Bills

Use Bills when you receive an invoice or a credit memo from a vendor and wish to pay the document at a later date. When you are ready to pay the bills that you have entered in this screen, use Pay Bills to select the bills for payment or apply a vendor credit against an open balance.

To enter a vendor bill or credit, complete the following steps:

  1. Access the Bills application from the Financial/Accounts Payable menu and click on New in the Bills List screen to enter a new transaction.

  2. Type will default to "Bill" and you just need to press Tab. NOTE: If you are entering a credit to reduce the amount you owe the vendor, change the Type to "Credit Memo" and follow the instructions below.

  3. Select the Vendor from whom you received a bill and press Tab. As you enter a Vendor in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of vendors. Scroll down the list until you find the desired vendor and click to retrieve it for the bill.

  4. After you select a Vendor, the Date will default to the current business date and the Terms will default to the Vendor's Default Terms. Upon Save, the Due Date will be calculated using the Document Date and the Terms.

  5. You can enter a Description of the expense that will provide information to other system users and a Reference number that ties the bill back to the vendors system.

  6. Select an Account and press Tab. As you enter an Account in the Type-Thru drop box, the system will find the best match. You can also click on the down arrow at the right of the drop box to display the full list of AP Accounts. Scroll down the list until you find the desired AP Account and click to retrieve it for the bill.

  7. Enter the total amount of the bill in the header section.

  8. Optionally, you may select a Class or enter additional notes about the bill in the Notes tab.

  9. By default, Active will be checked. If you uncheck the Active field, the bill will not update the Vendor's balance or have any impact on your company's financials and the bill will not be available for Payment Selection in the Pay Bills application.

  10. Fill in the bill detail lines. You must select an Account and enter an Amount. Enter as many transactions lines as you need. If you are entering a bill for inventoried items, select an Item and the appropriate expense account will default, as well as the item's unit cost. Also enter the item quantity and the total amount for the quantity.

  11. Optionally, you may select a Class, Customer (if the expense is related to a specific customer), 1099 Box or enter descriptive text for each transaction in the Memo field.

  12. If the expense is taxable, check the Taxable field at the end of the transaction line.

  13. When the sum of the transactions equals the Amount of the bill, click on Save to save the Vendor Bill.

  14. If the sum of the transactions does not equal the Amount of the bill, the document will be saved with with an inactive status (Active unchecked) and will not update the Vendor's balance or have any impact on your company's financials. Correct the out of balance condition and press Save again.

Complete the following steps to generate a bill for items you previously received items in inventory.

  1. Access the Bills application from the Financial/Accounts Payable menu and click on New in the Bills List screen to enter a new transaction.

  2. Type will default to "Bill" and you just need to press Tab.

  3. Select the Vendor related to the item receipt.

  4. Select the Item Receipts button in the toolbar.

  5. The open item receipts for the vendor will display in a separate screen and you may select one or more item receipts to load into the bill.

  6. Click Apply to generate transactions in the new bill from the selected item receipt(s).

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