How to View Bills
Overview
The Bills view provides complete visibility into supplier invoices, payment obligations, and fulfillment tracking. This guide explains how to access bill information, understand status indicators, and monitor payment schedules effectively.
Accessing Bills View
Method 1: From Bills List
- Navigate to Purchase > Bills
- View Bills page displays all bills
- Locate bill using:
- Scroll through the list
- Search by bill number, supplier name, or PO number
- Sort by clicking column headers
- Click on bill row to expand details
- Click (▼) arrow to expand inline view
Method 2: From Dashboard/Approvals
- Click pending bill from Dashboard widget
- Or access from Approvals section
- Opens bill detail view directly
Understanding List View
Main Table Columns
| Column | Information Shown | Purpose |
|---|---|---|
| Bill# | Supplier's invoice number | Unique identifier for bill |
| PO# | Linked purchase order number | Shows "-" if direct purchase; PO number if linked |
| Bill Date | Invoice date (DD-MM-YYYY) | When supplier raised invoice |
| Due Date | Payment due date (DD-MM-YYYY) | When payment is due; overdue dates need attention |
| Supplier Name | Vendor name | Who to pay |
| Department | Cost allocation department | Tracks departmental expenses |
| Amount | Total bill value including tax | Payment obligation amount |
| Status | Payment status with color badge: - Teal: Open/Unpaid - Orange: Partial Paid - Yellow: In Review | Current payment state |
| Payment Terms | Payment conditions (Net 30, Net 60, etc.) | Credit period agreed |
| GST Number | Supplier's GSTIN | Tax compliance verification |
| Dispatch Status | Delivery tracking icon | Shows if goods delivered/pending |
| Action | Quick action icons | 👁️ View, ✏️ Edit, ⋯ More options |
Expanded Detail View
Click on bill row to expand and view detailed information across tabs:
Tab Navigation
Items Tab - Line items in the bill
- Item details with quantities
- Unit prices and amounts
- Tax breakdown per line
- Discount applied (if any)
Purchase Order Tab - Linked PO details (if applicable)
- PO number and date
- Expected delivery date
- Total PO amount
- PO and dispatch status
- Billing percentage completion
Payment Mode Tab - Payment information
- Payment method used
- Transaction details
- Payment reference numbers
- Payment dates
GRN Tab - Goods receipt information
- GRN numbers linked to bill
- Receipt dates and quantities
- Acceptance status
Documents Tab - Attached files
- Invoice copies
- Delivery challans
- E-way bills
- Inspection reports
- Other supporting documents
Slide-Out Detail Panel
Clicking a bill row opens right-side panel showing:
Header Section
- Supplier Info:
- Business name with initial icon
- GSTIN with scheme type
- Complete registered address
- Bill Details:
- Bill number with status badge
- Bill date and amount
Supplier & Billing Details
- Supplier Details: Full business name and address
- Billing Address: Your company's billing location with GST
Bill Information
- Payment Terms: Net 30, Net 60, etc.
- PO#: Linked purchase order (or "-" if none)
- Reference: Internal reference if provided
- Due Date: Payment deadline
Line Items Table
| Column | Details |
|---|---|
| # | Serial number |
| Item & Description | Product name with full description |
| HSN/SAC | Tax classification code |
| Qty | Billed quantity |
| Rate | Unit price |
| Discount | Discount percentage (if applicable) |
| IGST | Tax amount (IGST or CGST+SGST) |
| Amount | Line total |
Totals Section
- Sub Total: Amount before tax
- IGST (or CGST+SGST): Tax amount
- Total: Final bill value
Authorized Signature
- Digital signature display (if enabled)
- Signatory details
Panel Actions
- Edit: Modify bill (if status allows)
- ⋯ More: Additional options
- Download PDF
- Delete
- Attach documents
- ✕ Close: Close detail panel
Status Indicators
Status Badges and Meanings
| Status | Color | Meaning | What to Do |
|---|---|---|---|
| Open/Unpaid | Teal/Cyan | Bill created, payment pending | Schedule payment before due date |
| Partial Paid | Orange | Part payment made, balance pending | Track remaining amount, schedule balance payment |
| In Review | Yellow | Pending approval | Wait for approver action or follow up |
| Paid | Green | Fully settled | No action needed, archived for records |
