Vendor bills

Vendor bills (/vendor-ap) is where you track what you owe your suppliers. Add each bill a vendor sends you, whether it's for stock, freight, rent, or services, then record your payments against it. Retailer OS works out what's still outstanding, marks a bill Partial or Paid as payments come in, and shows which bills are past due.

Where to find it

Open Vendor bills from the sidebar, under Finance.

Who can use it

• Plan: included with every Retailer OS plan. No add-on is needed.
• Roles: owners, admins, and managers, by default.
• Permission: vendor bills use the Create / send / receive POs permission, the same one as purchase orders. The Stockroom role and the Inventory Clerk job role include it.

NOTE

The Accountant role sees Vendor bills in the sidebar, but the list stays empty until you also give that person Create / send / receive POs under Setup → Team.

Add a bill

The vendor has to exist first. Add new vendors under Purchasing → Vendors.

1. Open Finance → Vendor bills and click New bill.
2. Under Vendor, start typing the name and pick the vendor from the list.
3. Enter the Bill # from the vendor's invoice (for example, INV-2041) and the Bill date.
4. Enter the Due date, if the bill has one.
5. Enter the Subtotal and the Tax. Retailer OS adds them up for the Total.
6. Click Create.

The bill joins the list as Open. Each bill number can be used once per vendor. If you enter a number that vendor already has, Retailer OS says A bill with that number already exists for this vendor.

Record a payment

Pay records a payment you've made; it doesn't send money. Pay the vendor as usual, by check, bank transfer, or card, then log it here.

1. Click Pay on the bill's row. Only Open and Partial bills have it.
2. Payment amount starts at the full amount outstanding. Lower it to record a part payment.
3. Choose the Method: Check, ACH, Wire, Cash, Card, or Other.
4. Add a Reference, such as the check number or the bank's confirmation.
5. Click Record payment.

Once payments cover the total, the bill turns Paid. Until then it's Partial, and the Outstanding column shows what's left. A bill can take as many payments as you need.

Find a bill

The buttons at the top filter the list:

View	Shows
Open	Bills with no payments yet.
Overdue	Bills past their due date that aren't fully paid, including part-paid ones.
Paid	Bills that are paid in full.
All	Every bill.

Bills are sorted by due date, soonest first; bills with no due date come last. Total outstanding adds up what's still owed on the bills in the view you're looking at, so use All to see everything you owe.

Common questions

Q. Does receiving a purchase order create a bill? A. No. Receiving updates your stock and costs. When the vendor's invoice arrives, add it here with New bill.

Q. Where did a part-paid bill go? A. Open only shows bills with no payments. Part-paid bills are under All, and under Overdue once they're past due.

Q. Why isn't a bill showing as overdue? A. Only bills with a Due date can go overdue.

Q. Can I edit or delete a bill? A. Not yet. The screen has no edit or delete, so check the amounts before you click Create.

Q. Can I pay a vendor from Retailer OS? A. No. Pay logs a payment you've already made. No money moves.

Related

• Purchase orders & receiving · Receivables & store credit · Operations overview