee, an advance, or a deduction.

1. On the Transactions tab, click + Add Bill or + Add Credit.
2. Enter an Item, Qty, and Rate. Click + New Item to add more lines.
3. Add a Bill Memo so you know what it's for later.
4. Click Save.

Edit, hold, or delete a transaction

Click the ⋮ menu on the row:

• Edit bill or Edit credit: change the lines or memo.
• Add to open statement: put the transaction on the vendor's open statement.
• Hold bill or Hold credit: take the transaction off its statement so it's paid later. This shows only when the transaction is on a statement.
• Delete: remove the transaction.

⚠️ Important Notes

• Add to open statement is greyed out with "No open statement available. Add a new statement through Statements tab." Create a statement first: Create, Pay, and Finalize a Vendor Statement.
• You can't hold a transaction on a statement that already has a payment. Delete the payment first, then hold it.
• Transactions on a finalized statement can't be edited.

FAQ

Why is a bill's Statement column "None"?
It isn't on a statement yet. The next statement whose dates include the bill's date will pick it up.

Why is a bill $0.00?
No cost was entered for that vendor on the project. Open the project and check Cost & Compensation → Edit Costs.

Next: Create, Pay, and Finalize a Vendor Statement

Related articles: Vendor Statements

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