Adding Vendor Bills
Important information
For QuickBooks Only Users
The process below currently only works for QBO users. A similar process will be available for QuickBooks users.
Vendor bills can be entered in QBO or in DesignSmart
Some firms will prefer to enter bills in QBO, while others will find advantages to entering them directly into DesignSmart and pushing them to QBO. You will need to determine which method is most efficient for your firm.
Before Entering A Bill: Always Update the Purchase Order so it Matches the Amounts in the Vendor Bill
Regardless of whether you opt to enter bills in QBO or DesignSmart, before you add the vendor bill, it is important to update the PO in DesignSmart so it matches the vendor bill.
For example, if the bill includes freight/crating/other charges that are not on the PO, then add those to the PO in DesignSmart before adding the bill (QBO will be automatically updated to match the DS PO).
Or if the bill shows a different cost for the items compared to the costs on the PO, then update the PO in DesignSmart so the costs match before adding the bill.
Adding Vendor Bills in DesignSmart
On the PO Detail View click on the Bills tab.
Follow these steps when adding a vendor bill to your purchase order.
- Click Add Bill.
Billing Section
- Use the + and - keys to highlight in green the PO lines that are on the vendor bill.
- PO Information: This is display information only, and shows information about your purchase order as payments are made and bills are paid.
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Bill Information:
- Bill amount - Start off by entering the amount of the bill from the vendor.
- Terms - These are the vendor terms that can either be pulled from your address book, if this information is added there. If not, you can add this information directly to this section.
- Due Date - The due date will be added automatically.
- Bill Reference - Enter the bill reference number.
- Percentage - Here you can enter the percentage of the bill amount of each item you'll be paying.
- Attachment: If the bill is not already in PDF format, convert it to PDF, then drag and drop the bill PDF received from the vendor here. Or put your mouse in the box and right-click to upload the bill.
- Payment Information: To pay the bill, select the account to be used for payment. for this bill, and the payment date and payment amount will automatically be completed. Note: Only enter this information if you are ready to pay the bill you are creating.
- Amount Previously Paid - If you made a prepayment to the vendor in the form of a vendor deposit, or prepayment, then the vendor's bill will reflect that. Enter the amount of the prepayment here. See the example below.
- Click Save to create the bill and save payment, if entered. If payment information wasn't entered, then only the bill will be created.
Example of Adding a Bill and Payment
The user in the example below has selected items that have been actually shipped and received a bill from the vendor.
The user then creates the bill in DesignSmart. The red boxes below are completed, along with the percentage of the bill that will be paid. Then you will need to click Save.
Adding Bills after paying a Deposit
There may be times that the first bill is added to the purchase order after completing a deposit payment to the vendor in DesignSmart.
When adding the bill to your purchase order, you will see the deposit payment included in the calculations for the vendor payment.
Next, add your payment information under the Payment Information section.
