Mandatory Reference For Vendor Bills Before Posting

Vendor bill management requires both accuracy and consistency to avoid accounting discrepancies and payment errors. The Silverdale Mandatory Reference for Vendor Bills enhancement takes this to the next level by not only requiring a Bill Reference before posting, but also ensuring that each Bill Reference is unique per Vendor.

This prevents accidental duplicate entries—such as reposting the same invoice twice—and adds a layer of validation that improves compliance with audit and reconciliation procedures.

Key Features

• Bill Reference is mandatory before posting a Vendor Bill.
• ​Duplicate Bill References are blocked per Vendor.
• Clear error message is shown when trying to save a bill with a repeated reference.
• Ensures clean accounting records and prevents overpayments or duplicate entries.
• Fully compatible with vendor bills created from Purchase Orders, manual entry, or contact-level billing.

User Workflow

1. Go to Purchases > Vendor Bills or Accounting > Bills.
2. Create a new Vendor Bill and enter a Bill Reference.
3. When attempting to post the bill:
   • If the reference is new → the bill posts successfully.
   • If the reference already exists for the same vendor → the system shows a blocking error and prevents saving.
4. To proceed, the user must enter a unique Bill Reference.

Benefits

• Prevents duplicate payments and accounting errors.
• Supports audit readiness by ensuring each bill is traceable and distinct.
• Helps enforce vendor billing policies and internal financial controls.

This enhancement ensures both completeness and uniqueness in vendor billing workflows, strengthening your AP process and preventing costly errors.