🧮 Bill Processing

Bills Overview

Bills are invoices you receive from vendors for products and services you've purchased. Think of bills as requests for payment from your suppliers - they detail what you bought, how much it costs, and when payment is due. Proper bill management ensures you pay your suppliers on time while maintaining accurate expense records.

Why This Matters

Poor bill management leads to late payments, damaged supplier relationships, and inaccurate expense tracking. Good bill management means you never miss a payment deadline, can plan your cash flow effectively, and have complete records of all business expenses for tax and reporting purposes.

Prerequisites

• Vendor setup completed

• Chart of accounts configured

Step-by-Step Instructions

1. Navigate to Bills

📸 Image Placeholder: Purchases menu with Bills option highlighted

1. Click "Purchases" in the left navigation

2. Select "Bills" from the dropdown menu

2. View Bill List

📸 Image Placeholder: Bill table with status tabs (All, Unpaid, Paid)

• See all bills with status tabs: All, Unpaid, Paid

• Check due dates and amounts owed

• Use filters to find specific bills

3. Create New Bill

📸 Image Placeholder: New bill creation form

1. Click "New Bill" button

2. Select vendor from dropdown

3. Currency automatically sets to vendor's currency

4. Enter Bill Details

📸 Image Placeholder: Bill details form

• Bill Number: Auto-generated but customizable

• P.O/S.O Number: Reference number for your purchase orders

• Bill Date: When you received the bill

• Due Date: When payment is due (auto-calculated based on payment terms)

5. Add Line Items

📸 Image Placeholder: Bill line items table

• Click "Add Item" for each product or service

• Select from offerings catalog or enter custom items

• Enter quantity and unit price

• Taxes and discounts calculate automatically

6. Set Payment Terms

📸 Image Placeholder: Payment terms configuration

• Choose standard terms (Net 15, Net 30, etc.)

• Or select "Custom" for specific arrangements

• Due date updates automatically based on terms

7. Review and Save

📸 Image Placeholder: Bill review screen

• Check all totals and calculations

• Add notes or special instructions

• Save the bill – it automatically creates accounting entries

8. Record Payments

Individual Payment

📸 Image Placeholder: Record payment form

1. Open the bill and click "Record Payment"

2. Enter payment amount, date, and method

3. Select bank account for the payment

Bulk Payments

📸 Image Placeholder: Bulk payment interface

1. Click "Pay Bills" from the bill list

2. Select bills to pay and enter amounts

3. Choose bank account and payment method

4. Process all payments at once

Tips and Best Practices

• Enter Bills Promptly: Don't let vendor invoices pile up

• Use Payment Terms: Set appropriate terms to manage cash flow

• Take Advantage of Discounts: Pay early if vendors offer discounts

• Reconcile Regularly: Match bills against statements monthly

• Use Bulk Payments: Save time by paying multiple bills together

Common Use Cases

• Regular Supplies: Monthly office supplies, inventory purchases

• Professional Services: Legal fees, consulting services, accounting

• Utilities: Phone, internet, electricity bills

• Subcontractors: Payment to contractors for project work

• Equipment: Purchase or lease of business equipment