A bill is money you owe a supplier and have not paid. Recording one lets the business see what is coming before it leaves the bank, which is the difference between knowing you have $30,000 in the account and knowing $22,000 of it is already spoken for.
Find it at Accounting → Bills & Payables.
This is not the same as an expense
Expenses record money that has already left. Bills record money that has not.
Entering a bill does not change your bank balance. It records the cost against the month the bill is dated, and it records the obligation, so the cost lands in the right period even though the payment happens later. When you pay it, the money moves then.
If you paid at the till and have the receipt, that is an expense, not a bill.
Entering a bill
- Open Accounting → Bills & Payables and choose Enter a bill.
- Name the supplier, add their invoice number, and set the bill date and due date.
- Break it into lines if it covers more than one thing. The total is added up from the lines and shown before you save, so the header and the detail can never disagree.
- Save it. Nothing has moved yet.
If the supplier is already in your vendor list, Omnyra links the bill to them automatically by name, including whether they are a 1099 contractor.
Paying it
Open the bill and record a payment with the date and amount. It opens ready to pay the full remaining balance, which is usually what is happening. Pay less and the bill goes to partial and shows what is still owed. Payments can be removed if one was entered by mistake, and the bill reopens on its own.
You cannot pay more than a bill is for. If a supplier was overpaid, record the difference as a vendor credit.
Matching payments to the bank
A payment you record here and the bank debit for the same money are two records of one event. Until they are matched, cash-basis reporting counts it from both. The bills screen names any payment that has not been matched yet, and matching happens on Transaction Matching.
If you have no bank connection, nothing needs matching; the payment you recorded is the only record and is treated as such.
Vendor credits
A credit note from a supplier, whether a return or an overcharge put right, goes on the Vendor credits tab. Recording one reduces what you owe without any money moving.
Apply it to an open bill from that supplier and it settles that much of the bill. Only credits from the same supplier are offered, because one supplier's refund cannot settle another supplier's invoice.
Seeing what is late
The Aging tab groups what you owe by how overdue it is: current, 1-30 days, 31-60, 61-90, and over 90. A bill with no due date counts as current rather than being left out, because money owed on unclear terms is still owed.
1099 contractors
The 1099 contractors tab shows what you paid each 1099 vendor during a calendar year.
It counts what was paid, not what was billed. A December bill settled in January belongs on the following year's form. Vendors below the $600 threshold are still listed, with a note that no form is needed, so nobody at $612 gets missed in a year when the previous report showed them at $400.
Mark a supplier as a 1099 contractor on Vendors and their bills feed this automatically.
Editing and voiding
A bill can be edited while nothing has been paid against it. Once money has moved, the bill is evidence of what was settled, so it is corrected with a vendor credit or a journal entry instead.
Voiding asks for a reason and keeps it. A bill that was entered and then canceled is a fact about the period, so it is voided rather than deleted, and a voided bill drops out of the books entirely.