How to
Record and reconcile a vendor bill for a purchase order
The supplier's bill is reviewed in Books and manually tied back to the purchasing and receiving evidence in Shop.
- 1
In Shop, open the purchase order and verify its ordered total, delivery history, accepted quantities, and problem notes.
Shop · purchase orders → open the PO
A received PO does not automatically create or prove a matching vendor bill in Books.
- 2
In Books, open Intake and upload or forward the vendor's PDF or image as a vendor bill, then open the resulting draft.
Books · dashboard → intake → vendor bills
- 3
Verify the vendor, vendor invoice number, invoice and due dates, amount, category or GL code, and original attachment; record the Shop PO number in the notes when no source handoff is present.
Books
OCR is a draft aid, not approval. Compare the vendor bill against the PO and actual receipts, including freight, tax, substitutions, and shortages.
- 4
Submit the bill for the required approval, then record payment and its reference when it is actually paid.
Books
Do not treat the PO as posted to the external ledger until this review in Books and the business's accounting handoff are complete.
- 5
For a designer purchase order with vendor payments enabled, use Record payment after paying the vendor. Paid from identifies a connected bank or card account selected for this business's bank feed; choose one for a bank transfer, wire or card payment when matching accounts are available. The recorded payment keeps its account name and last four for reference.
Shop · purchase orders → open the PO → record payment → paid from
This records an existing payment; it does not transfer money or match a bank transaction. When no matching connected account is available, the payment can still be recorded without a source. Cash needs no bank or card source. Applying an existing vendor advance is separate and does not record another payment.