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/Kit - click to toggle between a description/item/kit 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.