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Bills record expenses and open balances in accounts payable. adorabl supports manual entry, automation-assisted capture, and first-class credit and debit memos — all from the Bills list and individual bill records.

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Prerequisites

Before you enter bills:

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Bill statuses

Bills move through a simple lifecycle. Manual and automation-captured bills both start in Draft. Verify captured fields on the bill itself, then post when ready.

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Enter and post a bill

1

Open Bills & Adjustments

  1. In the sidebar, open Accounts Payable.
  2. Click Bills & Adjustments.
The Bills list shows every AP transaction — bills, credit memos, and debit memos — with Transaction No., supplier, Transaction Date, amount, type, and status. Filter by Type to see only memos. Click New Transaction to choose which transaction type to create.
Credit memos and debit memos are first-class transactions you create from the Bills list and edit like a bill.
2

Create a new bill

Click New Transaction and choose Bill, or open an existing draft from the list.adorabl opens a bill record with:
  • Transaction type (Bill, Credit Memo, or Debit Memo)
  • Supplier — a searchable selector (required)
  • Supplier ref — the supplier’s invoice number (required on new bills and copies)
  • Bill date, Terms, Due date, Cash discount date, and Payment method
  • Create Service Bill when the bill has no purchase order or receipt behind it
  • A source picker for posted receipts or purchase orders — see Bill from a receipt or purchase order
  • Line grid for items, description, quantity, unit cost, and expense GL segments
Supplier ref must be unique per supplier for bills. If you enter a reference that another bill from the same supplier already uses, adorabl names the existing bill and blocks the save — usually a sign of a duplicate invoice. Credit and debit memos may reuse the original bill’s number.Pick a Terms code to drive the calculation automatically. adorabl uses the terms code’s net days to set Due date from the bill date, and — when the code carries an early-payment discount (for example, 2/10 Net 30) — sets Cash discount date to due date − (net days − discount days). You can override either date on the bill before posting. Leave the terms code blank when no discount applies.When a cash discount is in effect, the bill header also shows If Paid Today — the open balance minus the discount percent, rounded to two decimals. The figure only appears through the cash discount date; after it lapses, or on credit memos and voided bills, adorabl displays the full open balance.
3

Add lines

On the line grid:
  1. Pick an item from the catalog to auto-fill description, cost, and default GL segments — or enter a free-form line.
  2. Enter quantity and confirm unit cost; line total calculates automatically.
  3. Add rows as needed; invalid cells block save.
4

Match to receipts

On a standalone bill, adorabl links each stock line to a posted receipt automatically when exactly one receipt safely satisfies the item and quantity. When more than one receipt could match — or none does — the line is left for you to resolve on the Receipts tab.At post, stock lines must be matched to a receipt, and the bill’s unit price must fall within tolerance of the receipt (2% or $1 per unit by default). Anything outside that stops the post with a message naming the line. Lines you added from a purchase order or a receipt already carry that source.
5

Verify automation-captured fields

For bills brought in through automation:
  • Click the paperclip (View attachment) on the list, or Source document on the bill, to see the PDF or image.
  • Link a supplier from the header if the supplier is not yet in master data.
  • Confirm extracted totals, dates, and line items before posting. The extracted invoice number lands in Supplier ref.
6

Save or post

  • Save as Draft — keeps the bill editable with no GL posting. A draft still needs a supplier, a date, a resolved Terms selection, and at least one valid, non-zero line.
  • Save — creates the AP journal entry, assigns the bill number, sets status to Open, and updates supplier open balance.
After posting, the bill shows a journal entry reference and unlocks outgoing payment application. Lines that use different segments or dimensions post as separate journal lines, and the accounts payable credit is split the same way. See Journal entries. Every change to the bill is listed on the Activity tab — see Audit log and record history.

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Bill from a receipt or purchase order

On a new bill that is not a service bill, choose a supplier, then pick a Source.The bill stays standalone until you add a source line. Adding a source line turns Create Service Bill off, and a service bill does not offer the source picker. A posted bill can start a supplier return with Create return.Changing the supplier clears selected purchase sources.

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Totals and balance due

The bill totals panel is driven entirely by line details — there is no separately editable header amount. Amounts are formatted with two decimals and thousands separators, so a bill for eighteen hundred dollars and change shows as 1,842.00, not 1842. For open bills, adorabl also displays a Balance due row using the outstanding balance (bill amount minus applied payments and credits). Credit memos hide the balance due line since they carry a negative amount.

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Record a payment on the bill

Once a bill is Open, a Payments panel appears below the line grid so you can record a supplier payment without leaving the record.
1

Open the bill

From Bills & Adjustments, open any posted bill with a balance due.
2

Enter payment details

In the Payments panel, fill in:
3

Record the payment

Click Record payment.adorabl creates and posts an outgoing payment, applies it to the bill, and updates the balance due in-place. When the balance reaches zero, the button switches to Paid and the bill moves to Paid status.
For multi-bill payment runs or applying one payment across several bills, use Outgoing payments instead. The inline form is optimized for paying a single bill.

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Copy a bill or memo

Use Copy transaction in the header to start a new draft from an existing bill, credit memo, or debit memo. The copy is dated today, keeps the supplier, terms, lines, and units, and starts with an empty Supplier ref — the field is focused and flagged so you can enter the new supplier invoice number before saving. Posting state, receipt matches, payment applications, and reversal links are not copied.

