You might have received items from vendors or suppliers, and created vendor bills from that. You can also create vendor bills from unbilled time and expenses logged by vendors. Depending upon your company policy, a reviewer or manager might approve these vendor bills before making payments. When you pay a vendor bill, the related expense entries are marked as paid only if the vendor bill is paid in full. Web Suite also gives you the ability to pay your employees' approved reimbursable expenses even when they have not created a vendor bill for that. The smart Pay Vendor Bills feature will automatically include unpaid employee expenses in this screen and eliminate the unnecessary step out of your old process.
The Pay Vendor Bills screen allows you to pay your vendor bills and reimburse your employees from within Web Suite. This helps in tracking the accounts receivable in your company. Accessible from the Accounting menu, the Pay Vendor Bills screen allows you to view the pending bills and then pay them using various payment methods. You can make payments via checks, credit cards or electronic transfer (EFT). Before paying any bill, you must have created a cash account type in the Chart of Accounts screen.
From the accounting view, paying vendor bills decreases your A/P; on the other hand, it also decreases your bank account. It affects the cash basis of accounting.
This feature
is available in the Web Suite Enterprise edition only.
The Pay Vendor Bills screen has two tabs—Pay Bills and Previous Payments. The grids on these tabs display data based on the filters applied on the main screen. The following are descriptions of fields on the main Pay Bills screen:
Show Bills
Payee ID:
You can choose to view vendor bills for a specific vendor or for a range of vendors. These can be selected using the From-To drop-downs, which list all the vendors. You can also choose employees who must be reimbursed for the expenses incurred by them.
Due On or Before:
Allows you to filter the bills displayed in the grid based on their due date. All bills due on or before the date specified here will be displayed.
Bill No:
You can choose to view a specific vendor bill by choosing that bill number from the drop-down.
Show All Bills:
When selected, it displays all the bills for the selected vendor or payee.
Pay Vendor Bills Button Panel
Help:
Opens the Web Suite Help in the Pay Vendor Bills screen.
Print:
The drop-down displays a list of in-context reports. You can print, preview or cancel the reports from here.
Options:
View Bill:
You can view the details of the selected vendor bill on this screen.
Rows:
The number of rows in the grid to be displayed on the page. Select the row number from the drop-down list.
Delete:
Deletes the selected record in the list. If there are any credits associated with the vendor bill that you want to delete, you are prompted by Web Suite.
Save:
Saves the changes made to any record.
Refresh:
Click the Refresh button to refresh the information on the screen.