Bills Overview

The Bill form is used to Create New Bills or Expenses from your vendors.  This form is also used to post and update your general ledger on the purchase transaction you made.  When purchasing inventory items, you need first to create a Purchase Receipt where inventory items are to be received and where inventory stock is updated.

Many companies choose to use the Bill Items Tab in relation to Inventory related transactions, and, use the Bill Expenses Tab for non-Inventory related transactions such as paying utility bills.
 

This form can be used to add, edit or delete records in the Bills form.  To add new Bills, simply click the New button at the top of Bills form.  To get to the Bills form you may click on the New Bill topic in the Purchases menu.  See: Create New Bills.  If you need to edit existing Bills, just click on the Bills topic in the Purchases menu which will bring you to the Find form for Bills.  Select the record you want to edit and make any necessary changes to the fields for that record.  If the Bill is posted it will be necessary to unpost it prior to making any changes.  For complete details on all the field descriptions for this form and a step by step guide on how to enter new Bills. See: Adding Bills

You will notice at the top of this form five tabs, which help group the vendor order information better.  It is like having five forms connected together for each vendor's Bill.  You will also notice that, except for the Items tab at times, the Order Number, Vendor ID, Transaction Type, Date, Currency and A/P Account fields at the top of the form remain there in each of  the tabs so you always know what vendor's Bill you are working on when switching between the tabs.  The four tabs are listed below and described in detail in other areas of the documentation.

The General Tab is where you may review and enter General Bill information.  See: Adding Bills.

The Order History Tab displays the complete history of the selected transaction.

The Bill History Tab displays all the transactions that you have placed for the selected vendor.

The Item Tab is where you have another area to enter and review Bill information.  See: Bill Items Tab and Adding Bills

The Misc Tab is where you have another area to enter and review Bill information yet this is for non-Invoice related transactions such as utility bills for example.  See: Bill Misc Tab and Adding Bills

The record navigation buttons at the bottom of the form are used to move from one record to another.  It also displays how many records are in the Bill form and what record you are currently on.  Clicking on one of the four buttons will navigate you through your existing data.  You may use the Find  button to find a specific record.

There are several helpful options that can be set in the Company Preferences form to help make data entry easier and faster.  One great feature in the Company Preferences form is to have the text fields displayed a certain way when you enter data so that it is easier to read and more consistent throughout the program.  You should also take a look at the Security form > Default Accounts tab and the Starting Numbers form for other related options that can be set.

Toolbar Buttons

Toolbar Buttons perform an action on the current record like adding, deleting or saving.

The New button will clear the form to allow a new Bill to be added.

The Save button will save the selected bill.

The Find button will enable you to Find Bills.

The Delete button will delete the selected Bill.

The Undo button will cancel out the last change/s done to the record reverting it to its older state.

The Print button will open the Print Bill form where you can adjust settings and print a bill.

The Post or Unpost button will post or unpost the bill and update the general ledger.

The Duplicate button under the Tools menu (click the Tools button to open the Tools menu) will create a duplicate of a specific bill.  See Rules for Duplicating Bills.

The Schedule button under the Tools menu (click the Tools button to open the Tools menu) will open the Schedule Activities form, which will allow you to schedule an activity to be displayed in the Day Planner calendar.

The Vendor Notes button under the Tools menu (click the Tools button to open the Tools menu) will open the Vendor Notes List form where you can view any notes about the selected vendor.

The Receipt button will open the Add Purchase Receipt form where you may review Open Purchase Receipts, or, you may click on the check box, then click on the button labeled Add Purchase Receipt to select these purchase receipts to be added to the bill prior to posting.

The Payables button automatically opens the Payables form.  This will automatically create a new Payable and add the selected vendor information with all their unpaid transactions ready for you to take action.

The Message button opens the Bill Message form where you can enter a message for the Bill and have it print on the printed Bill.

The Notes button opens the Bill Notes form where you can enter any notes about the selected bill.

The Vendor History button under the History menu (click the History button to open the History menu) will open the Vendor History form where you can view all the posted transactions that have been placed with a vendor in the past.

The Item Purchase History button under the History menu (click the History button to open the History menu) will open the Item Purchase History form where you can view all the items purchased from the selected vendor.

The Purchase Transaction History button under the History menu (click the History button to open the History menu) will open the Purchase Transaction History form where you can view the complete history of the selected transaction.

The Inventory button will open the Find Inventory form where you can search for Inventory Items.

The Recap button will open the Recap form displaying a preview of what will be added to the general ledger when you click the Post button.

Press F1 or click F1-Help button in the Status bar for help on how to use the Bill Batch Entry form.