Adding and modifying a bill
Instead of creating a new bill from scratch, you can create a bill straight from a purchase order. That way all the data is already filled in for you. Just go to the list of purchase orders, open the purchase order you would like to add a bill to, and click Create bill.
You can also create a new bill from the client and project view, in which case the client will be automatically selected and the bill will be linked to that client or project.
If you still wish to add an entirely new bill, go to Purchases and click on the button New bill in the list of bills.
When adding a new bill, fill in all data. Enter the issuer and contact person you want to send the purchase invoice to.
If the issuer/contact person is already in your database, a match will be displayed when you start typing. If there is no match found, a plus sign will be displayed to show that a new company will be added to the database while saving the bill. However, we recommend to click on the plus sign and fill in the contact card with all information needed. That way you'll already have the information in your database for future use.
Note! For a contact to appear in the suppliers list, you first need to activate the option Use suppliers under settings. After that, tick the option Display in supplier list in company modify view.
Enter the Invoice No. from the supplier's invoice, due date, payment terms, currency and, if present, a reference number.
If you link the bill to a project, it will also be visible under the project view, and also enables you get reporting on the project.
When adding products to the bill, the prices and units are displayed automatically, if you have entered them into the product database. The displayed price can be changed (depending on settings). When you add a new product to the purchase invoice line, it will also be saved in the product database, while saving the document.
To find a product using the product code, type the code into the box Select product.
Each product can have a description, or even two. To use two description, (for example one to describe the product, the second for return policy info), activate the option Use secondary product description on lines under Settings > Sales and finance > General.
The default number of product lines displayed, when adding a new bill can be changed under settings.
Lines can be added, deleted and dragged to re-order.
If accounting objects are enabled under settings, you can link them to products in order to have reporting by accounting objects and groups.
In order to see the margin, enter expenses for each product line. Margin can be activated under settings.
Using subheadings makes long bills easier to view. Additionally, you can group prices, hide prices on rows and entire rows. Read more about subheadings.
Tax rate and discount can also be line based. You can make changes to each under Sales and finance settings.
Click on the percentage icon to open the discount calculator.
You can attach the supplier's invoice to the bill by clicking Add file in the bill view.
If you create a bill from a purchase order, it will be visible under the relevant purchase order. You can also create a partial bill, if some of the goods arrive earlier, for example, and add another bill when the order has been filled.
To modify a bill, open a bill and click Modify. Even so, you can only modify data that doesn't affect the final sum of the bill. If needed, you can also delete a bill in modify view.
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