Bills

Bills

Bills

A Bill is a document which records the receipt of goods and records the liability to the vendor providing the goods or services.


Recording a Bill or an Expense

  1. Navigate to Purchases → Bills.
  2. Click Create.
  3. Choose a Vendor from the list.
  4. Choose the Payment Terms, Vendor Billing Address, and Accounts Payable account. If these fields were previously specified when creating the Vendor record, they will be automatically filled.
  5. Enter the Bill #. (optional)
  6. Click Project and Class tab to enter the Project and Class. (optional)
  7. Click Attach File button to enter a URL of a scanned document or other reference. (optional)
  8. Click Memo to enter a memo. (optional)
  9. Click the Expenses tab and add expenses (optional*, see Adding Expenses to a Bill)
  10. Click the Items tab and add items. (optional*, see Adding Items to a Bill)

*Either 9 or 10 is optional. One of them must be used.

Creating a Bill.

For a bill associated with a purchase order, you may alternatively navigate to the Purchase Order and choose Generate → Bill. A bill will be generated and will auto-fill fields from the Purchase Order.

Recurring Bills. If your company has a bill that is received on a regular basis, a recurring bill may be created. The system will create a new bill with the timespan and parameters specified by the user. See Recurring Templates.

View Bills (list view) 

To view a list of bills in the system, navigate to Purchases → Bills.

From the list view you can:

  1. Sort the list by clicking on a column header.
  2. Create a new Bill.
  3. Find a Bill.
  4. Print a Bill.
  5. Generate a Purchase Return.
  6. Export to Excel by clicking More → Output List.
Bill List View

Viewing an Individual Bill

To view an individual Bill, navigate to the list view by clicking Purchases → Bills. From the list view, double click a column in the cash receipt line.

From the individual Cash Receipt view you can:

Adding Expenses to a Bill

Expenses on a bill are line items that aren’t inventoried. The expense is recorded directly to the expense account.
  1. Click on the Expenses tab.
  2. Click Add.
  3. Choose the Account.
  4. Add the Amount of the expense.
  5. Add a Memo. (Optional)
  6. Choose a Project from the Drop-down list. (optional)
  7. Choose a Class. (Optional)
Click Add button on Expenses tab to add Expenses to a Bill

Adding Item to a Bill

Items on bill refer to goods or services provided for which payment has not yet been made.
  1. Click on the Items tab.
  2. Click Add.
  3. Choose the Item. The description, unit of measure, price and location will auto-fill, if entered previously.
  4. Enter the Quantity.

Accounting

Recording a Bill creates the following transactions in the General Journal:

  • Debits: Expense Account for non-inventoried items or inventory, for inventoried items.
  • Credits: Accounts Payable.

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