Enter a new bill

• Bill Details
• Adding Items
• Assigning Approvers
• Add additional tracking categories
• Things to Know

Bill Details

1. Click Bills in the left navigation pane
2. Click +Bill
3. Enter Bill details
   
   • Vendor Name - the company or person to be paid
     • Click Last 5 Bills to see recent bills for the vendor
   • Invoice Number - any numbers or letters to help the vendor identify the bill
   • Payment Terms - how soon the vendor expects payment
   • Invoice Date - the day the vendor created the invoice
   • Due Date - specific date the vendor expects payment (filled automatically if Payment Terms have already been selected)
   • Total Amount - the total amount of the bill that needs to be paid
     • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math for you.
   • Description - statement that explains what the bill is for (for internal purposes only)
   • Note to Payers or Approvers - a note typed here is visible in the Notes section on the Bill details page and is available to all users who have create/ edit bill permissions
   • Account - Chart of Account to code the bill to
     • If the account does not already exist, click Add new account
     • To code the bill to more than one Chart of Account toggle Add multiple expenses to on
     • Negative line items are allowed as long as the balance due is >=0
4. Drag and drop or browse for a saved document to associate to the bill (if applicable)
5. Click Save
   • Click Save and new if entering multiple bills

Adding Items

Items - details about the product or service the vendor is invoicing

To use Items on Bills, the setting will need to be turned on. To turn on this setting:

1. Click the gear icon
2. Click Preferences under Accounting
3. Click the Edit icon
4. Select Yes for Use Items in Payables

On Bills:

1. In Bill Details box, select Use items
   • Items section will show up at the bottom of the page
2. Enter items and details
   • If desired, mark the line item as billable to a customer or job by clicking the Billable checkbox.
     • Use basic math operators (+, -, *, /) when entering numbers in amount or quantity fields. The system will do the math for you.

Assigning Approvers

Approvers - the users who need to approve the bill for payment

1. In the Approvers box, click Select approver
2. Select the approvers
3. Click Done
   • Click and drag to reorder approvers
     

Add additional tracking categories

To add the following categories they will need to be enabled first:

• GL Posting Date (Intacct)
• Department
• Location
• Customer/Job
  • Billable status
• Class

Things to know

• Bills can be created with up to 100 line items