Add a bill
Record what the supplier charged you. Pick the supplier, link the purchase order if there is one, set the dates, add the items, then click Add.
Quick add
- Go to Purchase › Bills and add a new bill. Pick the Supplier Name.
- Pick the PO# if the bill is against a purchase order. Its items fill in.
- Check the Bill#, Bill Date, Due Date, Payment Terms and Department, and the Bill From and Bill To addresses.
- Pick the Destination State. If your business tracks stock, choose Material Received Via.
- In the Items table, check each item's Qty and Unit Rate.
- Click Add.
Done. The new bill opens as a PDF beside the list. It is Open (or In Review if an approval applies), with the amount owed shown as its Balance Amount.
Full guide
Every part of the form, top to bottom. Open Fields in a section for the detail.
Supplier and addresses
Pick the supplier. Only Active suppliers can be picked. Their billing addresses are the Bill From choices, and your business unit's are the Bill To choices. A summary line under the supplier shows both; open it to change them.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Supplier Name | Yes | The supplier who billed you. |
| Bill From | Yes | The supplier's address on the bill. |
| Bill To | Yes | Your business unit's billing address. |
Number, purchase order and dates
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Bill# | Yes | The next number in your series. If your business allows it, click the pencil to type your own, for example to match the supplier's invoice number. |
| PO# | No | The purchase order this bill is against. Quantities are tracked against the order. |
| Order Type | No | Shown when your business has order types set up. A drop-ship type skips your warehouse. It cannot be changed after the bill is saved. |
| Bill Date | Yes | The date on the supplier's bill. |
| Due Date | Yes | When payment is due. It follows the Bill Date and the Payment Terms. |
| Payment Terms | Yes | For example Net 30. Choose Custom to enter your own number of days; the days are then required. |
| Department | Yes | Pick from your business unit's departments. |
| Destination State | Yes, unless the supplier is foreign | The state where the goods are received. It is compared with the supplier's state to work out the tax. |
| Delivery Terms | No | Who bears freight, insurance and risk until delivery. Pick one, or choose Custom and type your own. |
| Reference | No | The supplier's invoice number, a PO reference or any other external number. |
When you pick a PO#, the order's items fill in, with a PO Pending Qty column showing what is still unbilled. A purchase order that is Closed, Cancelled or Void cannot be billed. A PO Linked GRN button shows how many goods receipts the order has and opens them.
Material received via
Shown when your business tracks stock. It says where the stock receipt is recorded.
Fields in this section
| Option | Means |
|---|---|
| This Bill | The stock is received as soon as the bill is saved. Pick the Store it goes to, or leave it Unassigned. |
| Separate GRN | The stock is received later, on its own GRN. |
The choice is required. It is not offered, and shows as not applicable, on a drop-ship bill and on a bill of services only, because services never enter stock.
Items
Open the Items table.
Fields in this section
| Column | Required | What to enter |
|---|---|---|
| Item Details | Yes | Pick the item. Each item can appear once. |
| Chart of Accounts | Yes | The account the line is booked to. |
| Qty | Yes | How much the supplier billed. |
| Unit Rate | Yes | The rate on the supplier's bill. |
| Discount(%) | No | A discount on the line. |
| GST Rate (India) / Tax Rate (UAE, United Kingdom) | Yes | The tax rate on the item; pick 0% if it is not taxed. The column has no red star, but an empty rate is refused. Tax Amount and Amount are worked out for you. |
Totals sit under the table. A line booked to a fixed-asset account asks for the asset's details: the depreciation method, the useful life in months and, for written-down value, the annual rate.
Over-billing. If you bill more than is left on the purchase order, a Quantity Exceeding message lists the items and asks you to confirm. You can note Reason for over-billing (optional); it is kept on the bill and shown in its history.
Terms and attachments
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Terms & Conditions | No | The terms printed on the bill. |
| Attachments | No | View Attachments opens the attachment box. Attach the supplier's bill. |
Save, Add or Cancel
Add creates the bill and opens it as a PDF beside the list. Save keeps it as a Draft, and only shows on a new bill or a draft. It checks the same required fields as Add. Cancel leaves without saving.
Problems and fixes
It says to select a supplier, or that the supplier is not active
Pick a supplier from the list. A Blocked, In Review or Suspended supplier cannot be billed. Make it Active first.
It says it cannot create a bill against a Closed, Cancelled or Void purchase order
Reopen the order, or raise the bill without it.
It says the billed quantity exceeds the pending billing quantity
You are billing more than the order allows. Lower the quantity, or confirm the over-billing when asked.
It asks me to select how the material is received
Choose This Bill or Separate GRN in the Material Received Via box.
It says duplicate items are not allowed
An item appears on two rows. Keep one row and add the quantities together.