Enter Bills and Pay Bills
This article explains the basics of entering bills and using the pay bills screen.
To get started, go to the Plus (+) > Bill.
Enter the applicable information on the bill.
Click Save when you are finished.
Here is an explanation of each bill field:
NOTE: Certain fields may or may not be present depending on your Company Settings.
Supplier - the entity you owe the money to.
Mailing address - the postal address for the supplier.
Terms - when the supplier expects payment.
Example: "Due on receipt" means payment is due immediately.
Bill date - date the bill was created, entered, or received.
Due date - date payment must be remitted to supplier.
Bill no. - enter a number or reference to distinguish current bill from others under the same supplier.
Location - assign this bill to a particular work site or segment of your business (if you use the Location or Department tracking feature).
Account details:
Account - every transaction will affect a minimum of two accounts. Bills automatically hit Accounts Payable and in this field you will select the second account for the bill. This is often an expense account, for example: utility expense. If you are not sure what to choose please refer to your accountant or bookkeeper.
Description - a short message about the business expense.
Amount - the total value due for the bill or line item.
Billable - mark this option to assign this bill to a customer for reimbursement.
Markup % - the amount of markup you will charge the billable customer.
Tax - cheque this box if you will tax the billable customer when you request reimbursement for the bill.
Customer - select a customer to track spending in their account, or to bill them later for the expenses incurred.
Class - additional tracking for the Account listed on the bill or line item.
Item details:
Product/service - the item or services you received.
Description - a short memo about the product or service.
Qty - the quantity of items or number of times the service was performed.
Rate - the per unit rate of purchase.
Amount - the quantity multiplied by the rate, or a simple dollar value.
Billable - mark this option to assign this bill to a customer for reimbursement.
Markup % - the amount of markup you will charge the billable customer.
Sales Amt - the total due including tax.
Tax - cheque this box if you will tax the billable customer when you request reimbursement for the bill.
Customer - select a customer to track spending in their account, or to bill them later for the expenses incurred.
Class - additional tracking for the Account listed on the bill or line item.
Memo - a note for the bill. This will not show on the Pay Bill screen.
Attachments - attach documents for the bill, such as a PDF copy of the receipt.
When your bills is due, click Plus (+) > Pay Bills or Cheque.
Pay Bills - this screen allows you to pay multiple suppliers and bills at one time.
Select the appropriate Payment account.
Check the box next to each Bill being paid in this session.
Enter the Payment date; if you want separate dates you will need to record separate payments for each date.
Enter the amount of the payment that should be applied to the open bill.
When you are finished, click Save and print or Save.
Fields in the Pay Bills screen:
Payment account - account from which you pay the bills. If you want to pay
from different accounts (one part on your credit card and one part by cheque)
you will need to enter each partial payment separately.
Payment date - date of remittance.
Filter - adjust the filters to show the correct open bills.
The filter can be adjusted for:
Date - date bill is due, default of last 365 days.
From & To - specify a date range.
Payee - the supplier or customer for the bill.
Location - the business or work site for the bill.
Overdue status only - show only bills due in the past.
Cheque - this screen is for paying one supplier at a time. It has more information on the bill itself, and is where you want to go to directly control how supplier credits are applied.
Click Plus (+) > Cheque.
Select your payee.
Select the account you using to pay the cheque.
Enter the payment date (cheque date).
Enter a cheque number.
If you use Location tracking, select a location.
Click the Add arrow on the right side to add bills to the cheque.
Click the Add arrow open supplier credits to apply to the cheque (optional).
Enter a Payment amount.
If needed, enter a Memo or add Attachments (optional).
Click Save and new or Save and close.
Fields in the Cheque screen:
Payee - the entity you are paying.
Account - the account you are using to fund the cheque.
Mailing address - the payee's address.
Payment date - date of remittance.
Cheque no. - the cheque number or identifier.
Location - the business or work site for the bill.
Amount - the total amount of the cheque.
Outstanding transactions:
When you Add a bill to a Cheque the transactions will appear in this section.
To pay a Bill make sure you cheque the box on the left and enter an amount in the Payment field.
You can use one cheque to pay the any number of bills and split the payment across them.
Memo - a note for the bill. This will not show on the Pay Bill screen.
Attachments - attach documents for the bill, such as a PDF copy of the receipt.
Navigating the Pay Bills page
Sorting
To sort by a particular column, click the header of that column. To sort in Descending, click it again.
Secondary sorting works like this: If you sort by Payee, Ref No., or Open Balance, the secondary sort is Due Date. If you sort by Due Date, the secondary sort is Payee.
The sortable columns are: Payee, Ref No., Due Date, and Open Balance. The sorting is sticky, meaning that it will remember your sort preference the next time you come back to Pay Bills.
Filtering
On the Pay Bills page, the Date will default to last 365 days and will show through all future dates. This is referencing the bill due date, not the bill date.
To choose a different Date, Click the Filter button, and select an option from the Date drop-down (you can also select "All Dates" from here to see all open bills).
Any preset date filters are sticky across all sessions, except All Dates.
You can also filter by a specific Payee or Location, and you can select to only show Overdue bills as well.
Hint: To see all bills due on or before a certain date, Go to Filter and type the date in the "To" field (leave the "From" field empty), then click Apply.
Settings
Click the Gear to the right of the page above the table. You can choose between 50, 150, and 300 rows displayed per page.
Applying Partial Credits
You can easily apply partial credits to multiple bills from the same supplier. If the Supplier has a credit, you'll see the credit amount in the "Credit Applied" column. Type in how much of that available credit you want to apply to that bill. Once you click out of that box, the available credit amount will update and reflect how much of that credit is still left.