Add bill

In , a bill is the invoice that a supplier sends you requesting payment for items ordered on a purchase order.

When to use

Use the procedure below to add the supplier's bill information to a specific purchase order. You can add bill information to an issued purchase order:

• When processing the bill for Service In , cost items of type Service are non-tangible offerings such as contractor fees, or a service or freight charge. type cost items.
• When processing the bill for Stock In , cost items of type Stock are physical inventory items such as materials and equipment. type cost items that did not have bill details available during the Receive stock procedure.

Procedure

To add a bill to a specific purchase order:

1. In the Business menu, select Purchases.
2. On the Purchase Order Manager screen, drill down on the number of the purchase order you wish to add a bill for.
3. On the Purchase Order information screen, click Add Bill.

   The Add Bill button is available only after the purchase order has been issued and while there are supplier bills that are not yet attached to the purchase order.

4. On the Purchase Order Bill screen, provide the following information, as required.
   

   Field	Description
   Purchase Order Information
   Invoice Date	The date shown on the bill (default = today). Change this if required by selecting a date from the pop-up calendar.
   Due Date	The date the bill must be paid by, as shown on the bill. Change this if required by selecting a date from the pop-up calendar.
   Invoice ID	The reference or invoice number shown on the bill.

5. Attach supplier bills to any existing Stock Receipt IDs. The Attach to Stock Receipt drop-down list is available only if there are existing Stock Receipt IDs, from the Receive stock procedure, that have not yet been attached to a bill.
   1. In the Attach to Stock Receipt drop-down list, select a Stock Receipt ID to attach the bill's Invoice ID to.
   2. On the Purchase Order Bill screen, provide the following information, as required.
      

      Field	Description
      Billed Items (PO contains Stock or Service items or both), or Service (PO contains Service items only)
      Quantity	The number of cost items included in the bill. For the first bill, this is the number of cost items shown in the original purchase order. You can adjust this value if required, and repeat the add bill procedure until the purchase order is fully billed. Any change to the quantity is automatically shown in the total cost column.
      Unit Cost	The unit cost of each item (excluding tax) as shown on the original purchase order. If necessary, you can change the unit cost for any item to reflect the actual cost shown on the bill.

6. Attach supplier bills to new Stock Receipt IDs. The + Add Stock Receipt Information button available only if the PO contains Stock items, and lets you create new Stock Receipt IDs to attach to the supplier's bills.
   1. Click + Add Stock Receipt Information.

   2. On the Add Stock Receipt Information dialog, provide the following information, as required.

      Field	Description
      Date Received	The date the stock was received from your supplier. Change this if required by selecting a date from the pop-up calendar.
      Enter Stock Receipt ID	Stock Receipt IDs are used to link stock deliveries to supplier's bills. Each time you + Add Stock Receipt Information, generates a new Stock Receipt ID. The Stock Receipt ID is read-only.

   3. Save. If you need to remove the Stock Receipt ID or change the Date Received, click the .
   4. Provide the following information.
      

      Field	Description
      Billed Items (PO contains Stock or Service items or both), or Service (PO contains Service items only)
      Quantity	The number of cost items included in the bill. For the first bill, this is the number of cost items shown in the original purchase order. You can adjust this value if required, and repeat the add bill procedure until the purchase order is fully billed. Any change to the quantity is automatically shown in the total cost column.
      Unit Cost	The unit cost of each item (excluding tax) as shown on the original purchase order. If necessary, you can change the unit cost for any item to reflect the actual cost shown on the bill.

7. If additional items have been received, which were not on the original purchase order, add details, as required.
   1. Click + Add Additional Items and provide the following information.
      

      Field	Description
      Name	Name of the item whose cost is to be included in the purchase order. The text you type is matched against the cost items, stored in the Cost Admin database (Business > Settings > Costs), so that you can select one of these items if you wish. Alternatively, you can just type in details of a new cost item (which is added to the bill but not to the Cost Admin database).
      Quantity	The number of additional items received.
      Unit Cost	Cost of each item (excluding tax).
      Cost Code	The supplier's or manufacturer's code for the item.
      Type	The type of cost item is Stock or Service. If you select a cost item from the Cost Admin database, the type is already set for that item and cannot be changed. If you are adding a new cost item to the bill, select Stock for a physical inventory item or Service for non-tangible offerings such as contractor fees, or a service or freight charge. Selecting Stock adds a step for receiving physical items in the purchase order process.
      Tax 1, Tax 2	The tax rate to apply to the item. You can select two tax rates if you need to apply tax at a local and a federal level, for example. These tax rates are set in your Organisation settings.
      Cost Notes	Any note or comments about the cost item. Notes are shown below the cost's name on the purchase order.

   2. Add to save the details of the new cost item.
   3. Repeat Steps a-b to add any further cost items.
8. Save your changes.
   
   • A summary of bills for the purchase order is displayed on the purchase order Bills tab.
   • The purchase order's Status in Purchase Order information screen is set to Fully Billed (if quantity billed = quantity Ordered). Otherwise, Status is set to Partially Billed.
9. If there are any items still to be billed, repeat Steps 1-9 until the purchase order is fully billed.