A Bill is a document which records the receipt of goods and records the liability to the vendor providing the goods or services.

Create Bill #

1. Navigate to Purchases → Bills.
2. Click Create.
3. Choose a Vendor from the list.
4. Choose the Payment Terms, Vendor Billing Address, and Accounts Payable account. If these fields were previously specified when creating the Vendor record, they will be automatically filled.
5. Enter the Bill # (optional).
6. Click Project and Class tab to enter the Project and Class (optional).
7. Click Attach File button to enter a URL of a scanned document or other reference. (optional)
8. Click Internal Memo to enter a memo. (optional)
9. Click the Items tab and add items.
10. Click Save, Save and Close or Save and New.

Recurring Bills #

If your company has a bill that is received on a regular basis, a recurring bill may be created. The system will create a new bill with the timespan and parameters specified by the user.

View Bills (list view) #

To view a list of bills in the system, navigate to Purchases → Bills.

From the list view you can:

• Sort the list by clicking on a column header
• Create a new Bill
• Find a Bill
• Print a Bill
• Generate a Purchase Return

Export to Excel by clicking More → Output List.

Accounting #

Recording a Bill creates the following transactions in the General Journal:

• Debits: Expense Account for non-inventoried items or inventory, for inventoried items
• Debits: Incoming VAT (if applicable)
• Credits: Inventory received not yet billed

Visual status indicators #

The status indicators in AccountingSuite help users gain a clear overview of the order processing stages within both sales and purchase cycles. By simply glancing at these indicators, users can instantly determine the status of an order without the need to check each one individually. The combination of colors and fill provides a quick and efficient way to understand where each order stands.

In AccountingSuite, there are three distinct colors used to represent status: red, yellow, and green. Each color carries a specific meaning:

• Red indicates that the order is experiencing issues, delays, or is marked as critical.
• Yellow suggests that the order is in progress but might require attention or is awaiting further action
• Green signifies that the order is completed or moving smoothly through the cycle.

The type of indicator depends on the status:

• Empty Circle
• Partially Filled Circle
• Filled Circle

However, the color of the indicator is not solely determined by the status, but rather by the date and whether the document is being completed on time or late. For example, Partially Shipped will always be represented as a partially filled circle, while the color will depend on the deadline:

• Green for on time
• Yellow for approaching the deadline
• Red for overdue

This visual system streamlines monitoring and enhances efficiency by enabling quick decisions and prioritization, ensuring that all orders are managed effectively.

Icon	Description
	The bill has been created, but no processing actions have been initiated yet, indicating that it is still in its initial stage and awaiting further steps.
	Some actions have been completed on the bill, such as initial review or partial data entry, suggesting that the invoice is currently being processed but not yet finalized.
	The bill has been fully processed and completed, with all necessary information verified and no remaining steps required.
	The bill is pending further action or approval, indicating that it requires additional review, information, or a decision to proceed.
	The bill has undergone partial review or approval, but it still needs further verification or additional steps to be fully processed.
	The bill has been flagged as rejected or placed on hold, indicating that it requires a review, correction, or re-approval before further processing.
	The bill has critical issues that need immediate attention and resolution, suggesting that urgent action is necessary to address the identified problems.