Intro – Bill #

A bill is a document issued by a vendor that indicates the amount your company owes, along with a detailed description of the products or services purchased.

• Bill is a posting transaction. It also updates inventory status.
• Bill can include more than 1 purchase order or 1 receive items when creating a new bill.
• You can create a template from an existing bill for reuse.
• The recurring bill feature is supported.

Create a Bill #

• Go to Purchase on the left sidebar, and select Bills
• Click Add New button in the top right corner.
• On the new bill page, fill in the following fields
  • Bill number is an auto generated number.
  • Vendor: Choose the vendor associated with this bill.
  • Date: default is today.
  • Due Date: System calculates the due date based on the bill date and payment term.
  • Currency: The transaction’s currency is automatically filled with the value defined in the vendor’s record.
  • Terms: Automatically filled with the value defined in the vendor’s record.
  • Reference: optional
  • Draft: Select this option to save the bill as a draft.

• • Expenses tab
    • Enter bill’s details in Expenses tab for expense item
    • Click “Add Line” button to add new detail line or click “Open Dialog” button to add detail line in the dialog.
    • Account: Select expense account to track the expenses.
    • Description. Maximum characters: 4096.
    • Amount: Enter the amount billed.
    • Taxable: Select this option if the expense is taxable.
    • Billable: Select this option if you plan to bill a customer for the expense.
    • Customer: If above option is selected, choose a customer you will bill.
    • Project: Select the customer’s project, if applicable.

• • Items tab
    • Enter bill’s details in Items tab for product or service item
    • Click “Add Line” button to add new detail line or click “Open Dialog” button to add detail line in the dialog.
    • Item. Select an item from the dropdown list. If the item is missing or not found, you need to create new item in Items -> Items app.
    • Description. Automatically filled when you select an item. You can edit it as needed. Maximum characters: 4096.
    • Quantity: Enter quantity.
    • Uom: Default unit of measure is Ea (each).
    • Unit Cost: Auto filled when you select an item, or you can enter it manually.
    • Amount: Equal to quantity multiplied by the unit cost. You can edit the amount, and the unit cost will be recalculated.
    • Taxable: Select this option if the item is taxable.
    • Billable: Select this option if you plan to bill a customer for the item.
    • Customer: If above option is selected, choose a customer you will bill.
    • Project: Select the customer’s project, if applicable.

• • Shipping: Enter any additional shipping expenses, if applicable.
  • Is Shipping Taxable: You can choose whether the shipping expenses is taxable or not.
  • Tax Code: Select a tax code from the predefined codes. These must be set up under Tax → Tax Code.
  • Tax Rate: Auto filled when tax code is selected.  Tax rate field is editable, and system use it to calculate the excluded tax.
  • Excluded Tax: This is a calculated field and cannot be edited.
  • Tax Option: Tax Exclusive, Tax Inclusive or No Tax.

• • Account tab
    • Post with cost breakdown by item: Select this option if you want to have detail of cost breakdown by item in transaction journal.
    • Payable Account: Tracks the amount the company owe to a vendor.
    • Shipping Account: If your company treats shipping costs as an expense, enter the shipping account in this field. Leave it empty if you prefer to include shipping costs in the total cost of purchased items.
    • Variance Account: If you received goods without bill with Receive Items for let say $100. And later receive a bill from the vendor, you create a bill for $105. The $5 amount is a purchase variance that need to be tracked.
    • Rounding Account: If posting process come across a $0.01 unbalanced journal, the system will tell you to provide this account to resolve the issue.
    • Exchange Gain/Loss Account: System records foreign exchange gain/loss when exchange rate of payment and bill is different.

• • Location tab
    • Site Location: acci.cloud supports multiple sites/locations. Select the site location where the goods or services are delivered. If no site/location is set up, just leave it empty.
    • Dropship: Select this option if the goods are shipped directly from the supplier to the customer without passing through your company’s inventory. Since the company does not handle or store the items, inventory levels will not be updated when this option is selected.

• • Vendor Address tab
    • All address and contact fields are auto filled when vendor field is selected.

• • Memo tab
    • Vendor Message: Select message from the list. You may add a new message if needed.
    • Memo: Up to 1000 characters.

• • Import tab
    • This is an imported bill: You can import multiple bills from Home → Import -> Import Bills. Alternatively, you can create an imported bill the same way as a normal bill, with this option selected. An imported bill does not create a transaction journal or update stock level.
    • Legacy Bill Number: Enter the bill number of previous accounting system if any.
    • Open Amount: Enter the outstanding balance on the bill that has not yet been paid.

• Click Save