Bills (Purchase Invoices)

See Bills ⛭

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Purchase Invoices (Bills)

Create and Pay Bill from Purchase Order

Pay Bills with Credit Notes

Bills have a working relationship with Suppliers and Workers. They link directly to related documents such as Purchase Orders, Purchase Quotes, and Item Receipts.

Bills List

Use the Action Bar to filter the list:

• List All Bills

• Unpaid Bills

• Overdue Bills

• Not Received Bills

Advanced Search

To search by status:

1. Open the Advanced Search tab.

2. Choose a value from the Status dropdown.

3. Click Search.

Raise a Bill from a Trading Partner (Supplier/Worker)

1. Go to the Trading Partner Record.

2. Select Actions > New Bill.

The Bill inherits data from the Trading Partner record. After saving, it appears under the Transactions tab on that record.

Raise a Bill from a Document

You can create Bills directly from Purchase Quotes, Purchase Orders, or Item Receipts:

1. Open the source document.

2. Highlight the line item to bill.

3. Select Actions > Create Bill.

The new Bill inherits all relevant details from the parent document.

Pay a Bill from an Item Receipt

When a Bill is raised from an Item Receipt, the Link Item Receipt button on the Action Bar provides a direct link back to the receipt.

Pay Bills

Individually

1. Open the Bill.

2. Choose Actions > Make Payment.

3. Select a Payment Method and Pay From Account.

In Bulk

1. On the Bills list, tick the checkboxes for the Bills to pay.

2. Choose Make Payment from the Action Bar.

3. In the dialog, set:

   • Payment Method

   • Payment Date

   • Pay From Account

   • Optionally include Credit Notes and Payment Term Discount.

Status Updates

After payment:

• The parent document’s Status updates to Fulfilled.

• Quantity Billed reflects the amount paid.

• A red box with a red check icon appears next to billed line items. Hover over the icon to see Has Been Billed.

Discount Dates on Bills

Discount Date is a column on the Bills list. It’s hidden by default. To show it: Go to Columns Tab > click “Discount Date” > Perform Search.

Filter/Search: In Advanced Search, there is a Discount Date range filter to find bills eligible for early-payment discounts within a time frame.

Due Date: The last true date a bill can be paid (after this, it’s late).

Discount Date: The last date a bill can be paid and still receive a discount based on the bill’s discount terms.

If a Bill does not have any discount terms, the Discount Date = Due Date

If a Bill does have discount terms then the Discount Date = last day the bill can be paid to receive the discount. The Due Date = the last true date the bill can be paid.

If terms are not set, or if they are set but the quantity of discount days is 0, then the Discount Date will be equal to Due Date.

Printed Documents

The format of the Printed Document (e.g. your company logo, colors, etc.) and which columns are displayed in the Line Item table are configurable. See Document Templates.