Bills

A bill is the vendor invoice you owe. In PMSuite every bill is created from an existing purchase order, so the bill carries that order's line items and totals and then tracks what you have paid against it.

Bills sit between purchase orders and vendor payments in the Purchase module. Creating a bill from a purchase order is what moves that order's Billed Status to Billed.

Who can use it

Admins and any role with the View Bill permission can see the bill list.
Creating and editing bills are governed by the Add Bill and Edit Bill permissions in Settings → Roles & Permissions. A Delete Bill permission also exists in the permission list, but the bill screens expose no delete action, so it has no effect today.
If your view permission is scoped to records you added, the list only shows bills you created.

The whole Purchase section only appears in the sidebar when the Purchase module is enabled for your user type and your role has at least one non-None purchase permission. If a colleague cannot see it, check both.

Prerequisites

The Purchase module must be enabled in Settings → Module Settings.
At least one vendor must exist. Vendor is required on the bill form.
An unbilled purchase order must exist for that vendor. The purchase order field is required, so you cannot raise a bill without one. Create the order first under Purchase Orders.

How to Access

Navigation: Sidebar → Purchase → Bills (/account/bills).

Bills list

Reading the list

The table shows Bill Number, Vendor, Bill Date, Total and Status, plus an Action column. The Total cell breaks the amount down into Total, Paid and Unpaid, so you can see the outstanding balance without opening the bill.

Above the table you get these filters:

Duration — a start-to-end date range applied to the bill date
Search — free text across bill number, bill date, total, internal record ID and vendor name
Vendor — under More Filters, restricts the list to one vendor
Status — under More Filters: All, Open, Paid, Partially Paid or Draft

Bill Number, Bill Date, Total and Status all sort from the column header.

Bill statuses

Draft — saved but not yet issued. You cannot record a payment against a draft.
Open — issued and unpaid.
Partially Paid — some payment has been recorded but a balance remains.
Paid — fully settled. A paid bill can no longer be edited.
Credit Note — shown in place of the status once a vendor credit exists for the bill.

Creating a bill

Click Create Bill on the bill list, or use Convert To Bill on the row menu of an unbilled purchase order.
Bill Number is pre-filled with the next number, shown behind the prefix configured in your purchase settings. You can overwrite it, but it must be unique within your company.
Choose the Vendor. If you arrived through Convert To Bill, the vendor is already set.
Choose the Purchase Order. The dropdown lists only that vendor's purchase orders that have not already been billed.
Set the Bill Date.
The line items load from the selected purchase order.
Optionally add a Note.
Open the Save dropdown at the bottom of the form and pick one of its two options: Save as Draft or Save as Open. Save is only the dropdown toggle — clicking it on its own does not save the bill.

Once saved, the source purchase order's Billed Status changes to Billed.

Working with a saved bill

The row menu on the bill list offers:

View — opens the bill, which has Overview and History tabs. History logs bill creation, bill updates and payments in one timeline.
Edit — available while the bill is not Paid. Editing is limited to the bill date, the note and the status.
Send — emails the bill to the vendor recorded on it.
Download — downloads the bill as a PDF.
View PDF — opens the same PDF in a new tab.
Add Payment — available when the bill is neither Paid nor Draft. Opens the vendor payment form with this bill pre-selected.
Add Credit — available when the bill is Paid and no credit note exists for it yet.

Limitations and workarounds

Every bill requires a purchase order. There is no standalone bill for an ad-hoc purchase. Workaround: create a short purchase order for the purchase first, then convert it.
One bill per purchase order. The purchase order field is unique across bills, so an order billed in stages is not supported. Workaround: split the purchase into separate orders and bill each one.
Line items cannot be changed on the bill. They come from the purchase order and editing the bill only exposes the date, note and status. Workaround: correct the purchase order before converting, or record the difference as a vendor credit.
A paid bill cannot be edited. Workaround: use a vendor credit through Add Credit to adjust the amount rather than reopening the bill.
A bill cannot be deleted or voided. There is no delete action in the row menu and no other route to remove a bill once it is saved. Workaround: correct the bill through Edit where the status allows it (date, note, status), or offset the amount with a vendor credit via Add Credit.
Billed Status on the purchase order does not reverse. Because the bill cannot be removed, an order marked Billed stays Billed. Workaround: keep a note on the order, or raise a replacement order for the amount still to be billed.

Troubleshooting

The Purchase Order dropdown is empty. Every purchase order for that vendor is already billed, or the vendor has no purchase orders. Create one under Purchase → Purchase Order.
Save fails on the bill number. The number is already in use. Bill numbers must be unique within your company, so pick another.
Add Payment is missing from the row menu. The bill is either Draft or already Paid. Change a draft to Open first.
Edit is missing from the row menu. The bill is Paid, or your edit permission is scoped to records you added and someone else created this bill.
The purchase order still shows Unbilled. No bill exists for it yet. Payment alone does not change Billed Status.
There is no Purchase section in the sidebar. Either the Purchase module is disabled for your user type in Module Settings, or your role has None across every purchase permission.

Bank Transactions Creating Invoices