Bills may be entered from the Bills List (Accounts Payable > Bills > New Bill) or from a Vendor record on the Bills tab.
To enter a manual bill, navigate to Accounts Payable > Vendors. The Vendors list will be displayed. Click on the hyperlink of the desired vendor for the bill.
The Vendor record will be displayed. Click on the Bills tab, and then click on the New Bill button.
The New Bill page will be displayed. The Bill page is comprised of two panels at the top, and four tabs in the lower area.
- Upper Left Panel – As Items, Parts, or Part Kits are added to the bill, these amounts are automatically updated.
- Upper Right Panel – This panel is considered the header of the bill. Each data entry field will be described below.
- Tabs Panel – Users may add any combination of Items, Parts or Part Kits to the bill. The memo field is for internal company information only.
Data Entry Fields
Bill Header Information
- Vendor – This field will auto-fill with the Vendor Name.
- Purchase Order – If the bill is associated with a purchase order, make a selection from the drop-down list.
- Ref. Number – This field is for the vendor’s invoice number.
- Resolved PO – If the bill is associated with a purchase order, and this bill completes the PO, set the toggle button to Yes.
- Work Order – If the bill is associated with a work order, make a selection from the drop-down list.
- Warehouse – This field is for future development.
- Direct Expense – If the items on the bill are being direct expensed, set the toggle button to Yes.
- Term – Select the payment terms for the bill.
- Bill Date – This field will default to today’s date – enter the actual date from the vendor’s invoice.
- Due Date – The due date will automatically be calculated based upon the Term selected and the Bill Date entered. This date may be overridden if necessary.
- Total Amount – Once all items, parts, and/or part kits have been entered, enter the total amount of the bill which is displayed in the upper left panel of the bill page.
Once the header information has been entered, the user may begin adding items, parts, and/or part kits.
Add Items to the Bill
Click on the Items tab, and then click on the Add Items button.
The Add Items page will be displayed. Check the box to the left of each item to add to the bill. When finished, click on the Add Items button at the bottom of the page.
The selected item(s) will be displayed in the grid area. The quantity will default to 1, and the rate will default to zero.
Click on the Edit button to open the Item Edit form. Fill in the three fields on this form, and then click on the Save button when finished. The description field is optional.
Add Parts to the Bill
Click on the Parts tab, and then click on the Add Parts button.
The Add Parts page will be displayed. Check the box to the left of each part to add to the bill. When finished, click on the Add Parts button at the bottom of the page.
The selected part(s) will be displayed in the grid area. The quantity will default to 1, and the rate will default to zero.
Click on the Edit button to open the Part Edit form. Fill in the three fields on this form, and then click on the Save button when finished. The description field is optional.
Add Part Kit to the Bill
Click on the Part Kits tab, and then click on the Add Part Kits button.
The Add Part Kits page will be displayed. Check the box to the left of each part kit to add to the bill. When finished, click on the Add Part Kits button at the bottom of the page.
The selected part kit(s) will be displayed in the grid area. The quantity will default to 1, and the rate will default to the rate setup on the Part Kit setup.
To edit the quantity or Rate, click on the Edit button. The Part Kit Edit form will be displayed. Fill in the two fields on this form, and then click on the Save button when finished.
Add a Memo to the Bill
Clicking on the Memo tab opens a large text field to enter information pertinent to the bill. The text entered is for internal company use. A maximum of 250 characters is allowed.
