Vendor Bills
Record what a supplier charged on a purchase order, fix differences, and track what you paid.
A vendor bill is the document in Money for what the supplier charged on an inventory purchase order. It is separate from the purchase order PDF you may send them when you place the order.
Create a bill from a purchase order with Enter vendor bill (the order must already be ordered, partial, or received). Editing and recording payments use the same invoice permissions as other Money documents. Sharing a portal link needs send permission.
Why two documents?
| Document | Meaning | Can you edit it? | Can you pay it? |
|---|---|---|---|
| Linked Purchase order | What you ordered | No, change it in Inventory | No |
| Vendor bill | What the supplier charged | Yes | Yes |
Pay the vendor bill. That keeps “what we ordered” and “what we owe” clear. If Tax & compliance blocks payouts on expired TCC, resolve the vendor’s certificate on Vendors before recording payment.
Creating a bill
- Open a purchase order that is ready and choose Enter vendor bill (or Open vendor bill if one already exists).
- GreenSails fills in the supplier and one line per ordered item (quantity and cost from the order).
- Change quantities or prices if their invoice differs. Add extra lines for delivery fees or other charges.
- Warnings show when billed amounts differ from what you ordered or received. They do not stop you from saving or paying.
You only keep one open bill per purchase order. If you void a bill, you can create another.
Payments before you send
You can record payments while the vendor bill is still a Draft. Status moves to Partial or Paid based on how much you’ve recorded, you do not have to send it first. You can also send an unpaid draft (nothing paid yet); it becomes Sent and opens the portal.
After you send, the secure portal link shows paid amount, balance, and payment history. Vendor bills do not ask the supplier to “notify the business” that they paid, your team already recorded payments in GreenSails.
Supplier details
On a vendor bill, the supplier section is read-only. Update the vendor or the purchase order before you create the bill if something needs to change.
Numbers and PDF
Vendor bills use their own number prefix (default VB-) under Settings → Invoice template. The PDF is titled VENDOR BILL.