View and manage a bill
See what you owe each supplier and what has arrived against each bill. Everything starts from Purchase › Bills.
Video coming soon: Tour of the Bills listThe list
Each row is one bill. By default you see Bill#, Bill Date, Supplier Name, Due Date, PO#, Status, Amount, Balance Amount and Inward Status. Use the column chooser in the table header to show Department, Reference, Payment Terms, Order Type, Delivery Terms, the supplier's GST Number (India) / VAT TRN (UAE) / VAT Number (United Kingdom), the billing address, who created or updated it and when, and the stock location. You can sort by Bill#, Bill Date, Supplier Name, Due Date, PO#, Status, Amount, Balance Amount, Created At and Updated At.
Search and filter
Use the search box at the top of the page; on the results you can narrow by a date range. If you have set a go-live date, an Old documents filter above the list shows All, Only old or Hide old bills, for bills dated before go-live.
Import and export
Click the upload icon in the list footer to open the Bulk Import page for bills. You can also reach it from the command palette as Bulk Import Bills. Importing needs create access to Bulk Import as well as to bills. The list has no spreadsheet export; download or print each bill as a PDF from its row menu or the open bill.
Balance Amount is what is still owed on the bill. Inward Status shows how much of the billed goods has been received.
Click the arrow at the start of a row to open its tabs.
Tabs under each bill
| Tab | Shows |
|---|---|
| Items | The billed lines. |
| Purchase Order | The order the bill is against: number, date, expected delivery, total, status, and its dispatch and billing progress. |
| Payment Made | Payments against the bill: number, date, total and status. |
| GRN | Goods receipts for the bill: number, date, received date, total, status and accepted. |
| Purchase Return | Returns made against the bill: number, date, total and status. |
| Approval | Where the bill is in the approval workflow, when one applies. |
| Documents | Files attached to the bill. |
Open a bill
Click View on a row. The bill opens as a PDF beside the list, with its attachments and chat. Download or print it from there.
Edit a bill
Click Edit on the row, or in the PDF view. The form is the one you used to add the bill, with Update in place of Add. A draft also keeps its Save button. See the Full guide for every field.
You can edit an Open, Draft or Rejected bill. A locked bill cannot be edited. Neither can a bill that has a debit note against it: the message names the note, and you delete or void it first. Without edit permission the Edit button is not shown. Where it is greyed out, hover it for the reason.
A bill that capitalized a fixed asset which has since been depreciated or disposed cannot be changed until those depreciation runs or the disposal are reversed.
Row menu
Open the three-dot menu at the end of a row.
- Make Payment opens the payment form for the bill. It shows on Open and Partial Paid bills.
- Mark as Paid writes off a small balance left on the bill. See below.
- Attach adds files to the bill.
- Delete removes the bill. It is offered only on Open and Draft bills.
The menu shows only to roles with enough bill permission.
Mark as Paid
Use this when a small amount is left over, for example a rounding difference, and you will not pay it. It shows when the balance is greater than zero and no more than 5% of the bill, for roles with edit permission. A confirmation, Write off the remaining balance?, states the amount. Confirming posts it to your ledger as a write-off and marks the bill Paid. No payment is recorded and no money moves. If your chart of accounts has no write-off account, you are told to create one.
Video coming soon: Pay a bill and write off the roundingOn the mobile app
The mobile app has an Add and Edit Bill screen, reached from the add actions in the workspace, and you can download a bill's PDF there.
Problems and fixes
Edit is greyed out or missing
Missing means your role cannot edit bills. Greyed out means the bill is locked, or is paid or part paid. A debit note against the bill greys out Edit in the PDF view only. From the list, Edit stays active and saving is refused, with a message that names the note. Delete or void the note first.
Mark as Paid does not show
The balance is zero, the bill is already Paid or a Draft, or the balance is more than 5% of the bill. Pay the bill with Make Payment instead.
Delete is not offered
Only Open and Draft bills can be deleted. Delete also disappears on an Open or Draft bill that is locked by a linked document, and is greyed out when the bill is matched to a bank statement. Hover it for the reason.
Balance Amount does not match what I paid
Open the Payment Made tab to see every payment against the bill, and the Purchase Return tab for returns that reduced it.