Record what your suppliers bill you
A supplier is someone you buy from. A bill is what they ask you to pay: a due date, a total and the lines it is made of. Keeping them here shows what you owe and when, and posts each bill to your books if Accounting is on.
Add a supplier once, then record each bill against it. Open bills show what you owe and when it is due, and they post to your books when saved.
Steps
-
Add a supplier with its payment terms.
-
Record a bill, with a category or product on each line.
-
Watch what is due on the Open and Overdue tabs.
Check it worked
The bill appears under Bills with the status Open, and the supplier's balance on the Suppliers list rises by its total. With Accounting on, the bill also shows in Journal entries, and Payables by age lists it under the column for how late it is.
Pay a bill from the bank line
When a payment comes off the bank statement for the amount of an open bill (or of several bills of one supplier), the line offers Pay the bill in its Post dialog. Confirming books one entry, Accounts payable against the bank, and marks the bills paid; Not a bill payment turns the offer down for that line. Undo the line and the bills open again. Posting the same payment to an expense account instead would count the cost twice, so the offer comes first.
Choose Paid to when you post a payment to an account, or on a rule, and the account register shows the supplier as the line's Payee beside the account on the other side.
Book a supplier's refund
When money comes into the bank for the amount of an open supplier credit (or of several credits of one supplier), the line offers Book the refund. Confirming books one entry, the bank against Accounts payable, and settles the credits; Not a refund turns it down. Undo the line and the credits open again.
On an account register, Add then Expense or Deposit opens a form of its own: an expense asks Paid to, a deposit asks Received from, so a refund can be tied to its supplier from the start.