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.