Overview
When you click on any bill in SmartVendor, the Bill Details Panel opens. It displays all relevant invoice information and a detailed breakdown of its line items, helping you efficiently review, verify, and manage bill data.
Available Actions
At the top of the details panel, 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.
Bill Details Overview
The Bill Details displays data in several structured sections for full transparency:
1. Standard Fields
The Standard Fields section includes key information about the bill. Fields may include:
Table 1. Bill Details Fields
| Field | Definition/Description |
|---|---|
| Vendor Name | Supplier on the bill (e.g., Accenture) |
| Vendor Bill Internal ID | System-assigned bill ID |
| Vendor Bill Ext ID | Vendor's invoice number |
| Entity | Internal entity receiving the bill (e.g., Global Modern Services, Inc. (USA)) |
| Date | Invoice issue date |
| Invoice Received Date | Date when invoice was received |
| Status | Bill status (e.g., Open, Paid) |
| Payment Terms | Payment terms for the bill |
| Amount Due / Amount Paid | Outstanding versus settled amounts |
| Total Amount | Invoice total |
| Base Currency / Currency | Bill and reporting currency |
| Base Total Amount / Net Amount | Amounts used for financial reporting |
| Base Amount Paid / Base Amount Remaining | Paid and outstanding values, in base currency |
| Freight Amount | Charges for freight/shipping |
| Total Tax | Total tax applied |
| Total Discount Applied | Any discounts applied to the bill |
| Contract | Associated contract, if any |
| Tags | Custom labels for searching/grouping |
| Purchase Order Number / PO Number | If the bill references a PO |
| Exchange Rate | If bill currency differs from base |
| Address / Bill to Address | Billing details |
| Age | Days since the bill was received |
All standard fields reflect the latest integrated data in SmartVendor.
2. Extended Fields
Displays any organization-specific or custom fields configured for bills.
- Example: Project Code, Additional Notes
- If no extended fields are present, this section displays "--" or “No Extended Fields”.
3. Line Items
A detailed breakdown of all billed goods or services. Each row (line item) may show:
Table 2. Line Items Fileds
| Field | Example Values |
|---|---|
| Line Number | 1, 2 |
| Description | Consulting Services, Software |
| Service Period Start/End | 01/01/2025, 03/31/2025 |
| Prepaid | Yes, No |
| PO Number / PO Line Number | PO-4382 / 10 |
| Contract Number / Line | CN-352, 5 |
| Line Entity / Line Type | Global Modern Services / Goods |
| Spend Category | Software, Professional Services |
| Cost Center | 10000 Office of CEO |
| Tax Code | TXS1 |
| Rate | $100.00 |
| Quantity | 500 |
| Amount | $50,000.00 |
You may see additional columns per your organization’s configuration.
Figure 1: Bill Details Panel
Tips
Tip 1: Review bill line items for correct categories, PO references, and amounts before payment or reconciliation.
Tip 2: Use the links at the top (Vendor, Purchase Orders) for easy navigation to related records.
Notes
Note 1: Fields and line items shown are based on your organization's SmartVendor integration and data configuration.
Note 2: For audit or compliance, always verify that extended fields and cost centers are filled as required.
Notes Section
The Notes section within the Bill Details panel allows you to view, search, add, and filter both system-generated and user-created notes related to the bill. This supports tracking, collaboration, and auditability.
How to Use Notes:
- Viewing Notes: All notes are displayed in a list within the Notes section. Notes are categorized as either System-Generated or User (manual). You can use checkboxes to filter by note type.
- Searching Notes: Use the search bar to find notes by entering keywords—a quick way to locate specific entries.
- Filtering 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 like "Contains" to narrow results. Click Apply to activate filters.
-
Adding Notes: Click the plus icon beside the search/filter area to add a new user note (if you have permission).
- If no notes are present, “No Data To Display” is shown.
Figure 2. Notes Section in Bill Details
Figure 3. Notes Filter Dialog
Tip:
- Use system-generated notes to track automatic actions; use user notes for recording decisions, exceptions, or other relevant communications about the bill.
Note:
- If you cannot add new notes, you may lack the required permissions. Contact your administrator for access.