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Discard a draft bill

Draft bills that were captured in error or superseded can be removed before they hit the ledger.
Delete is only available while the bill is in Draft. Posted bills must be corrected with a debit memo or reversal — deleting them would break audit history and AP balances.

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Create a credit or debit memo

Credit and debit memos are transaction types on the bill editor, so they post, apply, and reverse just like bills.
1

Start a memo

From the Bills list, click New Transaction and choose Credit Memo or Debit Memo. The editor mirrors the bill layout with a matching transaction label.
2

Choose standalone or applied

  • Leave Standalone off and add application rows to apply the memo to open transactions.
  • Turn on Standalone Credit Memo or Standalone Debit Memo to post the memo to the supplier’s balance without tying it to a specific transaction.
Set the Offset Account so adorabl knows which GL account balances the AP control posting. A live journal entry preview shows the resulting debits and credits before you post.
3

Apply to open transactions

In the Transactions to Apply grid, allocate the memo against open bills (and, for debit memos, open credit memos). To let adorabl allocate the full balance oldest-first, turn on Auto-Apply to Transactions — it fills the applications for you.
4

Save or post

  • Save as Draft — keeps the memo editable with no GL posting.
  • Save — records the journal entry and applies the memo. Posted, unapplied memos sit at Open on the supplier account and can be paid down or applied later from Outgoing payments.
Posting a credit memo that fully covers its target bill closes both transactions together. Open debit memos are also eligible payment targets on Outgoing payments.

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Create a deferral schedule

For a bill whose cost should be recognized over time (for example, an annual software renewal), check This is a multi-period bill and choose Period type:
  • Monthly | 12 periods recognizes one twelfth each month.
  • Quarterly | 4 periods recognizes one quarter each quarter.
  • Annual | 1 period recognizes the full amount in one period.
The checkbox is on a bill that is not built from a receipt or purchase-order line. Post the bill with Save. Deferral schedule then lists each period, recognition date, amount, and journal entry. This is for Bill documents. Credit and debit memos do not carry a deferral schedule.

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Example: Trail Ridge Outfitters

Trail Ridge posts bill BILL-8842 from Apex Supply Co.:
  • Bill date: March 5
  • Supplier ref: APX-20419 (Apex’s invoice number)
  • Terms: Net 30 → due date April 4
  • Line 1 auto-linked to RCPT-1188 — the only posted receipt for 120 daypacks
  • Posted total: $5,420.00
  • Journal entry posts to 2000 · Accounts Payable and expense/inventory
When Acme Logistics bills an extra fuel surcharge, Trail Ridge issues Debit memo ADJ-2042 for $320.00 linked to the original freight bill rather than voiding it. An automation-captured bill from a new supplier lands in Draft without a linked supplier. Trail Ridge opens the bill, creates the supplier from the header, confirms the scraped address and tax ID, and posts the bill in one session. A second copy of APX-20419 arrives by email a week later. When the clerk enters it, the Supplier ref check names BILL-8842 and blocks the save — the duplicate never reaches the ledger.

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List view shortcuts

Suppliers

Set up supplier master data, W-9, and payment terms before billing.

Outgoing payments

Apply payments to posted bills.

Purchasing

Match bills to purchase orders and receipts.

Payables setup

Approval thresholds, duplicate detection, and payment schedule.

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Troubleshooting

Confirm the header has a supplier, a date, a resolved Terms selection, and (on new bills and copies) a Supplier ref. Every line needs a valid quantity and cost plus an item or GL account; service lines without an item need a description. Check for red validation markers on the line grid.
Another bill from this supplier carries the same Supplier ref; the message names it. Open that bill — you are probably looking at a duplicate invoice. If both are legitimate, adjust the reference (for example, add a suffix the supplier confirms).
Stock items must be matched to a posted receipt before the bill posts. Receive the goods first, then link the line — or bill from Transactions to Apply so the receipt is attached from the start.
The bill’s unit price differs from the receipt by more than 2% or $1 per unit. Correct the line, or move the difference to a separate line so the matched line stays within tolerance.
The bill date falls in a closed period. Either change the bill date to an open period or reopen the period in Fiscal calendar if your policy allows.
Due dates compute from bill date + supplier payment terms. Update terms on the supplier record or override due date on the bill before posting.
Cash discount date calculates from the bill’s Terms code using due date − (net days − discount days). If the date is missing, confirm the supplier’s terms code carries a non-zero discount percent and discount days on the Terms codes screen. If the date is off, adjust the terms code or override Cash discount date directly on the bill before posting.
If Paid Today only appears while today’s date is on or before the Cash discount date and the terms code has a discount percent greater than zero. It is suppressed on credit memos and voided bills. After the discount window lapses, the amount due equals the full open balance.
Automation-captured bills stay in Draft until you link a supplier from the header. Create or select a supplier, save, then post when the rest of the bill checks out.
Compare supplier, amount, and Supplier ref against existing bills. adorabl blocks an exact reference match for the same supplier; near-matches still need a human look. Void the duplicate or confirm they are legitimate separate charges before posting.
Confirm the memo is posted and has an application row against the target bill (or use Auto-Apply to Transactions). Posted memos with no applications sit Open on the supplier account until applied via Outgoing payments.