Bills

Created by Travis Lander, Modified on Thu, 28 Sep, 2023 at 1:59 PM by Travis Lander

Description

Create, approve, edit, and manage Bills in Accounts Payable from here:

Add Bill

Enter all required fields and click submit. You can also click the down arrow next to the submit button and click 'Submit and New' to open a new blank Bill to complete.

Required Bill Fields

Vendor - Vendor for the Bill (click the + icon to Add New Vendor).
Invoice Date - Date of the Bill.
Posting Date - Journal posted date of the Bill.
Location - Location to post the Bill to.
Due Date - Date the Bill is due.
Currency - Currency Bill is created in.
AP Account - Ledger Account to use as the Accounts Payable side of the Journal Entry.

Optional Bill Fields

Reference - Bill Reference field.
Intercompany Location - Intercompany Location to post the Bill to.
Purchase Order - Link to an existing Purchase Order.
Notes - Long form text field for extra information regarding this Bill
Attachments - Add one or more files to the Bill.

Bill Line Item Fields

Item/Description - click to toggle between a description/item line item.
Cost Center - The line items associated cost center
Product - The line items product.
Expense Account - if the line item is a description type, this will be the alternate side of the journal entry from the AP Account
Quantity - Number of items.
Amount - Price per item.
Tax Code- Select the tax code to apply a percentage tax to the Bill.
Tax Amount - Populated from the Tax Code or manually entered.
Total (calculated) - Quantity * Amount + Tax Amount

Bill Individual Actions

The following are available from the Actions column on the far right of the table:

Attachments - Click to view a list of the Bills attachments and download.

Approve - Click to approve the Bill. This does the following:

Set the Bill to status 'approved'
Posts Bill associated Journal Entries

Create IC Document Journal - Click to create an IC document Journal Entry for this Bill.

Edit - Update Bill fields.

Void - Void Bill. This does the following:

Sets the Bill to status 'voided'.
Posts a Journal Entry reversing the issued entry.
Note: Void function available for Bills in Approved status, paid Bills require the Payment document to be first deleted or voided.

Delete - Delete this Bill. (Available for Bills in created status)

Details - Click the Bill number to view the Bill's detail page:

Bill Bulk Actions

Approve Selected - Any selected Bills will be approved. If a Bill is selected that cannot be approved it will be skipped.
Delete Selected - Any selected Bills will be deleted. If a Bill is selected that cannot be deleted it will be skipped.
Void Selected - Any selected Bills will be voided. If a Bill is selected that cannot be voided it will be skipped.

Bill Table Actions

Filters - Filter what appears in the table based on one or more fields available in the table.
Saved Views - You can create a set of filters that you would like to save to be able to quickly filter a table.
Column Selector - Hide and reveal extra columns and the number of rows visible in the table per page.
Export - Table data can be exported using the export button at the top of the table.

Important Considerations

When a Bill is created, its status is 'created', and associated Journal Entries are created in 'draft' status.
A Bill's Journal Entries cannot be modified, you must edit the Bill itself and the associated Journals will be updated.
Once a Bill is approved, the Journal Entries will be posted.