Overview
Clicking a Vendor Bill Internal ID in the Bills list opens the Bill Details page, which displays complete bill header information and a detailed breakdown of line items.
Figure 1. Quick Navigation Links
At the top of the bill details, you’ll find quick navigation links for related actions:
- Vendor: Click the Vendor link to view detailed information about the vendor associated with this bill.
- Purchase Orders: Click the Purchase Orders link to view all POs associated with the bill.
- Payments: Click the Payments link to view all payment records associated with the selected bill.
- Vendor Emails: Click the Vendor Emails link to display all the emails associated with the vendor.
Bill Details
The Bill Details shows all the essential information for a bill, divided into clear sections: Standard Fields, Extended Fields, and Line Items.
1. Standard Fields
This section shows all the main details about the bill:
Table 1. Bill Details — Standard Fields
| Field | Description |
|---|---|
| Vendor Bill Internal ID | The unique ID automatically given to this bill by the system. Example: 12345 |
| Vendor Bill Ext ID | The invoice or bill number issued by the vendor. Example: 12345678901 |
| Due Date | The date when payment for this bill is due. Example: 11/19/2029 |
| Currency | The currency of the actual bill/transaction. Example: USD |
| Base Total Amount | The bill’s total value in base currency (entity/company reporting currency). Example: -$20,653.35 |
| Total Tax | The total tax applied to this bill. Example: $0.00 |
| Base Amount Remaining | Outstanding amount in base currency. Example: -$20,653.35 |
| Total Amount | The total value of the bill in transaction currency. Example: -$20,653.35 |
| Tags | Custom labels for grouping or searching bills. Example: AP Tag |
| Vendor Name | The supplier who issued the bill. Example: John |
| Status | The current state of the bill (such as Open, Paid, etc.). Example: Open |
| Age | Number of days since the bill was created or became due (negative if future‑dated). Example: -1560 |
| Exchange Rate | The rate used if the bill currency is different from the base currency. Example: 1 (no difference) |
| Total Discount Applied | Any total discount deducted on this bill. Example: $0.00 |
| Invoice Received Date | Date the invoice was received (if tracked). Example: 11/19/2029 |
| Payment Terms | The terms agreed with the vendor for payment (like Net 30). Example: Net 30 |
| Amount Paid | The sum paid so far. Example: $0.00 |
| Entity | The business unit or subsidiary responsible for this bill. Example: ABC, Inc. (USA) |
| Date | The issue date of the bill/invoice. Example: 10/20/2029 |
| Base Currency | The entity (company) currency used for your financial records. Example: USD |
| Bill to Address | The address where the bill is sent/received. Example: 100 Market St, Suite 500, Springfield, IL 62701 |
| Net Amount | The bill’s net value after tax or discounts (if provided). Example: -$20,653.35 |
| Base Amount Paid | Amount paid in base currency. Example: $0.00 |
| Contract | Contract number associated with the bill, if any. Example: CTR-2025-0017 |
| Amount Remaining | The amount still unpaid on the bill. Example: -$20,653.35 |
Note: All fields above show the latest synced data for this bill in SmartVendor.
2. Extended Fields
Displays any organization-specific or custom fields configured for bills.
Note: Extended Fields vary by tenant and appear only if your organization has configured them. If none are present, this section may display “—” or “No Extended Fields.”
3. Line Items
This section provides a detailed breakdown of the items being billed.
Table 2. Bill Details — Line Items
| Field | Description (includes example) |
|---|---|
| Description | Line description for the billed goods or service. Example: Privacy Filter Laptop Screen |
| Service Period Start | Start date of the service/goods period (if applicable). Example: 01/01/2025 |
| Service Period End | End date of the service/goods period (if applicable). Example: 03/31/2025 |
| Prepaid | Indicates whether the line was prepaid. Example: Yes |
| PO Number | Related purchase order number, if linked. Example: PO‑4392 |
| PO Line Number | Related purchase order line number, if linked. Example: 1 |
| Contract Number | Contract reference at the line level, if applicable. Example: CTR‑2025‑0017 |
| Contract Line Number | Contract line reference, if applicable. Example: 2 |
| Line Entity | Entity/department charged for the line. Example: Global Modern Services, Inc. (USA) |
| Line Type | Type of line (Goods or Service). Example: Goods |
| Spend Category | Spend classification used for accounting/budgeting. Example: Stocked IT Supplies |
| Cost Center | Cost center or budgeting code charged. Example: 10000 Office of CEO |
| Tax Code | Tax code applied to the line (if applicable). Example: TAX‑STD |
| Quantity | Units billed for the line. Example: 4 |
| Price | Unit price or rate for the line. Example: $72.00 |
| Amount | Total amount for the line (usually Quantity × Price). Example: $288.00 |
Figure 2: Bill Details
Tip: Review line items (category, PO/contract references, amounts, and cost center) before payment or reconciliation. Use the links at the top to navigate related records.
Note: Field and column availability—and the values shown—depend on your SmartVendor setup and your organization’s configuration. You may see additional or customized columns.
Notes Section
The Notes section on the Bill Details page allows you to view, search, filter, and add both system-generated (SmartBot) and user-generated (User) notes for the bill. This supports tracking, collaboration, and auditability.
How to use Notes
- View notes: All notes appear in a single list. Use the checkboxes to show System‑Generated and/or User notes.
- Search notes: Enter keywords in the search bar to find specific entries quickly.
Figure 3. Notes Section in Bill Details
- Filter notes: Click the filter icon next to the search bar to open the Filters dialog. Set parameters (for example, Note created by) and use operators such as Contains to refine results. Click Apply to activate filters.
Figure 4. Notes Filter Dialog
- Add a note: Click the plus (+) icon. An editor opens at the top of the list with Save and Cancel. Type your note and click Save (permission required). If no notes exist, No Data To Display appears.
Figure 5. Add Notes
- View email: Click View Email in a note to open the corresponding email or thread in a modal overlay. You can read the message body from that window, see labels, sender/recipient, and timestamps, and view any attachments. If tasks are linked to the email, they appear in the same view. Use View Inbox to open the message directly in the mailbox.
Figure 6. View Email
Tip: Use system-generated (SmartBot) notes to track automatic actions; use user notes for recording decisions, exceptions, or other relevant communications about the bill.
Note: If you are unable to add new notes, it is possible that you lack the required permissions. Contact your administrator for access.