The idea of a vendor bill is that there is a payable, or debt, to that vendor. If something is already paid, e.g., coffee at Starbucks, what you have is a payment receipt - and not a vendor bill. There is no payable to Starbucks. Therefore, you should put those expenses through the Expense module and choose Paid by Company. This creates the appropriate impact to the P&L, and not the balance sheet.

You can test this by creating two different representations of the spend: one via vendor bill, and one via expense. Then, evaluate the journal items for each path. You will see that the expense will have just P&L accounts, whereas the vendor bill will have an extra two lines to represent the JE for the payable.

Hello,

Yes, you can directly post a journal entry by selecting the Cash/Bank by Credit Balance and the required Expense Account with Debit Balance.