Vendor Invoice
A vendor invoice records a bill itemised into service lines — each line is a service from your catalogue with its own quantity, price, and discount, and VAT is calculated from the tax settings of the services rather than typed in. Use it when the breakdown matters: recurring supplier contracts billed by line, purchases you want priced against the catalogue, or costs you allocate line by line to projects.
For most day-to-day bills the Vendor Transaction is the better fit — it books amounts straight to expense accounts and carries the whole document workflow: AI-drafted entries from the Inbox, workstation approval, accruals, custom fields, and queueing for payment. None of that exists here.
Bills arriving through the Inbox always become vendor transactions. The Vendor Invoice is for manual, itemised entry.
Navigate to Vendors → Postings → Vendor Invoice to create one (requires the Vendor Invoice permission). The mirror document for credits you receive is the Debit Invoice, covered below.
Creating an invoice
You need a vendor and the services you are billed for — both can also be created on the spot without leaving the invoice.
Header
| Field | Notes |
|---|---|
| Vendor | Type to search by name or number. The vendor’s address, credit limit, and remaining credit show below the field; the pencil icon edits the vendor record in place, the + icon creates a new vendor. |
| Record In | The AP control account the invoice posts to. |
| Currency / Exchange Rate | The rate field appears when you pick a foreign currency. |
| Description | A short description of the bill. |
| Department | Shown when departments are configured; allocates the invoice for reporting. |
| Invoice Number | Enter the number printed on the vendor’s bill, or click New Number to pull the next number from your internal AP sequence; left blank, the next number is assigned when you post. |
| Order Number | Optional purchase-order or internal reference. |
| Invoice Date / Due Date | The due date fills in from the vendor’s payment terms when you select the vendor. |
| Reference Documents | Attach the vendor’s PDF and any supporting files — several at once if needed. Files already attached are listed underneath and can be deleted there. |
Shipping Point, Ship Via and Way Bill are freight fields you can ignore for services.
Items
Each line is one service. Add Line adds a row; pick the service in Number or in Description — both search the same catalogue, so use whichever you know. Add Service creates a missing catalogue service without leaving the invoice. Unit and price fill in from the service record; adjust Qty, Price, and % (the line discount) as billed, and Extended shows the resulting line amount. Drag the handle on the left to reorder lines.
The arrow on a line opens its detail fields. Two are worth using for services: Project allocates the line to a project (only projects valid on the invoice date are offered — see Projects & Departments), and Item Notes holds extra text for this line. The remaining detail fields cover freight and packaging and can be ignored.
Every line must reference a catalogue service — a line with only free text is dropped when posting. If a service is missing, create it with Add Service first.
Notes, taxes, and totals
Notes print on the document; Internal Notes stay visible only to your team.
Tax rows are calculated automatically: a rate is charged when it is enabled on both the service and the vendor. If VAT comes out wrong, the fix is in the service’s tax assignment or the vendor record, not on this screen — see Services and Taxes. Tick Tax Included when the vendor’s figures are gross — VAT is then extracted from the totals instead of added on top. Subtotal, each tax line, and Total update as you edit.
Payments
Money already paid can be recorded directly on the invoice: each payment line takes the Date, a Source reference, an optional Memo, the Amount, and the payment Account (plus Exch for foreign currency). Outstanding shows the open balance as you go. You can also leave the invoice unpaid and settle it later.
Posting
Post books the invoice and keeps you on the page (Save does the same here). Posting needs a vendor, a Record In account, a currency, and at least one line with a catalogue service selected. The other actions:
| Action | What it does |
|---|---|
| Post as New | Posts a copy as a brand-new invoice — click New Number first so the copy gets its own number. |
| New Number | Pulls the next number from the AP sequence without posting. |
| Delete | Removes the invoice. |
Reopening a posted invoice, editing it, and posting again replaces the original entry. Posting and deleting are blocked for dates inside the closed period — see Closing the Books. The posting buttons only appear for users allowed to post AP; that switch, and hiding individual buttons such as Post as New, is set per user under Manage Workstations.
Printing and emailing
Once the invoice is posted, the print bar appears: choose the Template (Vendor Invoice) and the Location — Screen opens the PDF in a new tab, Download saves it — then Print. Email sends the document with an Email type of Invoice / debit email or Reminder 1–3, prefilled from the messages stored on the vendor record.
Last 5 Transactions at the bottom of the page reopens a recent invoice with one click.
Debit Invoice
A debit invoice reduces what you owe a vendor — a credit note you received, returned services, or a correction to an overbilled invoice. Create one under Vendors → Postings → Debit Invoice (requires the Debit Invoice permission).
The form is the same as the vendor invoice, and you fill it in the same way: enter quantities and amounts as positive figures, exactly as they appear on the vendor’s credit note. neoo books the reduction automatically — never enter negative quantities to “subtract” yourself.