Purchase Order Tab View
When bill is linked to a PO, the Purchase Order tab shows:
PO Information Table:
| Field | Description | Purpose |
|---|---|---|
| PO# | Purchase order number | Reference to original order |
| PO Date | When PO was created | Order timeline tracking |
| Expected Delivery | Planned delivery date | Compare with actual delivery |
| Total Amount | PO value | Compare with bill amount for variances |
| PO Status | Order fulfillment state | Shows "Fully Fulfilled" with green badge when complete |
| Dispatch | Delivery progress | Progress bar showing completion % (e.g., 16% with teal bar) |
| Billing | Billing completion | Progress bar showing billed % (e.g., 100% with green bar) |
Progress Indicators:
- Dispatch Bar: Shows percentage of goods dispatched/delivered
- Billing Bar: Shows percentage of PO value billed
- 100% green bar means fully complete for that metric
Search and Filter Options
Search Functionality
Search Bar (top of list):
- Search by bill number: Type "BILL#1" or supplier's bill reference
- Search by supplier name: Type "ENVOGUE" or "KOLORS"
- Search by PO number: Type "PO-1009"
- Real-time filtering as you type
Column Sorting
Click column headers to sort:
- First click: Ascending order (↑)
- Second click: Descending order (↓)
- Third click: Remove sort
Commonly Sorted By:
- Due Date: Find overdue payments (oldest first)
- Bill Date: Track latest invoices
- Amount: View high-value bills first
- Status: Group by payment state
- Supplier Name: Organize by vendor
List View Display Options
Card View (Left Panel)
Bills can be displayed in card format showing:
- Supplier Name: Bold header
- Bill Details: Bill number, date, delivery date
- Amount: Large display on right
- Status Badge: Color-coded payment status
Example Card:
Envogue ₹11,800.00
1 • 01-10-2025 [Unpaid]
Delivery Date 31-10-2025
Table View (Main Panel)
Standard grid layout with all columns visible and sortable.
Quick Actions Menu
Click (⋯) in Action column for options:
Available Actions:
- Download PDF: Export bill as PDF document
- Delete: Remove bill (if no payments made)
- Attach: Add supporting documents
You can't delete or reduce a bill whose stock has been used, or moved to another store or condition. Cancel what used or moved it first. You can still reduce it down to what was used. A serial-numbered item is always costed at the price it came in at. Once some of a line's stock has been used, its store and condition can't be changed.
Understanding Payment Tracking
Payment Status Meanings
Open/Unpaid:
- Bill recorded but no payment made
- Appears in payment queue
- Due date tracking active
- Action needed before due date
Partial Paid:
- Some payment made, balance pending
- Shows partial payment details in Payment Mode tab
- Balance amount tracked
- Second payment needed
Paid:
- Fully settled
- Payment details in Payment Mode tab
- No further action needed
- Archived in paid bills report
Dispatch Status Indicators
Icon in Dispatch Status Column:
- Icon present: Delivery/dispatch tracking enabled
- "-" or blank: No dispatch tracking
Purpose:
- Monitor goods delivery progress
- Cross-verify with Purchase Order dispatch percentage
- Track fulfillment completion
Column Customization
Click Action icon in header to customize:
Column Settings Panel:
- Drag to reorder columns
- Check/uncheck to show/hide
- "Select All" to enable all
- "Reset to Default" to restore
Available Columns:
- Bill#, PO#, Bill Date, Due Date
- Supplier Name, Department
- Amount, Status
- Payment Terms, GST Number
- Dispatch Status
View Scenarios
Scenario 1: Checking Payment Due Today
- Open Bills list view
- Sort by Due Date (oldest first)
- Look for today's date in Due Date column
- Check Status - prioritize "Unpaid" bills
- Expand bill to verify amount
- Proceed to create payment
Scenario 2: Verifying Bill Against PO
- Receive supplier invoice
- Search bill by bill number or supplier
- Expand bill detail view
- Switch to Purchase Order tab
- Compare:
- PO amount vs Bill amount
- Items ordered vs items billed
- Prices on PO vs prices on bill
- Check Items tab for line-by-line comparison
- Flag discrepancies to purchase team
Scenario 3: Tracking Partial Payments
- Locate bill with "Partial Paid" status
- Expand detail view
- Go to Payment Mode tab
- Review payment history:
