Vendor bills

A vendor bill is the mirror of a customer invoice — a record of money you owe to a supplier. The flow is similar to customer invoicing but reversed.

The flow

Draft  ──validate──▶  Posted  ──register payment──▶  Paid

Creating a bill

From scratch

Accounting → Vendors → Bills → Create.

Field	What
Vendor	Pick from existing or create new
Bill reference	The vendor's own invoice number (important — appears on the BG VAT report)
Bill date	The date on the vendor's invoice
Due date	Auto-calculated from payment terms
Bill lines	One row per line item from the bill

For each line:

Column	What
Product	Pick a product (auto-fills account, tax) or leave blank for free text
Description	What you're paying for
Quantity / Unit price	Match the vendor's invoice
Taxes	Auto-applied; verify against the vendor's invoice
Account	The expense account this should hit
Analytic account	Optional cost-centre allocation

From a purchase order

Purchase → Orders → confirmed PO → Create Bill. PLANA pre-fills the bill from the PO. Validate quantities and confirm.

From OCR (Pro+ tier)

If you have OCR enabled, drop a PDF bill in the Vendor Bills upload area. PLANA extracts the vendor, date, amount, and line items and creates a draft bill. You verify and post. See Integrations → OCR scanning.

Bill reference is critical

Unlike customer invoices, vendor bills don't get an auto-assigned number — you enter the vendor's invoice number in the "Bill reference" field. This number appears on the Bulgarian VAT report.

If the vendor's invoice number is missing or duplicated, the VAT report will flag it. Always copy the exact number from the paper / PDF bill.

Validating

Click Confirm. PLANA:

1. Generates the journal entry (debit the expense account, credit accounts payable)
2. Moves the status to Posted
3. Locks the record for editing

To correct a posted bill, use a vendor credit note (action menu → Add credit note).

Paying the vendor

Three patterns:

Pattern	How
Manual payment	Bill → Register payment → pick journal + date
From bank reconciliation	When the outgoing bank transaction appears in the PSD2 feed, reconcile it to this bill
Batch payment	Pay several bills at once via Payments → Batch payments (Pro+ tier)

For SEPA payments to EU vendors, use Outgoing payment → Create SEPA file to produce an XML file you upload to your bank.

Withholding tax (if applicable)

For payments to certain categories of suppliers (e.g. independent contractors with withholding tax requirements), set up a withholding tax in Configuration → Taxes and apply it on the relevant bill lines.

Bulgarian withholding tax rules vary by supplier type. Check with your accountant before configuring.

Reverse-charge VAT

For purchases from EU vendors with a valid VAT ID, the fiscal position EU B2B (reverse charge) removes VAT from the bill and adds it on both sides of the VAT report. Verify the vendor's fiscal position before creating the bill.

For purchases from non-EU vendors, the Non-EU import (reverse charge) fiscal position handles import-VAT.

Three-way match

For purchase-order → goods receipt → vendor bill flows (common in warehouses), PLANA supports three-way matching:

• The PO defines what you ordered
• The goods receipt confirms what arrived
• The vendor bill is verified against both

Mismatches (quantity received < quantity billed, or unit price varies) are flagged for review. See Purchase → Three-way match.

Aged payable

The report Accounting → Reports → Aged Payable shows what you owe, by vendor, by age:

• Current (not yet due)
• 1–30 days overdue
• 31–60 days overdue
• 61–90 days overdue

• 90 days overdue

A healthy business keeps the Current and 1–30 day buckets dominant and the long tail empty.

Common gotchas

Issue	Resolution
Duplicate vendor invoice number	The VAT report flags duplicates; mark the older one cancelled or correct the reference
Wrong tax rate on a bill	Vendor's fiscal position may be wrong; verify in the vendor contact
Bill posted to wrong expense account	Use a manual journal entry to reclassify, or reverse the bill and re-post
Bill in a foreign currency	See Multi-currency for FX handling

Where to read more

• Customer invoicing — the receivable mirror
• Payments — registering payments made
• Purchase → Vendors — vendor records
• Purchase → Three-way match
• Integrations → OCR scanning — auto- extract bills from PDF