A bill is a financial document that records purchases from vendors and tracks payment obligations. It serves as an official record of business expenses and helps maintain accurate financial records.
Bill Workflow
1. Creation
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Navigate to Purchase > Bill section
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Click "Add Bill" button
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Enter vendor details and bill information
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Add itemized purchases with quantities and rates
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Include any applicable taxes or discounts
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Save the bill in draft status
2. Processing
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Review draft bill for accuracy
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Mark bill as "Sent" when verified
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Track due dates and payment terms
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Monitor outstanding balances
3. Payment
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Record payments against sent bills
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Update payment status
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Mark bills as "Paid" once settled
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Maintain payment history
Navigating Bills
Accessing Bills
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Use left sidebar to access Purchase section
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Select Bills tab for bill management
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View list of all bills with key information
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Sort and filter bills by various criteria
Overview Dashboard
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Monitor total outstanding bills
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Track upcoming payment due dates
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View bills by status (Draft/Sent/Paid/Void)
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Access quick actions for bill management
Creating and Managing Bills
Adding New Bills
1. Basic Information
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Select vendor from approved vendor list
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Enter unique bill number (auto-generated)
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Specify bill date and payment terms
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Set appropriate due date
2. Item Details
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Select items from product/service catalog
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Specify quantity and unit rate
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Choose correct expense account
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Apply appropriate tax rates
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Add multiple items as needed
3. Additional Information
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Include relevant terms and conditions
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Add notes for internal reference
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Attach supporting documents
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Specify custom fields if required
4. Summary and Charges
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Review subtotal calculations
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Apply transaction discounts
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Select discount account
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Verify final total amount
Status Management
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Draft: Initial bill creation
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Sent: Verified and approved bills
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Paid: Fully paid bills
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Void: Cancelled or invalid bills
Converting Documents
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Clone existing bills for recurring purchases
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Convert purchase orders to bills
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Maintain document relationships
Advanced Features
Document Management
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Attach supporting files
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Maintain audit trail
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Track document versions
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Export bills in various formats
Batch Operations
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Process multiple payments
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Update status in bulk
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Export bill reports
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Archive old records
Troubleshooting Guide
Common Issues
- Required Fields
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Ensure all mandatory fields are completed
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Verify vendor information is accurate
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Check account selections are valid
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Confirm tax calculations are correct
- System Access
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Verify user permissions
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Check internet connectivity
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Clear browser cache if needed
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Contact support for persistent issues
- Data Validation
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Ensure dates are in correct format
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Verify numerical entries are valid
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Check for duplicate bill numbers
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Validate tax calculations
Best Practices
Management Tips
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Review bills regularly
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Maintain organized vendor records
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Track payment deadlines
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Reconcile bills with purchase orders
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Keep detailed notes and attachments
Documentation
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Save supporting documents
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Record payment confirmations
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Document special terms
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Maintain communication records
Important Notes
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Always verify bill accuracy before marking as sent
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Regularly reconcile bill payments
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Monitor payment due dates
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Keep vendor information updated
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Maintain proper documentation for audit purposes