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What is a Bill?

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

What is a Purchase Order?

A purchase order (PO) is an official document issued by a buyer to a supplier that details the agreed-upon products or services, quantities, prices, and delivery terms. Purchase Order Workflow 1. Creation - Select vendor and enter basic PO information - Add items and specify quantities - Include delivery expectations and payment terms - Review and submit for approval 2. Processing - PO gets sent to vendor - Vendor confirms order details - Track delivery status - Monitor order fulfillment 3. Completion - Receive and verify goods/services - Match PO with received items - Convert to bill for payment - Close or archive PO System Navigation Accessing Purchase Orders - Navigate to Purchase section in main dashboard - Select Purchase Order tab - View comprehensive list of all POs Overview Dashboard Features - Filter POs by status, date, and vendor - Sort by amount, date, or PO number - View key metrics and pending actions - Access quick actions for each PO Creating and Managing Purchase Orders Adding New Purchase Orders 1. Basic Information - Vendor selection from approved list - PO number (auto-generated or manual) - Order date and expected delivery date - Payment terms and reference numbers 2. Item Details - Product/service selection - Quantity and unit price - Tax rates and calculations - Account allocation 3. Additional Information - Terms and conditions - Special instructions - Shipping preferences - Notes for internal reference 4. Summary and Charges - Subtotal calculation - Apply discounts - Tax computation - Final amount verification Status Management - Draft: Initial creation phase - Sent: Dispatched to vendor - Open: Awaiting fulfillment - Billed: Converted to invoice - Closed: Order completed Converting Documents - PO to Bill conversion - Partial billing support - Multiple bills from single PO - Document linking and tracking Advanced Features Document Management - Clone existing POs - Batch printing options - Email integration - Document history tracking Batch Operations - Mass status updates - Bulk printing - Multiple PO approval - Batch email sending Troubleshooting Guide Common Issues 1. Required Fields - Mandatory field validation - Format requirements - Data consistency checks 2. System Access - Permission levels - User authorization - Session management 3. Data Validation - Numerical accuracy - Date range verification - Vendor information validation Best Practices Management Tips - Regular status updates - Proper documentation - Vendor communication - Approval workflow adherence Documentation - Maintain audit trail - Record changes - Document special terms - Keep communication records Important Notes - Always verify vendor details before submission - Double-check calculations and tax rates - Maintain clear communication with vendors - Regular backup of important POs - Follow company approval hierarchy

What is a Vendor Credit?

A vendor credit is a document that records credits received from suppliers for returned goods or pricing adjustments. It helps manage refunds and adjustments in Sevenledger Vendor Credit Workflow 1. Creation - Navigate to Purchase > Vendor Credit tab in the sidebar - Click "Add Vendor Credit" button - Enter required vendor information and credit details - System generates a unique Debit Note number automatically 2. Basic Information Entry - Vendor Selection: Choose supplier from dropdown - Credit Date: Select when credit was issued - Reference Number: Optional field for external reference tracking - Terms & Conditions: Document any specific agreements - Notes: Space for additional relevant information 3. Item Details Entry - Item Selection: Choose products/services from inventory - Account Assignment: Select appropriate expense account - Quantity and Rate: Enter units and price per unit - Tax Configuration: Apply relevant tax rates - Amount Calculation: System automatically computes based on inputs 4. Financial Details - Subtotal: Automatic calculation of all items - Transaction Discount: Enter any overall credit adjustments - Discount Account: Select account for discount tracking - Total Amount: Final calculated credit value Status Management Available Statuses - Draft: Initial state for new credits - Open: Active credit ready for application - Void: Cancelled or invalid credits Status Actions - Mark as Open: Activate credit for use - Apply to Bills: Link credit to specific vendor bills - Refund Processing: Convert credit to actual refund - Void Credit: Cancel active credits when needed Advanced Features Document Management - Clone Function: Create duplicate credits for similar transactions - Delete Option: Remove incorrect or unnecessary credits - Filtering System: Sort and find credits by date, vendor, or status Credit Application - Bill Selection: Choose eligible bills for credit application - Amount Distribution: Allocate credit across multiple bills - Balance Tracking: Monitor remaining credit amounts Troubleshooting Guide Common Issues - Required Field Validation: Ensure all mandatory fields marked with asterisk - Format Verification: Check numerical entries for correct formatting - Connection Issues: Verify stable internet for saving transactions Best Practices - Verify all credit details before saving - Document reasons for credits in notes section - Regularly reconcile applied credits with vendor statements - Maintain clear communication with vendors about credit status Important Notes - Credits must be marked as Open before application - Refunds require appropriate payment account selection - Regular backup of credit documentation recommended - System automatically tracks credit balance and usage