Bill detail
The AP bill detail page — its balance story, its tabs and every action, from Approve, Post, and Record payment to Print, Void, and Delete, plus the duplicate warning.
Opening a bill from the Bills list lands on its detail page — one vendor bill with its line items, payments, and linked shipments, plus the actions that move it through the approval and posting workflow. Which buttons appear depends on the bill's status.
Tabs
Line Items, Payments (with a count), Linked Shipments (with a count), Forms, and Activity. Linked Shipments ties the bill to the files whose costs it covers.
Duplicate warning
When Linbis suspects the bill repeats one already entered, a Possible Duplicate badge shows in the header — check it against existing bills before approving or posting.
Balance
Below the header, the Balance card tells the bill's story in its own currency: the Bill total, then each vendor credit applied and each payment made (with its date), then what is Still open (or Paid in full). For a bill in another currency than your company's, the total also shows what it was worth when posted, at its rate; a payment in another currency shows what was paid and at which rate; and when settling booked an exchange difference, the line shows it (FX gain or FX loss, in your company's currency). Each credit and each payment links to its own record. Anything the stored figures do not explain shows as Other adjustments, so the card always adds up to the balance. A bill not posted yet reads "Not posted yet: nothing is owed until it is posted."; a voided one reads "Voided: nothing is owed."
While the bill has something open and the vendor has open credits in the same currency, the card lists them, each with Apply credit. It opens the Apply sheet with this bill already filled in, at what the credit can cover of its balance. See Vendor Credits.
Actions
- Edit — on a Draft or Approved bill, opens the bill form.
- Approve — advances a Pending Approval bill; the confirm reads "This will advance the bill to the next workflow stage."
- Post Bill — posts an approved bill to the ledger. A confirm reads "This will create journal entries and cannot be undone."
- Record payment — on an Open or Partial bill with a balance. It opens Record bill payment already filled in from this bill: its vendor, this bill ticked at its open balance, its currency, that amount, and auto-apply off. It records a payment you have already made outside Linbis; it sends no money. After saving you come back to this bill.
- Print — opens the Forms tab, where you generate and download the bill PDF (it does not download the file directly).
- Void — reverses a posted bill. The Void Bill dialog asks for a reason and warns "This action cannot be undone."
- Delete — removes a Draft ("Are you sure you want to delete draft bill …").
- Conversation — the round chat button at the top of the page opens a side panel where you and your teammates can discuss this bill privately. It is an internal conversation for your staff, not something the vendor sees, and a small badge on the button counts unread messages.
Record payment is also in the bill's row menu on the Bills list. To pay several bills at once, tick them on the list and select Record payment in the selection bar: one payment is filled in for all of them. Only posted bills with an open balance are taken, and they must be of one vendor and in one currency; otherwise the button is greyed out and says why ("Only posted bills with an open balance can be paid.", "Select bills of one vendor…", "Select bills in one currency…"). The form itself is described in AP Payments.
Record payment, Apply credit, Void, and Delete need an accounting role (Owner, Admin, Manager, or Finance). Without one they are shown greyed out with the reason: "This accounting action needs the Owner, Admin, Manager or Finance role. Ask an administrator to give you one."
Discount
When the vendor's invoice totals less than its lines, type the difference in Discount under the totals, on New Bill or Edit Bill (only people who can create bills can change it). It is spread over all the lines in proportion; to discount one line only, lower that line's price instead. A draft whose total is below its lines says what posting will do with the difference.
How the books show a discount is your company's choice, in Settings → Accounting → Discounts on vendor bills: Spread it over the bill's lines (recommended) lowers each expense line by its share, and Post it to one discount account keeps the vendor's amounts and credits the discount to the account you pick. A posted bill keeps the choice it was posted with.
While the bill is posted, each shipment charge on it costs its line's share less, so the shipment's profit matches what you pay. The line items show a Discount share column, and the charge says how much the discount on this bill lowered it. Unposting or voiding the bill puts the costs back.
A discounted bill that carries tax is not sent to QuickBooks (badge Not sent: discounted bill with tax): QuickBooks would work the tax out again on the discounted amounts. Enter it in QuickBooks by hand with the same bill number, then press Link on the bill.
A bill with no discount may come to less than zero; the form then reminds you that a vendor who owes you money is usually recorded as a vendor credit.