Use the Bill Management>Enter Bills screen to record bills received from vendors. Enter new bills, edit or review existing bills, or delete bills from this screen. If a prepayment was made towards a bill, this prepayment is indicated on the Enter Bills screen. You can deduct the amount of the prepayment from the total due before the bill is paid.
In addition to entering vendor bills, you can make a regular bill a recurring bill, and enter credit memos for vendors on the Enter Bills screen.
Select Expenses>Bill Management from the main menu to open the Enter Bills screen.
When entering a new bill, select the vendor. Type the first few letters of the vendor’s name in the Select Vendor field to find the vendor you need. (If you don't see the Select Vendor field, click the plus icon on the action bar.)
Note: If there are no existing vendor names matching the letters you type, you can add the vendor.
When adding to or editing an existing bill, select the bill from the list
of recent bills entered.
Enter the amount of the bill.
The process of entering bills is automated based on vendor setup details,
but you can add or edit details as needed. As you enter a line of billing
details, a new line appears, allowing you to split the expense among multiple
accounts, jobs, or departments, or recover some or all of the expense
from a customer.
Select:
Has Inventory Items to track purchases of inventory items for your customers.
Has Job Costing to allocate purchases to jobs you perform for your customers.
Recover Expenses from Customer to
pay the vendor bill and recover the expense from a customer. Select
the customer and invoice number from the Customer and Invoice fields
that appear. If there is no available invoice number, select New
Invoice.
When you save the bill (depending on your selection) a new customer
invoice is generated, or the recover amount is added to an existing
invoice for the customer.
Note: To delete a line item in the details panel, click the X at the end of the row.
If a prepayment was made, select Apply Prepayment to apply the prepayment to the bill. The amount indicated is deducted from the total amount due.
To make the current bill a recurring bill, click Recurring Bill Options from the Related Actions panel.
The Recurring Bill Options dialog box appears. Enter details about the recurring bill in the fields. When it is time to pay this bill, the system automatically generates the recurring bill for you to pay.
Note: If you wish to stop a bill from recurring, deselect Is Recurring, and click OK.
To delete the current bill, click Delete from the Related Actions panel.
You can enter credit memos for credit received from vendors in the Credit Memo view of the Enter Bills screen. You can edit existing credit memos, or delete credit memos already entered in the system.
You must have an open bill from the vendor to apply a credit memo. When you pay the bill, the credit memo appears as a negative amount, and the balance due to the vendor is reduced or zeroed by the credit.
A credit memo is also generated automatically if you create a vendor with an opening credit balance.
Select the Credit Memo radio button on the Enter Bills screen.
Select a vendor and fill in the fields of the Credit Memo view as you would when entering new bills or editing recently entered bills.
As you finish entering the requested information on one line in the details panel of the Credit Memo view, a new line appears, allowing you to split the credit memo among multiple accounts, jobs, or departments.
For an overview of the Bill Management module, see Bill Management. For more information see: