> ## Documentation Index
> Fetch the complete documentation index at: https://www.aiaccountant.com/help/llms.txt
> Use this file to discover all available pages before exploring further.

# Item bills and expense bills

> When to review Item Details and when to review Ledger Details, and what to check in each.

Vendor bills fall into two kinds, and each is reviewed in a different section of the bill.

| Use            | When the bill is for | Examples                                                                           |
| -------------- | -------------------- | ---------------------------------------------------------------------------------- |
| Item Details   | Stock items          | Raw materials, traded goods, inventory items                                       |
| Ledger Details | Expenses             | Rent, freight, software subscriptions, repairs, professional fees, office expenses |

Getting this right matters because it decides whether the purchase affects your stock in Tally. An expense booked as an item creates inventory you do not have.

## Item bills

Start with the **Purchase Ledger**. It tells Tally which purchase account the bill posts to, for example Purchase Local or Purchase Interstate.

Then check each line row:

| Field             | What to check                                                                                                                     |
| ----------------- | --------------------------------------------------------------------------------------------------------------------------------- |
| Description       | What was bought, as printed on the bill.                                                                                          |
| Item              | The Tally stock item. If the extracted item name is not mapped to the right stock item, select the correct one from the dropdown. |
| Godown / Location | Where the stock is received. Required when more than one godown is configured in Tally.                                           |
| Quantity          | Should match the bill.                                                                                                            |
| Rate              | Should match the bill. Correct it here if the vendor billed a different price than the master rate.                               |
| Amount            | Calculated from quantity and rate.                                                                                                |

Extraction often gets the item name right but cannot always map it to your Tally item. Check the mapping on every row before approving.

## Expense bills

Review **Ledger Details** instead of item lines.

1. Select the correct expense ledger, for example Rent, Courier Charges, Repairs and Maintenance, or Software Expense.
2. Confirm the amount.
3. Confirm the tax details.

There is no item, quantity, or godown on an expense bill. If the review page is showing item rows for what is clearly an expense, switch to Ledger Details.

## Mixed bills

Some bills carry both, for example goods plus a freight charge. Put the goods on item rows and the freight on a ledger line, so your stock stays accurate and the charge still lands in the right expense account.