- Payments made so far
- Payment dates and amounts
- Balance pending
- Calculate remaining amount
- Schedule balance payment
Scenario 4: Monitoring Overdue Bills
- Sort bills by Due Date (oldest first)
- Identify bills where Due Date < Today
- Check Status column for "Unpaid"
- Note amount and supplier
- Prioritize by:
- Amount (high value first)
- Supplier relationship importance
- Late payment penalty terms
- Expedite payment processing
Linked Document Access
From Bills to Related Sections
Navigate to Purchase Order:
- Click PO# in list view or detail panel
- Opens linked PO in new view
- See full order details
Navigate to Payment:
- From Payment Mode tab
- Click payment reference number
- Opens payment transaction details
Navigate to GRN:
- From GRN tab
- Click GRN number
- See goods receipt details
Mobile/Responsive View
List View on Mobile:
- Card view default on small screens
- Essential info visible: Supplier, amount, status
- Tap card to expand full details
- Swipe for additional cards
Detail Panel on Mobile:
- Opens full screen
- Tabs stack vertically
- Touch-friendly navigation
- Swipe down to close
Print and Export
Download Bill PDF
- Click (⋯) More options
- Select "Download PDF"
- System generates formatted bill document
PDF Contents:
- Company letterhead (if configured)
- Bill number and date
- Supplier details with GSTIN
- Complete item table with HSN, quantities, prices
- Tax breakup (CGST/SGST/IGST)
- Total amount payable
- Payment terms and due date
- Authorized signature (if configured)
Use Cases:
- Share with approvers
- Attach to payment vouchers
- Archive for audit
- Send to accounts team
Troubleshooting View Issues
Issue: Bill not appearing in list
- Check search filters or terms
- Verify date range (if filter applied)
- Check if bill status is archived
- Refresh page (F5)
- Verify user permissions
Issue: Cannot expand bill details
- Browser compatibility check
- Clear cache and cookies
- Try different browser
- Check internet connection
Issue: Tabs not loading data
- Wait for complete page load
- Check network connectivity
- Verify related data exists (PO, GRN, etc.)
- Contact support if persistent
Issue: Status not updating after payment
- Refresh the page
- Check if payment properly linked to bill
- Verify payment amount matches bill
- Contact finance team to verify payment posting
Issue: Dispatch status not showing
- Verify GRN created for the PO
- Check if goods receipt recorded
- Confirm delivery tracking enabled
- May show "-" if not applicable
Key Metrics to Monitor
For Finance Team
Daily Monitoring:
- Bills due today (Due Date = Today)
- Overdue bills (Due Date < Today, Status = Unpaid)
- Total payables (sum of all Unpaid bills)
Weekly Review:
- Bills received this week (Bill Date filter)
- Payment commitments (next 7 days due dates)
- Vendor-wise outstanding (group by Supplier)
Monthly Analysis:
- Total bills booked (monthly total)
- Average payment cycle (Bill Date to Paid date)
- Discount utilization (early payment discounts captured)
For Purchase Team
PO Matching:
- Bills without PO (PO# = "-")
- Price variances (PO amount ≠ Bill amount)
- Quantity variances (Items tab comparison)
Vendor Performance:
- On-time deliveries (Expected vs Actual)
- Invoice accuracy (bills needing corrections)
- Document compliance (missing attachments)
Tips & Best Practices
Pro Tips
Sort by Due Date daily to identify payment priorities - prevents late payment penalties and maintains supplier relationships
Use Purchase Order tab to quickly verify 3-way match - ensures bill matches PO and GRN before payment approval
Monitor Dispatch Status column for delivery tracking - helps identify bills for goods not yet received requiring follow-up
Check Payment Mode tab before creating payments - prevents duplicate payments for partially paid bills
Review bills with no PO link periodically - ensures all purchases follow proper procurement process and authorization
Related Actions
From View screen, you can:
- Edit Bill: Click edit icon (if status allows)
- Make Payment: Navigate to Payment Made, link bill
- Download PDF: Export for records or sharing
- View Linked PO: Click PO# to see order details
- Check GRN: Review goods receipt status
- Attach Documents: Upload additional supporting files
Need help? Contact support at support@bizconnekt.com