Bill a purchase order

Use Convert to Bill after recording the delivery. Conversion creates a draft bill for received quantities above the quantities already billed. Quantities merely ordered are excluded.

Create the bill

1. Open Purchases, then Purchase orders.
2. Select the order number.
3. Review its received and billed quantities.
4. Select Convert to Bill.
5. Review the draft bill that opens.

The order and bill stay linked. The draft copies the vendor, received but unbilled quantities, line accounts, descriptions, prices, tax rate and terms. Through this button, the bill date starts as today and its due date as 30 days from today. Review those dates and the vendor's invoice reference before approval.

What happens next

Conversion updates billed quantities and the order's billing status. Billed means the quantities received so far are covered by bills; it does not mean the vendor has been paid. The order's linked bills let you return to each resulting bill.

Saving this draft does not post it or pay the vendor. Edit the draft if needed, then approve the bill and record its payment. Closed periods and other posting checks still apply when approving the bill. Approval does not check the vendor's approval status.

If conversion is refused, read the message and check the vendor, line accounts and unbilled received quantities before retrying.

Who can do this and what you need

Only business owners can convert orders. Editing or approving the resulting bill needs its own permission.

The order must have an approved status or a later eligible status and at least one received quantity still unbilled. It must use an existing accounting vendor, and every line being converted needs an account. An order with only typed vendor details cannot be converted.

Record any remaining deliveries first. Conversion can mark the order billed once all quantities received so far have been billed; that status does not offer further receiving.